Reporting guidelines: Catalyst program

Reporting requirements

Beginning with the application process and throughout the three-year funding cycle, we anticipate open discussions about community needs, strategies to respond to those needs, outcomes, and learnings. We hope to support grantees and better understand the impact of our funding in ways that will strengthen the access to justice sector as a whole.

The reporting requirements have been developed to:

  • Build the relationship between the Foundation and grantee
  • Ensure transparency and accountability for funds received
  • Learn about and strengthen the nonprofit justice sector
  • Support not overwhelm grantees

Building the relationship

  • We will make annual site visits to see programs at work in the community.
  • Foundation and grantee staff will hold an annual meeting to discuss progress on grant activities, capacity building, planning, evaluation, and impact.
  • Foundation staff is available for phone calls, emails, and meetings to discuss the range of issues that may come up as the grant progresses; the Foundation encourages grantees to proactively contact a Grants Officer if issues arise, particularly issues involving a change in personnel, activities, or budget.

Ensuring transparency and accountability for funds received

  • Twice a year grantees will submit financial reports in a budget-to-actual format that show how they have spent the funds received. Grantees will submit one interim financial report and one final financial report once the annual grant has ended.
  • Twice a year grantees will submit activity reports that show what they have achieved with the funds received. Grantees will submit one interim activity report and one final activity report once the annual grant has ended.
  • Catalyst grantees will complete the quantitative measures report chart at the end of each annual grant and submit it as part of their final report.
  • As part of the final report, grantees will report back on the acknowledgement plan they developed to acknowledge the Foundation’s funding support.
  • Each year, the Foundation’s Board of Trustees will review the grantees’ reports and have the opportunity to renew the Catalyst grant for an additional year.

Learn and strengthen the nonprofit justice sector

  • Through two surveys – one at the outset of the three-year funding cycle and one at the end of the funding cycle – we will attempt to document increases in the capacity of individual grantees and the sector more broadly as one way to understand the impact of the Catalyst program.

Support not overwhelm grantees

  • The Foundation understands that time spent reporting is time spent on top of service delivery, capacity building, and meeting community needs. We will strive to streamline reporting requirements and identify reporting tools that support learning and development for the organization, as well as meeting the accountability and transparency needs of the Foundation.


Timelines

2018 – June 1 Applications to the Catalyst program due to the Foundation
2018 – Fall Foundation selects grantees to participate in the Catalyst program
2018 – Fall Survey of grantees (focused on capacity of organization and sector)
2019 – Jan 1 Year 1 Catalyst grants start
2019 – Spring Site visits
Annual meetings between key Foundation and grantee staff
2019 – Summer First interim financial and activity report on Year 1 Catalyst grant due
Application for Year 2 Catalyst grant due (application will consist of a workplan, budget, and brief narrative outline of important issues and activities)
2019 – Fall
(by October)
Board of Trustees review reports/applications and decide whether to renew Catalyst grants
2020 – Jan 1 Year 2 Catalyst grants start
2020 – Feb 28 Final reports for Year 1 Catalyst grants due
2020 – Spring Site visits
Annual meetings between Foundation and grantee staff
2020 – Summer Interim financial and activity report on Year 2 Catalyst grant due
Application for Year 3 Catalyst grant due (application will consist of a workplan, budget, and brief narrative outline of important issues and activities)
2020 – Fall Board of Trustees review reports/applications and decide whether to renew Catalyst grants
2021 – Jan 1 Year 3 Catalyst grants start
2021 – Feb 26 Final reports for Year 2 Catalyst grants due
2021 – Spring Site visits
Annual meetings between key Foundation and grantee staff
2021 – Spring Call for applications for Catalyst program Cycle 2
2021 – Summer Interim financial and activity report on Year 3 Catalyst grant due
2021 – June 30 Applications for Catalyst program Cycle 2 due
2021 – Fall Decisions on Cycle 2 grantees made by Board of Trustees
2021 – Winter Survey of grantees (focused on capacity of organization and sector)
2022 – Jan 1 Cycle 2 Year 1 grants start
2022 – Feb 25 Final reports for Year 3 Catalyst grants due