Reporting Guidelines: Responsive and Access to Justice Fund Grants

Grant reports help The Law Foundation of Ontario learn from the successes and challenges of grantees, measure success of funded activities, and evaluate our programs. We value your candid observations. We invite you to be open with us – we want to hear both what is working and what is not working.

If you are contemplating any changes in project scope, objectives, or budget contact your Grants Officer in advance to get approval. Please also refer to the information on Grant Modification Requests.

Because each grant is unique, we do not wish to prescribe every detail of the reporting requirements. However, it is important that we collect information in a coherent manner so the Foundation can tell the story of our work as a funder. In general, we ask that you address the following as you prepare your reports. Do not feel limited by what is outlined below. If there is other information you would like to include, we encourage you to do so.

Once your grant is approved, you should contact your grants officer to clarify which of the quantitative measures you will be reporting on. It is essential to know at the outset so you can set up appropriate data collection methods.

I. General information

Please begin all reports with the following information:

  • LFO Grant Number
  • Project Name
  • Reporting Period

Interim and final reports must include:

  • Activity report
  • Financial report

Final reports must also include information on:

  • Reflections
  • Quantitative measures
  • Acknowledgement

Please review the information below carefully.

Reports should include page numbers.

II. Interim reports

A. Interim activity reports

  • Briefly list the project objectives
  • Provide a general description of the project and activities to date based on the work plan included in your grant application
  • Is the project unfolding as planned? If not, what changed and why?
  • Briefly outline (bullet points are fine) major activities planned between now and your next scheduled grant report
  • If there were special conditions relating to your grant, describe the current status on meeting those conditions
  • Please discuss any anticipated difficulties completing your project within the scope, budget, and timeframe outlined in your proposal or subsequently agreed to with your Grants Officer (including changes in key project personnel). If yes, please refer to Grant Modification Requests.

B. Interim financial reports

  • Financial reports must be in budget-to-actual format, based on the budget included with the grant application
  • Include all sources of revenue related to the project budget
  • Show real numbers and be prepared to produce all invoices and receipts upon request
  • Include explanatory notes for any major variances
  • If you are emailing your financial report in excel format, we would appreciate it if you can adjust the “page layout” specifications to make it straightforward to print
  • You may be asked to provide your organization’s most recent internal and/or audited financial statements as part of the financial reporting

III. Final reports

A. Final activity reports

  • Briefly list the project objectives
  • Provide a general description of the project and activities since your interim report based on the work plan included in your grant application
  • Did the project unfold as planned? If not, what changed and why?
  • If there were special conditions relating to your grant, describe the current status on meeting those conditions
  • Provide copies of materials, including reports, papers, or other published materials

B. Final financial reports

  • Financial reports must be in budget-to-actual format, based on the budget included with the grant application
  • Include all sources of revenue related to the project budget
  • Show real numbers and be prepared to produce all invoices and receipts upon request
  • Include explanatory notes for any major variances
  • If you are emailing your financial report in excel format, we would appreciate it if you can adjust the “page layout” specifications to make it straightforward to print
  • You may be asked to provide your organization’s most recent internal and/or audited financial statements as part of the financial reporting

C. Final reflections

  • For final reports, please reflect upon your project’s challenges and successes. The Foundation is interested in learning about the insights you have gained from undertaking your project. (Few projects go exactly as planned, but any project can strengthen an organization if learning occurs.) Your candour will help us to increase our understanding of the current and evolving challenges facing our grantees and the strategies they are using to overcome them.
  • What did you learn or conclude from your project?
  • Describe any unanticipated benefits or problems you encountered and how you responded to them
  • What internal and or external circumstances have impacted the project and how?
  • What are your specific plans, if any, for continuing work on this program or project? How will you fund your efforts?

D. Final impact report

  • Who benefited and how?
  • Provide anecdotes and/or testimonials that help explain the success of the project
  • Provide a summary of feedback from client questionnaires
  • Describe your dissemination and/or outreach activities and comment on how successful they were
  • Provide details on the dissemination, including numbers, how, and to whom
  • Please provide one or two illustrative stories that demonstrates the impact of the project. The story could relate to someone who was helped by the project or it could explain the impact the project had on someone who worked on it. You should indicate whether the subject of the story would be willing to have the story shared publicly. Personal stories provide insights, qualitative information, and learnings that are not easily categorized but can be critical to understanding the impact of your work.

Please use this form to report on quantitative measures.

PLEI

  • # of print resources produced, updated
  • # of online text resources produced, updated
  • # of video or audio resources produced, updated
  • # of PLEI training sessions
  • # of people with legal needs or members of the public trained
  • # of trusted intermediaries and / or frontline workers trained
  • # of sessions / page views
  • # of print resources distributed
  • # of online text resources downloaded
  • # of video or audio resources viewed, downloaded or distributed

Legal services

  • # of clients served
  • # of clients provided legal advice or brief services
  • # of clients represented
  • # of services to support people through legal processes (e.g. court navigator)

Pro bono

  • # of students engaged in pro bono work
  • # of paralegals engaged in pro bono work
  • # of lawyers engaged in pro bono work
  • # of pro bono hours volunteered by lawyers
  • # of pro bono hours volunteered by students
  • # of pro bono hours volunteered by paralegals

Growing the nonprofit justice sector

  • # of books, reports, oral histories or other significant legal research or policy work
  • # of staff employed in the sector (full-time)
  • # of staff employed in the sector (part-time)
  • # of students employed in the sector
  • # of professional development and learning events

Building a culture of law and understanding of rights

  • # of training events to build awareness of law, democracy and rights
  • # of participants in events to build awareness of law, democracy and rights
  • # of student / youth participants
  • # of adult participants

Encouraging partnerships and collaboration

  • # of organizations you partnered with

Additionally, you may report on:

  • Breakdown of clients served by area of law
  • Breakdown of clients served by demographics that you consider significant. Point out any that were not anticipated
  • Breakdown by type of services provided
  • Breakdown by type of referrals made (numbers/to where)
  • Did these measures help you understand the impact of your project? How or why? Did you collect other quantitative information? If so, please share and explain what you learned from the numbers.
  • A summary of feedback from client questionnaires

E. Final acknowledgement report

  • Please refer to Acknowledgement Guidelines.
  • How did you acknowledge The Law Foundation of Ontario?
  • What press/media attention has the work attracted, if any? Please provide materials and/or links.