Grants Management Forms
- Pre-Grant Activities
Pre-grant activities are a set of procedures developed by a foundation to ensure prompt action on all requests, respectful interaction with grantseekers and the provision of accurate, essential information to foundation decision-makers.
- Acknowledge and Track
- Review Process
- Docket Process
- Grants Management Files
- Grant Approvals and Notification
After all pre-grant activities are completed and the proposal is presented to the foundation board or other decision-making body, a final funding decision will is made.
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- Conducting Site Visits
Most foundations use site visits as a part of their grant application process, for grant monitoring or for final evaluation. Site visits are beneficial because they allow the foundation to meet the people behind the project -- staff, board members and those who the organization serves. Site visits also give grantmakers and volunteers the opportunity to broaden their understanding of the field and learn about the community they serve.
- Grant Evaluation
A foundation's legal responsibilities to monitor, assess and evaluate its grants are minimal. The IRS requests little in the way of detailed reporting on the outcomes of grants -- except for those grants which are to organizations that are not public charities and exempt from tax under 501(c)(3) status. Some foundations however, ask their grantees for interim and/or final reports that give a financial and narrative record of how funds were used.
- Closing the Grant
Closing grants is not always identified as a formal procedure at foundations. Its purpose is to assess program outcomes, determine lessons learned and to satisfy the financial record-keeping requirements. Grants are usually closed after all grant payments have been made and all reporting requirements have been fulfilled. The tickler system used by foundations to track grantee reporting schedules can also be used to monitoring the closing of grant files.