JIMMA UNIVERSITY

Guidelines for

Community Service Project Development

April, 2018

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Contents

Background ..................................................................................................................................... 1

1. Preparation of proposal to request funding to support a community service project ................. 3

2. Evaluation of a community service Proposal.............................................................................. 3

3. Provision of support to selected and approved Community Service projects ............................ 4

4. Monitoring and evaluation of a funded community service project ........................................... 4

5. Incentives and benefits ................................................................................................................ 4

6. Length of community services projects ...................................................................................... 5

Annexes........................................................................................................................................... 6

Annex 1. A Concept Note on the anticipated Community Service Project shall state: .................. 6

Annex 2 Format to evaluate a Concept Note on the proposed community service ........................ 7

Annex 3 Format to Prepare Proposal for Community Service Projects ....................................... 10

Annex 4 Community Service Projects Proposal Evaluation guidelines to be filled by each review

team member ................................................................................................................................. 14

Annex 5. Format for Community Service Project Progress report ............................................... 17

Annex 6. Guideline for reviewing progress report ....................................................................... 21

Annex 7 Community Service Project Agreement Form ............................................................... 23

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Background

Jimma University is a higher education institution in Ethiopia that is mandated with three core

missions (Teaching, Research and Community Service). Community service in Jimma

University possess special feature due to its cherished educational philosophy of Community

Based Education (CBE); besides the comprehensive health services it offers through its

specialized referral hospital; free legal service, and promotion of transfer of selected

technologies to the community.

With the aim of efficiently utilizing the meager resources allocated for community services, there

is a need to outline procedures on how to coordinate, facilitate and guide community services

offered by academic staffs and various units of the university. In particular, guidelines governing

the initiation of project proposals for community service including the mechanism of proposal

evaluation, award, and project administration. In line with the restructuring of the university’s

administration, the Vice President for Research and Community Services (hereinafter the

VPRCS) is responsible for the overall guidance, administration and support of the University’s

activities related to Research and Community Services.

The purpose of this document is, therefore, to provide a brief outline of the guidelines pertaining

to the overall promotion, coordination, and administration of activities related to the JU’s

community services. Specifically, this document outlines the guidelines and procedures

regarding:

How to initiate community service projects (project concepts)

How to request funding for a proposed community service by different colleges, units or

individuals

How the proposed community services evaluated/reviewed for funding

The support to be provided for the selected and approved community service projects

Monitoring and evaluation of the accomplishment of approved community service

projects.

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Note:

Individuals or groups of individuals who want to apply for community service projects

should be aware of the Guidelines and Procedures for Community Based Education

(March 2013), and additionally the procedure on selection of technology and how to

transfer a selected technology that has been described in the Guidelines and Procedures

for Publication and Extension (February 2013).

The community service provided by the specialized referral hospital has its own

management and hence this guideline will not apply to it.

Definition of Outreach Community Service (herein after Community Service)

Outreach Community Service is a term that essentially entails services being taken out

from the usual and mainstream institutional settings and being provided in local

community settings.

Outreach services are used to engage community and deliver services in local settings

and environments.

Outreach services may also be defined as those that draw on partnerships and networks

with other service providers to deliver and promote research findings in local

communities, make better the community way of life, aware the community on how to

best utilize the resources available.

Outreach community services can be employed to raise the awareness of the local

community on the services of the university can provide to the society.

Outreach Community Services may include training community or community leaders,

intervention on selected social services/problems, demonstration of best practices, and

popularization of best practices.

Project refers to a Community Service project initiated or developed by eligible staff of

Jimma University.

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1. Preparation of proposal to request funding to support a community service

project

1.1 A project concept can be originated from experiences gained from CBE initiatives,

direction given by top management, request originating from community and

stakeholders, research outputs of the university that demand community intervention or

can be originated from individuals that they consider an intervention for the good of the

community.

1.2 A team responsible for developing a Concept Note can be initiated or formed by

interested individual (academic) staffs or teams of staffs of Jimma University or

individual staffs or teams that are established for a specified project by the office of the

VPRCS or a designated office under it.

