SSDP Resource Mobilisation Toolkit

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   Step 1: Prospecting, Find the Right Funder

   Not every grant is right for your chapter. Before writing, assess fit: does the funder's priorities align with SSDP's mission (drug policy, harm reduction, youth empowerment)? Is your chapter eligible (geography, organisation type, size)? Is the grant amount proportionate to your capacity to deliver? Are the reporting requirements manageable with your current team?

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   Step 2: Pre-Application Research

   Before writing a single word, gather: the funder's current strategic priorities and funded project examples, application guidelines, eligibility criteria and restrictions, deadlines and submission format requirements, any relationship or connection you have with the funder, and information on previous grantees.

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   Step 3: Develop Your Project Concept

   A fundable project has five elements: Problem (what specific problem does your project address, with evidence of need); Solution (what will you do and why is your approach effective); Target group (who benefits, how many, in what geography); Outcomes (what will change and how will you measure it); Sustainability (how the work continues after the grant ends).

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   Step 4: Write the Proposal

   Follow your funder's template. In the absence of a template, use the structure in Section 2. Strong proposals are clear and concise (no jargon), evidence-based, specific (named activities, timelines, beneficiary numbers, indicators), realistic (credible budget and timeline), and aligned to the funder's stated priorities.

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   Step 5: Budget Development

   Your budget must be accurate (based on real quotes and costs, not guesses), justified (every line item explained in a narrative), compliant (only includes items allowed by the funder), and should show co-funding if you have other income or in-kind contributions, as it demonstrates credibility.

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   Step 6: Review and Submit

   Have at least one person not involved in writing review the proposal for clarity; check every requirement in the guidelines, since missing items lead to instant disqualification; submit at least 48 hours before the deadline to allow for technical issues; keep a copy of everything you submit; send a brief acknowledgement email to the funder after submission.

Sample Project Proposal (Small Grant: Events and Education)

Header fields: Project Title, Applying Organisation (Students for Sensible Drug Policy, [Chapter Name] Chapter), Project Location, Project Duration, and Total Funding Requested. Body sections: 1. Executive Summary (max 200 words, written last); 2. Problem Statement and Need (local data and statistics); 3. Project Description (activities, with an activity schedule table of Activity | Date | Location | Lead Person | Expected Attendance); 4. Target Group (numbers, demographic, location); 5. Expected Outcomes and Indicators (3 to 5 outcomes, each with Outcome | Indicator | How Measured | Target Number); 6. Organisation Background (chapter founding, membership, achievements, SSDP affiliation); 7. Budget Summary (table of Budget Line | Description | Amount (USD) | Funding Source, showing co-funding or in-kind contributions); 8. Sustainability (how the work continues beyond the grant). Ends with a Contact Person line.

Sample Proposal Narrative for a Harm Reduction Education Campaign

A model narrative to adapt with chapter-specific data. Problem Statement: describes that young people aged 18 to 24 account for a stated percentage of drug-related emergency room admissions in the local context, while fewer than a stated percentage report accessing harm reduction services or peer education before first drug use, and that campus environments lack accessible, non-stigmatising information about safer drug use practices. Solution: SSDP [Chapter Name] delivers a multi-week Harm Reduction Awareness Campaign comprising interactive peer education workshops on safer use practices, overdose recognition and drug-related rights, a social media campaign, and a campus harm reduction resource guide. Expected Outcomes: increased student knowledge of harm reduction practices (measured by pre/post quiz), increased participant confidence in supporting a peer in a drug-related emergency, and formal adoption of the campus harm reduction guide by a relevant campus body.

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   1. Identify

   Brainstorm and research all potential funders relevant to your geography and work area. Include foundations, trusts, government bodies, university funds, individual donors, and crowdfunding options.

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   2. Research

   For each potential funder, gather: funding priorities, eligibility criteria, grant size range, application deadlines, and contact information.

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   3. Prioritise

   Rate each funder on alignment with your mission, likelihood of success, and effort required to apply.

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   4. Engage

   Develop a relationship before submitting a proposal wherever possible. Attend funder events, send introductory emails, and seek informal conversations.

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   5. Track

   Record every interaction, application, and outcome in your donor map. Update it at least quarterly.

Replace all [ITEMS] with actual costs based on real quotes. All amounts in USD or your local currency (state clearly). The project budget template is organised into five categories.

Chapter Annual Operating Budget Template

Income lines: Grants (SSDP International Chapter Fund; Student Government / SRC Grant; other grants specify); Fundraising (events fundraising; crowdfunding / online donations); Membership (annual membership dues); In-kind (estimated value of donated goods/services); Total Income. Expenditure lines: Governance (meeting costs, printing, stationery); Programmes (events and workshops; campaigns and advocacy); Communications (social media, design, printing); Capacity Building (training, travel, conferences); Administration (bank charges, subscriptions); Contingency (reserve fund contribution, 10%); Total Expenditure. Net Surplus / (Deficit) target: balanced or small surplus.

Interim Project Progress Report

Header fields: Reporting Period, Chapter Name and Location, Funder Name and Grant Reference. Sections: 1. Executive Summary (2 to 3 sentences on overall progress, achievements, and issues); 2. Activities Completed This Period (Activity name | Date | Location | Number of participants | Description); 3. Progress Against Outcomes (Outcome | Target | Progress to Date | % Achieved | Comments); 4. Challenges and Adaptations (honest account of challenges and adjustments); 5. Financial Update (Budget Line | Planned (USD) | Spent to Date (USD) | Variance | Explanation); 6. Plans for Next Period. Submitted by: Name, Position, Date.

Final Project Report Template

Header fields: Project Period, Total Grant Received (USD), Total Expenditure (USD), Balance Returned (if any). Sections: 1. Project Summary and Achievement (compare actual results to planned outcomes); 2. Activities Delivered (Activity | Dates | Location | # Participants | Key Outcomes/Observations); 3. Outcomes and Impact Evidence (Indicator | Target | Actual Result | Evidence such as survey data, attendance records, photos, testimonials, media coverage); 4. Beneficiary Testimonials / Case Studies (2 to 3 anonymised case studies or quotes); 5. Lessons Learned; 6. Financial Report (Budget Line | Budgeted (USD) | Actual (USD) | Variance | Explanation, plus audited or certified financial statement if required); 7. Sustainability and Next Steps; 8. Acknowledgement of the funder. Submitted by: Name, Position, Chapter Name, Date.

Annual Chapter Activity Report (SSDP International)

Header fields: Chapter Name and Country, Reporting Year, Submitted By (Chairperson: Name, Email, Date). Section A, Membership: total members at year end, new members recruited this year, members completing renewal, demographics where known. Section B, Activities Summary: Activity Name | Date | Type (education/advocacy/harm reduction/governance) | Number of participants. Section C, Advocacy and Policy Work: campaigns, meetings with officials, policy submissions, media coverage, policy changes influenced. Section D, Financial Summary: total income (USD), total expenditure (USD), main funding sources. Section E, Challenges: key challenges faced and support needed. Section F, Highlights and Achievements: top 3 chapter achievements. Section G, Plans for Next Year: top 3 priorities and goals.