Reporting Requirements

sky

Guatemalan food

River and forest

Dew on a pine tree

Bamboo forest

All reports may be file online by clicking Submit a Report on the lower left of this page and then clicking on the .... Reports may contain text, PDF files or links to images or video.

When you are awarded a grant you will receive a letter stating the award amount and terms of the grant including deadlines for required reporting. In general, final or interim reports, if a multi-year project, are due on the first of the month following your original application deadline, i.e. if you applied in a review period with a June 1st deadline your report would be due on July 1 of the following year.

If the reporting deadline you receive needs to be adjusted to fit the timing of your project’s completion please contact us prior to your original deadline date. An interim report will still be required on the original deadline but final deadlines may be adjusted. In any case, final payments will not be disbursed until receipt of a report that is acceptable to the Foundation.

Organizations who fail to deliver their reports on time forfeit the remainder of their grant money due and may not apply to the Foundation again until all reporting is fulfilled.

There is no specific form for reports but they should contain the following:

  • Details on how the money was spent and actual cost and revenues for the project vs. original budget
  • Any formal evaluation data
  • Project challenges and successes from the organizations viewpoint
  • Project challenges and successes from the project beneficiaries viewpoint

The last bullet point on this list seems to be the most difficult for organizations but we are serious. We really do want you to ask the kids, adults, community group etc. that are benefiting from your project what they thought worked, didn’t work and what the project meant to them. This is different from a formal evaluation of the outcomes of a project. It does not have to be overly formal or onerous to include.

Finally, we understand that not all projects or all aspects of a project achieve their goals. Please don’t be afraid to tell us when something didn’t work or if you need to make changes your original project.