Grants: In the Trenches and After
 | Author:
Allison Kosto, MSU Broadwater County Extension Agent
MSU Broadwater County Extension Agent |
Grants: In the Trenches and After
Allison Kosto
MSU Broadwater County Extension Agent
This winter, I’ve done a series of articles on looking for and writing grants. This can be a long and tenuous process. It’s an exciting day when you receive an award notification. However, the work isn’t over yet. It’s important to meet the expectations of the grant funder and follow through with the promises made in the grant application.
The first thing to do is to read the award letter and agreement. It will outline how to receive the money in addition to other requirements and expectations of the grant. Sometimes the award letter is short and simple with few strings attached. Other times, it is long, cumbersome and full of details. Some grants pay in full upfront while others reimburse afterwards (or a combination). As you are reading the award letter, make note of the timeline and add these important dates to your calendar.
Before you even receive the grant money, it is helpful to develop a tracking system for the funds. Some grants require extensive tracking of funds, including submitting receipts and logging hours. Other grants just want to know, in general, that the funds are being used as specified in the grant. Figuring out a tracking system based on the agreement may save hours of time on the backend! If you are receiving more than one grant at one time, it is critical that you keep them separate for tracking.
While it might sound obvious, the next major step is to implement the project as planned. Stick to what you said you were going to do. If you are working with staff or volunteers, it is also important for them to know what the grant expectations are so they can follow the parameters correctly as well.
That being said, sometimes there are unexpected hiccups along the way that might require you to deviate from the intended project or plan. For example, the timeline changes due to a delay in receiving material. If anything changes with the project or plan, get permission in writing from your funder to go in a different direction or change the plan. Oftentimes, they are willing to work with you in these unique situations as long as you are still meeting the original goals written in the grant.
Throughout the entire process, communication is critical. Funders typically want to know how the project is going. Are things going smoothly? Are there challenges? What does the public think? What stories do you have to share? Share the wins as you have them. Also, don’t be afraid to reach out with questions. It’s better to get the answers upfront than make an error and lose your funding.
At some point during the grant process (ideally throughout), it is important to acknowledge the funder publicly. Many grants require it, but even if they don’t, it is good stewardship. Examples of recognition include a temporary or permanent sign, newspaper article or advertisement, social media post, mention at an event, handwritten thank you notes, or delivering a gift.
Reporting looks different with every grant. Almost always, there is a report due at the end of the grant, but sometimes there will be reporting throughout, especially for grants that might extend months or years. This is your opportunity to share what you’ve accomplished, data, outcomes, impacts, stories, photos or even reflections on challenges. It’s helpful to think through data collection early in the grant process, so you are prepared when the time comes and/or can do it along the way.
It’s easy to rush through the report at the end of the grant because you are ready to be done. However, spending the time with a well thought out report is important to end the relationship with your funder on good terms. It sometimes can also serve as a segue into funding for other projects.
As you wrap up the grant, consider staying connected with the funder and continuing to build this relationship, especially if there is the potential for more funding in the future. The entire grant from research to submitting the final report can be time consuming. However, when budgets are tight, this can also be a great way to expand projects or infrastructure that may not be feasible through traditional funding sources.