1.3 A Concept Note has to be favorably evaluated before the full proposal is developed. A

Concept Note shall clearly describe the intent of the proposed community service project

and shall be prepared using the standard template given in Annex 1.

1.4 The Concept Note shall be evaluated against the criteria set provided in Annex 2.

1.5 The office of the VPRCS or designated office under it shall announce the evaluated

Concept Notes so that full proposal can be developed.

1.6 The full proposal shall be prepared according to Annex 3.

2. Evaluation of a community service Proposal

2.1 The project proposal shall be evaluated according to evaluation criteria set in Annex 4.

2.2 The project shall be reviewed by a review panel established by VPRCS. The composition

of the review panel could be from Jimma University staff and selected and invited

scholars outside of Jimma University.

2.3 The evaluation report and comment given by the reviewers shall be communicated to

proposed project developers through the VPRCS or designated office under it.

2.4 The selected and approved community service projects shall be announced to the winners

through formal communication to the principal project developer.

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3. Provision of support to selected and approved Community Service projects

3.1. It is mandatory in the project proposal document to clearly state the budget breakdown

for the implementation of a proposed project.

3.2 The Principal Project leader and all team members shall sign on grant agreement between

the team and the VPRCS representing the university.

3.3 Funding release shall be as per the project budget breakdown and implementation

schedule. Requests shall be presented in writing to the VPRCS

3.4 In cases where the project needs larger proportion of funding as per the activities, the

VPRCS may decide the amount of funding above the stated amount in 3.3 to be released

in the first installment. In no any instant, the full project budget shall be released in one

installment.

4. Monitoring and evaluation of a funded community service project

4.1 The office of Community services and engagement shall nominate a monitoring and

evaluation team composed of 3 individuals to monitor the accomplishment of a project

4.2 The project leader shall submit progress report (Annex 5) and terminal report (Anne 6)

as per the schedule described in the proposal document.

4.3 The monitoring team shall pay unscheduled and scheduled field visits to project sites.

The logistic expense for the monitoring team shall be covered by the project budget.

4.4 The progress of ongoing community service and completed projects shall be presented

on the Annual Validation Workshop to be organized under the auspices of the office of

the VPRCS.

5. Incentives and benefits

5.1 Any staff who takes part in a community service project (team member) is eligible to

receiving certification of participation (letter of participation), which can be used for

promotion

5.2 The time input of participation in such projects shall also entitle the participating staff to

workload benefit equivalent to participation in DTTP or CBTP. Thus, guidelines to

workload consideration here shall be subject to guidelines applicable to DTTP/CBTP.

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6. Length of community services projects

6.1 The length of duration of any community service projects shall normally be

minimum 1 year and a maximum 3 years

6.2 Any project with duration length different from that stipulated under article 6.1 shall

be determined on a case-by-case basis

6.3 For any multi-year project (one that lasts over a year), the total budget approved

shall be distributed on an annual basis and budget requests shall be made from

respective year’s annual budget accordingly

6.4 Some types of community services (such as school support) shall be considered as

services of permanent nature and thus be centrally coordinated and continually

financed

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Annexes

Annex 1. A Concept Note on the anticipated Community Service Project shall

state:

Project Title

Background (600 words maximum)

Goal and objectives

Procedures/Methods (600 words maximum) - what are the merits of the approach proposed?

What makes the approach different from other interventions?

Milestones and deliverables

Expected Results (output, outcome): Beneficiaries of the community services (300 words

maximum)

Collaboration for intervention: Partners and partners role

Mechanism for Sustainability of Project objectives (300 words maximum)

Time table

Proposed Budget

Community contribution to the gross budget, Budget indicating in-kind and in –cash contribution

CV of project initiators

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Annex 2 Format to evaluate a Concept Note on the proposed community

service

A Proposed Community Service Project Concept Note shall be favorably evaluated before the

full proposal of the project is to be developed. The criteria for evaluation of a community service

project Concept Notes are listed below with its weight. Concept Notes with higher overall score

could be considered for full project development. Three reviewers shall be involved to review a

project Concept Note and the average score of the three evaluators will serve to decide whether

the projects could go for further consideration. If total score is 50 and above, and if it is believed

that the project is worth funding with appropriate modifications, the office of the V/P for

Research and Community Services shall announce the projects selected so that full proposal can

be developed.

