Waiting to find out. Typically several weeks or months can go by before you know anything. Waiting is the hardest part. The funding process takes a long time so do not expect to write a grant and receive funding for an immediate project.
During this time, it is appropriate to call the Grants Office to inquire about it. It is not appropriate to call the funding agency directly unless you coordinate the call with the Grants Office. Be assured we will let you know just as soon as we hear. If you are the contact person you will hear first.
Getting notification of the award. It is critical that you call the Grants Office as soon as you receive notification of an award or denial. Notification usually comes from granting agencies in writing. Send all original correspondence to the Grants Office. Some agencies will notify you by phone ahead of time. If this happens let the Grants Office know. The Grants Office will notify you when we receive word from the funding agency, in the event we hear first.
Say Thank You. A short thank you note to the foundation or corporation funder staff or to the governmental grant staff from you is very important at this point. You are building relationships and partnerships with them on behalf of your kids and your program. Thank them for the opportunity to apply even if you didn’t get the grant.
Grant writing is competitive. You want to be remembered and appreciated for your sincerity. Not receiving the grant may be that they ran out of funds…. NOT that your proposal was inadequate.
Negotiating the award. The Grants Management Coordinator must be involved in negotiating a final award. The negotiation process usually consists of a phone call with the funding agency, the Grants Management Coordinator, and the project director, followed by a proposed budget or timeline revision.
Spending the money. The Grants Office will forward the award letter and a variety of other information to the Finance Office, where the Grants specialist will set up an account for the grant.
Spending the funds prior to this step is unauthorized. Please note that charging expenses to an unauthorized fund may result in charges against your building or department operating budget. It is also important that grant funds be spent only on those activities and items agreed to by the funder. Know the limits of your grant.
Reporting on Your Project
Getting the grant is only the beginning. It is important for you to stay in touch with your funders regularly throughout the project – and beyond. Most will give you a schedule for reporting of one or two times a year. Report on time. You can’t apply to that funder again until all reports are submitted.
- Prepare and submit the required program and financial reports on time to your funder. They want two things – narratives and numbers. (How are we helping, and how many are we helping). Outcomes
- Send them any publicity or “updates” such as newsletters that may occur.
- Some funders may request photographs for their own publicity or websites.
- Personalized notes, comments, or success stories from the kids themselves can also make a big impact.
“Market” your successful grant application. Consider including it on your school’s web site as “What’s New?” and “Our School’s Successful Partnerships.” Include it in newsletters to parents. (Unless the funder wishes to remain anonymous.) Let the TSD Public Information Office know about the grant. By including your information on their funding for your program, you are helping them advertise their good work.