Five Stages in Grantmaking
Initial Review
Request for Full Proposals
Trustee Grant Review
Grant Awards
Monitoring Program
Initial Review
All grant requests that meet the Trust’s eligibility guidelines are assigned to a program director. While requests can be made at any time, program directors prefer to work with organizations prior to the formulation of a letter of inquiry. Advance discussion can help identify projects that are feasible for the organization and align with the Trust’s program areas and priorities. These communications may take place via e-mail, telephone or face-to-face meetings.
Program directors prefer to work with organizations before submitting letters of inquiry.
On reviewing a letter of inquiry and summary form, the Trust sends a confirmation letter to the applicant.
All requests are reviewed by staff within a month of receipt. Applicants are notified within six weeks whether their proposals fit within the program interests of the Trust, and grant requests that do are invited to submit a full proposal.
Request for Full proposals
If staff recommends that a request go forward, program directors will contact the applicant to request a full proposal. The full proposal should provide detailed information about the community need and the proposed intervention as well as research that supports the proposed project. It also should include the project budget, the organization’s most recent financial audit report and an organizational chart.
In addition to reviewing applicant organization's financial records and conducting an in-depth site visit, the Trust requests specific information about board attendance at meetings, the percentage of board members who contribute to the organization and the total level of giving among board members. The trustees believe strongly that successful organizations have strong leadership and boards that invest in their success.
Based on recommendations from the Panel on the Nonprofit Sector, the Trust also requires adoption of eight best practices by any nonprofit organization funded by the Trust.
Trustee Grant Review
Trustees review staff's grant recommendations, both recommended approved and declined, at three grant review meetings or, in certain cases, at a monthly board meeting. If a grant request is declined, the organization will receive notification within six weeks of submission. Organizations will receive notification of the disposition of their grant request within three to five months from the receipt of the letter of inquiry.
Grant Awards
Each grant the Trust awards is an investment in the community, and the trustees and staff take seriously the responsibility to ensure that grant programs are successful. When a grant is awarded, a senior program officer notifies the grant recipient via telephone and sends a confirmation letter with the grant terms and conditions. The Trust invites the CEO and board president of each grantee organization to a meeting, known as Piper 201, to review the Trust’s expectations, confirm timelines and provide report and budget forms.
Monitoring Progress
Throughout the grant term, Trust staff and grantees communicate regularly regarding the project’s progress. Measurable outcomes and timelines are agreed upon prior to the awarding of every grant. Depending on the type of project and its term, the Trust may require interim reports or other kinds of ongoing communication. Some grants include more in-depth evaluation, which is coordinated by the Trust’s director of research and evaluation, in conjunction with the grantee.
With all grant projects, the Trust is interested in sharing lessons learned. When a nonprofit’s grant is complete, a final report is required. Each grantee drafts a brief account of the program’s outcomes, challenges and successes, which are shared with the Trust's board. Program directors also meet with grantees at the time a grant is completed to discuss the program’s results.