Title of the community service project-----------------------------------------------------------------------

---------------------------------------------------------------------------------------------------------------------

---------------------------------------------------------

I. Relevance to the community, national and regional needs (20%)

------------------ Highly relevant (15-20)

------------------ Moderately relevant (10-15)

------------------ Less relevant (<10)

Score ----------------------()

II. Novelty of the intervention scheme proposed and quality of the project

implementation approach. Methodology should be properly well designed and related

to all project objectives(15%)

------------------ Highly appropriate and Novel scheme (12-15)

------------------ Moderately appropriate (7-11)

------------------ Usual approach followed (<7)

Score ----------------------()

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III. Collaboration (15%)

__________ All relevant stakeholders very well identified and their influence well

recognized (13-15)

__________ The stakeholders identified, collaborations and contributions identified

(8-12)

__________ Stakeholders identified, indication for collaborators contribution not

well stated (<7)

IV. Result: the anticipated outputs by running this project.

Which community problems will be solved? What output, outcome and the

anticipated impact on the community?(15%)

------------------ Well stated and well aligned (12-15)

------------------ Moderately Appropriate (7-11)

------------------ Inappropriate (<7)

Score ----------------------()

V. Technical feasibility (level of experience, availability of resources, time and budget

and applicants are scientifically and technically capable and realistic in budgeting)

(15%)

------------------ Highly appropriate (12-15)

------------------ Moderately appropriate (8-11)

------------------ inappropriate (<8)

Score ----------------------

VI. Mechanism proposed for Sustainability of Project objectives after the project ceases (10%)

_______________________(8-10) There is convincing evidence that the community will

own the project and maintain sustainability of the project.

____________________(5-7) There is a possibility other partners could be relied on for

sustainability even if it is not possible for the community

___________________ (<5) There is no evidence for the sustainability of the intervention

beyond this project support by JU

VII. Attainable within specified period (1-3 years) (10%))

------------------ Highly appropriate (8-10)

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------------------ Moderately appropriate (5-8)

------------------ Inappropriate (<5)

Total score ----------------------()

Reviewers’ additional comment

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-----------------------------------------------------------------------------

The selection of the Concept Notes will be determined based on the evaluation score and

availability of fund.

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Annex 3 Format to Prepare Proposal for Community Service Projects

Standard Format for Community Service Projects1

1. Cover page:2

2. Community Service Project Title:3

3. Signatures:

______________________________________________________________________

Principal Project Leader_____________________________________

4. Executive summary of the project4

5. Research work, publication to date, experience on the interventions similar to proposed

project (if any)5

6. Background and Justification6

1The proposals should not be longer than 15 pages, 1.5 spaced and 12 cpi, including all the footnotes.

2 This should include the title, project leaders name, their title and address, Department, colleges/institutes, Month and year

3Keep the title of the project short and simple. The title should clearly describe the basic objectives of the proposed project and reflect the nature

of the proposed work. The title of the project once approved cannot be changed or modified unless there is permission from the Research and

Ethical Review Board (RERB) of the colleges/institutes.

4 Give a short summary, maximum 400 words, of the proposed project, sufficiently informative for other scientists who are not necessarily in

your field of expertise. This summary should contain a problem statement of the project, followed by the objectives and a brief description of

how these will be accomplished and it is suggested that you write this item last

5List all your major publications, especially those related to your proposed Community Service Project . Give all information available about

your experience in the area of the proposed Community Service Project; also mention any present or planned cooperation Community Service

Project with other institutions. Give your participation in workshops, seminars, conferences if any etc. You can also attach Your CV,

6Discuss the historical development of events regarding the community service you are interested to carry out. Describe basic

assumptions/concerns that led you intervene on this issue. Include information on the likely contribution to the community and way of life

practice that the Community Service Project will make. Describe the gaps that the proposed Community Service Project is intended to fill. The

proposal should also show the Community Service Project will be able to bring socio-economic development.

