Follow-up and Reporting

After submitting the proposal, we usually call the funding agency to make sure the request arrived. Some foundations allow us to call later to check on the status of our request, but many do not.  Many foundations specifically forbid our contacting them or any of their trustees before grant announcements are made.

If we are notified that our grant request is unsuccessful, we call the funder to find out why, and to inquire whether they would be willing to hear from us again--perhaps for a different project that more closely matches their priorities. 

If we are successful in getting a grant, we acknowledge receipt of the funds.  In most cases, the check is accompanied by an official agreement, which the President, Vice President, or Dean must sign, because it commits the College to specific terms. The Office of Corporate & Foundation Relations coordinates this process, as well.

Most funders require regular reports on the use of funds. Such reports usually must include

• a narrative summary of how the program was conducted, whether we met our objectives and why or why not, what was learned during the process, and how the funding has made a difference here;
• a note of gratitude to the foundation or corporation for having made the project possible;
• perhaps a suggestion of future possibilities;
• a detailed financial accounting of how funds were spent. This must be requested of the Business Office no less than two weeks before the reporting deadline.

  The Office of Corporate & Foundation Relations coordinates the reporting process. Because we depend heavily on the information collected as the program is conducted and we must meet firm deadlines, we must request a draft of the report narrative no less than two weeks before the reporting deadline.

  Questions? Suggestions? Please get in touch with the Office of Corporate & Foundation Relations. E-mail: ecarwile@hsc.edu