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7. Objectives of the project7

8. Materials and Methods8,9,10,11

9. Milestones and deliverables

10. Beneficiaries of the community service Project

11. Partners and partners’ role, SWOT Analysis

12. Expected output/outcome12

7General Objective: State the objectives of the project and how they bring the intended outcome on the community. Specific objectives

must be clearly stated to ensure monitoring and evaluation of the project. The objectives should be measurable and each of the

objectives should be addressed in the materials and methods.

8Describe the location, social indicators, physiographic, climate, geology and soils, population, production systems, etc. and the contents may depend on the

kind of community intervention proposed;

9Describe methods that persuade the reader/reviewer that the Project Leader is an expert on the subject matter. It should provide details

why the approach chosen by the project owners is relevant for project goals and elements of new approach are highly encouraged.

10Community Service Project design: Provide details on your experimental design/ plans for surveys, experiments and trials indicating,

replications, statistical models, and statistical methods to be used to analyses data

11Community Service Project plan:

The plan should clearly show the different phases of the project. Describe here what will be and how it will be done including the

following points:

a) Methods and activities to be carried out so that the problems intervened.

b) Materials: List materials and facilities that will be required for the community service

c) Success indicators: Describe the set success/failure indicators that you will use to analyses the the progress of the project.

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13. Sustainability of the project outcomes/exit strategies

14. Time schedule13

Activity Schedule

15. Log-frame

Intervention Logic Verifiable Indicators Sources of

Verification

Assumptions

Overall objectives

Project purpose

Results

Activities

16. Duration:14

17. References:15

12

Indicates the anticipated benefits to JU and the community by running this project.

13

This should indicate the activity and when the activity to be done. Therefore, in the first column note the major activities and in the second

column, indicate during which months/dates you will be engaged in the activities.

14Number of months or years of project can stay for funding supported with time frame. It will help to budget funds for that duration and

drawing a monitoring and evaluation schedule.

15Provide the references which support the information provided in the project document.

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18. Collaborating stakeholders16

19. Facilities and funding17

20. Budget18

A. Indicate the budget required to be funded by Jimma University, indicate in-kind and

in–cash contribution

B. Indicate the fund to be generated from the community, other partners

21. Project Implementation Popularization strategy

Awareness creation strategy

Dissemination workshop

Terminal report

22. Consent form (Support letters from partners)19

16

Indicate the community, NGO or GOs that are collaborating in the execution of the Community Service Project, and their contribution along

with their commitment)

17The facilities would include:

- Equipment and facilities: List here equipment and facilities, etc, necessary for your project which will be provided by the JU and partners. The

proposed budget should delineate the complete committed cost of the project, identifying the amount committed by the partners and other

cost that JU commits to pay. The cost committed in terms of kind and time contribution should be valued and indicated in the budget.

18The budget items must be relevant to the proposed Community Service Project plan and should be justified. It may include the following

1. Equipment: Specify and describe each item, and give to the best of your knowledge: manufacturer, model/type, accessories if needed. Give a realistic estimate of the cost for each item

2. Expendable supplies: List categories and significant items of expendable supplies (glassware, solvents, hormones, feed, reagents, medicaments, gloves etc) and give a cost estimate for each category.

3. Literature: List categories of literature (e.g. reprints, and photocopies) or documentation, and give a cost estimate for each category. Also recommended subscriptions to journals or membership in a scientific society publishing a journal

4. Local travel costs: Local travel costs for sample collection, field visits, participant observation, surveys etc are included in this category. Travel costs can also include costs associated with conferences and scientific meetings. The travel cost may include to Project Leaders, drivers, fuel, oil, field technicians and others.

5. Manpower costs: They include manual and skilled labor costs which are necessary for the execution of the project

19 The partners shall be made aware of the project objectives, implementation strategy and contributions. The partners shall declare their

support in written document for the project.

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Annex 4 Community Service Projects Proposal Evaluation guidelines to be

filled by each review team member

Proposals are funded when they meet the set criteria and on the availability of funding. The

criteria are listed below with its weight. Proposals with higher overall score are considered

for funding. And the proposals that have scored below 50% may not be funded. Three

reviewers shall be involved to review a project and the average of the three evaluators will serve

to decide on the funding of the projects. The V/President for Research and Community

Service shall declare the community service projects selected for funding.

Title of the project------------------ ------------------ ------------------- ------------------------- -----------

------- ------- --------- -------------------------------------------------------------------------------------------

------- --------- -------------------------------------------------------------------------------------------

I. Relevance of the community service intervention to community (community priority,

responsiveness to national and regional needs

II. The degree of Benefit the community could get from the community service

intervention

Scores for Evaluation points I to II (25%)

------------------ Highly appropriate [18-25]

------------------ Moderately appropriate [13-20)

------------------ Inappropriate (<13)

Score ----------------------()

III. Novelty of the intervention scheme proposed and quality of the project

implementation approach. Methodology should be properly well designed and related

to all project objectives (15%)

------------------ Highly appropriate and Novel scheme (12-15)

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------------------ Moderately appropriate (7-11)

------------------ Usual approach followed (<7)

Score ----------------------()

IV. Collaboration (15%)

The SWOT analysis, identification of stakeholders, indication of the collaborators contribution

for the proposed project

__________ All relevant stakeholders very well identified and their influence well

recognized (12-15)

__________ The stakeholders identified, collaborations and contributions identified

(8-12)

__________ Stakeholders identified, indication for collaborators contribution not

well stated (<7)

V. Result: the anticipated outputs by running this project. Which community problems

will be solved? what output, outcome and the anticipated impact on the community?

(15%)

------------------ Well stated and well aligned (12-15)

------------------ Moderately Appropriate (7-11)

------------------ Inappropriate (<7)

Score ----------------------()

VI. Technical feasibility (level of experience, availability of resources, time and budget

and applicants are scientifically and technically capable and realistic in budgeting)

(10%)

------------------ Highly appropriate (8-10)

------------------ Moderately appropriate (5-7)

------------------ Inappropriate (<5)

Score ----------------------

VII. Mechanism proposed to ensure Sustainability of Project objectives after the project ceases

(10%)

_______________________(8-10) There is convincing evidence that the community will

own the project and maintain sustainability of the project.

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____________________(5-7) There is a possibility other partners could be relied on for

sustainability even if it is not possible for the community

___________________ (<5) There is no evidence for the sustainability of the intervention

beyond this project support by JU

VIII. Attainable within specified period (1-3 years), Is the outputs and outcomes set

realistic? (10%))

------------------ Highly appropriate (8-10)

------------------ Moderately appropriate (5-8)

------------------ Inappropriate (<5)

Total score ----------------------()

Reviewers’ additional comment

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The selection of the Proposed Community Intervention Project will be determined based on the evaluation

score and availability of fund.

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Annex 5. Format for Community Service Project Progress report

1. Code and title of the project:

2. Project management /Organization/ co-ordination/colleges/institutes:

a. Name of principal project leader/project coordinator (Department, Colleges/institutes)

b. Project team member (s) in the university (if any) and their specific role in the project:

c. Other partner/collaborating organizations (outside JU) with addresses of contact person (s) and their

role in the project:

Name Profession Department Faculty/Colleges/institutes Specific role e-mail

3. Project duration and period:

4. Reporting period:

5. Funding

a. Source of funding

b. Amount (In phases if any)

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6. Fund utilized: indicate the amount of money utilized for the reporting period

S/N Period covered ---------------------------- To ---------------------------------------

Items Amount

brought

forward 1

Fund

received 2

Total fund in

this period 3

Fund

expended 4

Balance 5

1 Expendable items

2 Equipment

3 Literature and

stationery

4 Local travel and

communication

5 Honorarium

6 Personnel

7 Other expenses

(specify if any)

1. Amount in Birr which was brought forward if the project is on-going

2. The break down should be as shown in the budget approved for the reporting period and it is a

fund came in this period

3. This amount is the sum of the amounts in the third and fourth columns

4. Fund expended is the fund in column five less the expense stated in column six

5. The balance should reconcile with approved budget. If there is over expenditure, there has to be

a clear justification.

7. Objectives of the project

a. General

b. Specific objectives:

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8. Work plan used for the current reporting period (state briefly the work plan for the project until the

current reporting is made).

9. Achievements/progress: Indicate also which objectives have been addressed: Project output

description (give the highlights of the work done during the reporting period): Include detailed

summaries of the work carried out and results obtained to permit informed critical scientific

assessments of the work by the respective committee and peer reviewers. If possible the results could

be presented in tabular or graph form. Summaries should be complete in themselves as brief as

possible; consistent with clarity (a maximum of two pages is required). Interpret new findings (both

positive and negative) in terms of the objective of the project and state if they are expected to increase

(or degrease) the duration, total costs and/or the likelihood of the success of the project.

10. Problems encountered (state any major problems encountered while conducting the research):

Describe advances and/or problems encountered towards the completion of the plan of work for this

reporting period.

11. Measures to be taken :

12. Summary of achievements in the project implementation

a. Any special contribution of the project

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b. Training and extension 23

c. Development activities

13. Work plan (description of the work plan for the next funding, including the research time table):

14. Financial expenditure (detailed expenditure for the upcoming research period)24

15. Additional remarks

22 attach if there are publications such as manuals produced

23 indicate if there was a training and extension activity

24 This has to be filled in consultation with the finance office of the university

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Annex 6. Guideline for reviewing progress report

A. General evaluation

Editorial quality

Lay out

Length

Quality of references

Comment ----------------------------------------------------------------------------------------------------

----------------------------------------------------------------------------------------------------------------

-------------------

B. Administration information

1. Project title and code

2. Principal Project leader and co-Project leaders and colleges/institutes/department

3. Project duration and period

i. Reporting period (Phase)

4. Sources of fund and amount in each phase

C. Technical

1. The extent of the objectives achieved as per the project document

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Comments :

2. Method used: The project implementation methodology for this report sufficiently

described?

Comments;

3. Work plan: Is the work plan achieved as per the project document?

Comments;

4. Results: Are the results well described and can be verified?

Comments;

5. The work plan: Is the future plan realistic and achievable?

Comments

6. Fund utilization: Is the fund utilized as per the previous plan?

Comments;

7. Recommendations: What is recommendation of this report for future funding

Accept the report without change

Accept the report with minor change

Accept the report with major revision

Not accepted, that needs re-writing

8. Reasons for the recommendation

1. ------------------------------------------------------------------------------------------

2. ------------------------------------------------------------------------------------------

3. ------------------------------------------------------------------------------------------

4. ------------------------------------------------------------------------------------------

5. ------------------------------------------------------------------------------------------

Reviewer------------------------------------ Signatures ---------------------Date ----------

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Annex 7 Community Service Project Agreement Form

This is a community service project grant agreement entered between Jimma University

(hereinafter referred to as the University) represented by the Vice President for Research and

Community Services (hereinafter the Vice president) and/or the Director for Community

Services and Engagement (hereinafter the Director) and their respective Offices (hereinafter the

Office (s))

and

______________________________________________ (hereinafter the project coordinator)

Whereas: the University allotted Birr __________________________________________ for

the community service project entitled _______ ___________________ ___________________

_________________________________________________________ ____________________

____________________ __________________________(hereinafter the project) as per the

attached community service project document.

Now, therefore, the parties hereto, have agreed on the terms and conditions set forth hereunder.

Article 1

1. Duties and Responsibilities of the Project Coordinator and sub coordinators

The project coordinator and the sub coordinator shall be jointly responsible

1.1. Undertake the project in accordance with the terms and conditions set forth in this

agreement. Present and submit a project progress report that shows progress towards

achieving objectives (overall objectives, purpose, results), activities undertaken,

resources and budget used, assumptions and risks update, management and coordination

arrangements and work plan for the next period every 3 months or when required

1.2. Prepare and submit final (project completion) report that clearly shows program context

including links to other ongoing operations/interventions, objectives achieved (overall

objectives, purpose, results); activities undertaken; resources and budget used;

assumptions and risks update, management and coordination arrangements;

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sustainability issues ad lessons learned at the end of the project to the Office (of the Vice

president).

1.3. To notify the Office reasons for suspension/termination in the case of the premature

suspension/ termination of the Project, including instances where the project

coordinator changes her/his home institution

1.4. Be responsible for the proper utilization of the fund allocated

1.5. Present valid document on utilizing fund for disbursement

1.6. Abide by the financial administrative proclamation of the Federal Government of

Ethiopia and directives of the Ministry of Finance

Article 2

2. Grant Amount

2.1. The University agrees to allocate a sum of Birr ___________________ (in words

______________ _________________ ___________________________

____________________________ ________ to the Project for the fiscal year

______________ EC commencing this day of ______________________.

Article 3

3. Disbursement Schedule

Disbursement of the fund shall be as follows:

3.1. Budget will be released within____ days after the signing of this agreement. The

payment modality of community service project will be made on individual request.

3.2. The provision of article 3.1 notwithstanding, disbursement of funds shall be made in

accordance with the budget breakdown in the project document and subject to

settlement (financial report) of previously released funds

Article 4

4. Fund Utilization

4.1. The fund granted shall be utilized in accordance with the budget breakdown presented

in the project document

4.2. The project coordinator and sub coordinators shall not use the funds for purposes

other than those stated in the project document attached

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4.3. Unutilized fund shall be returned to the University immediately. No exception shall be

made against this rule.

4.4. Any equipment or materials (tangible or otherwise) acquired through the project funds

shall be the property of the university after the completion of the project

Article 5

5. Change to the Project

5.1. Any major change to the objective(s), methodology, work plan, activity, etc. in the

project document shall be reported to the Office (s) and approved immediately.

Article 6

6. Breach of Agreement

Among other, the following shall be considered as breach of the agreement:

6.1. Use of the fund partially or fully for purposes other than those indicated in the project

budget breakdown

6.2. Failure to timely submit project reports (progress, financial and final)

6.3. Settle the funds during the budget year as requested by the finance department

Article 7

7. Effects of Breach of the Agreement

7.1.The project coordinator and sub coordinators shall be liable jointly and severally in case of

breach of agreement to article 6 of the agreement

7.2.The project coordinator shall be liable for non-performance of her/his responsibilities

stipulated in the agreement

Article 8

8. Intellectual Property Rights over the work

8.1 The University shall own all intellectual property right over the work. Project coordinator

and sub coordinators shall retain the moral right over their work. In consistent with the

copyrights laws of the country coordinators and sub coordinators shall be entitled to present,

publish and disseminate their intellectual works.

8.2 In any form of publication, authors must acknowledge the financial and other assistances

they have received from the University.

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Article 9

9. Dispute Settlement

9.1 Any dispute that arises among project sub coordinators must be submitted to project

coordinator in writing. The project coordinator must give his final decision on the matter in

writing within 15 days of receiving the compliant.

9.2 Any dispute that arises between project coordinator and other sub coordinators must be

submitted to the Director for Community Services and Engagement. The Director must give his

final decision on the matter in writing within 15 days of receiving the compliant.

Effective Date of the Agreement

This agreement shall come into force on the date of its signature on this day of ____________

________________

For Jimma University

Checked by Approved by

Name __________________ Name __________________

Signature _______________ Signature _______________

For the Project (Project Coordinator)

Name _______________________

Signature ____________________

For the Project sub coordinators

Name _______________________Signature ____________________

Name _______________________Signature ____________________

Name _______________________Signature ____________________

Name _______________________Signature ____________________