Resources Guide This Resource Guide has been made available to grantees and potential grantees in preparing their proposal submissions to The SCAN Foundation (TSF), and includes the a quick and easy to use reference tool for the following online resources: Helpful Grant-Related Links Advocacy & Policy Communication Evaluation Fiscal Sponsorship Sustainability Glossary of Grant-Related Terms
Advocacy & Policy Resources The following resources are provided to assist current and potential grantee organizations build their advocacy capacity to effectively communicate issues to policymakers and opinion leaders, and mobilize their members and leaders to action. The Advocacy Institute - The Advocacy Institute is dedicated to strengthening the capacity of social justice advocates and movements to influence and change public policy. http://www.advocacyinstitute.org Alliance for Justice The Alliance for Justice works to strengthen the voice of the nonprofit sector in public policy debates by providing tax-exempt organizations a better understanding of the laws that govern their participation in the policy process. http://www.afj.org/ The American Public Health Association This association provides nonprofits with resources to develop and advocate for health planning, policies and practices that promote health planning, policies and practices that promote health equity, community empowerment and social justice. http://www.apha.org/membergroups/sections/aphasections/chppd Center for Assessment & Policy Development (CAPD) CAPD assists foundations, community collaborations and organizations and governments and public systems craft and execute thoughtful responses to pressing social issues. http://www.capd.org/ The Community Tool Box The Community Tool Box is a resource of free information on essential skills for building healthy communities. It offers more than 7,000 pages of practical guidance in creating change and improvement. http://ctb.ku.edu/en/default.aspx The Democracy Center - Dedicated to strengthening the advocacy work of nonprofit and community groups in California, the Democracy Center provides advocacy training, counseling, strategy planning and other assistance. http://democracyctr.org/citizenadvocacy/ Families USA The Family USA site provides comprehensive resources including guides, action kits, advocacy tips as well as many other tools. http://www.familiesusa.org/resources/tools-for-advocates/
National Council on Nonprofits - This organization works to advance the vital role, capacity, and voice of charitable nonprofit organizations through our state and national networks. http://www.councilofnonprofits.org/nonprofit-advocacy/power-information Communications Resources The following resources have been supplied to assist current and potential grantee organizations find practical information in virtually every area of communication. Alliance for Nonprofit Management The Alliance for Nonprofit Management is a member-led and member-engaged organization, which is a catalyst to ignite and accelerate the impact of individuals and organizations helping nonprofits achieve positive social change. http://www.allianceonline.org/ The Center for Effective Philanthropy - The Center for Effective Philanthropy (CEP) provides foundations and other philanthropic funders with comparative data to enable them to achieve a higher performance level. http://www.effectivephilanthropy.org/assets/pdfs/cep_canfeedbackfuelchangev2.pdf http://www.effectivephilanthropy.org/assets/pdfs/cep_foundationcommunications.pdf The Spitfire Strategies- Smart Chart for Communications http://www.spitfirestrategies.com/pdfs/spitfire_grantee_final.pdf Evaluation Resources The following resources are provided to assist current and potential grantee organizations to determine the best way for them to evaluate their work in terms of improving outcomes. Grantcraft, Making Measures Work for You, Outcomes and Evaluation Grantcraft provides a series publications and videos that help organizations analyze and document the work they support in meaningful ways. http://www.grantcraft.org/pdf_2012/guide_outcome.pdf Philanthropy News Digest, Evaluating for Sustainability: Eight Steps to Success Philanthropy News Digest is a daily news service of the Foundation Center, is a compendium, in digest form, of philanthropy-related articles and features culled from print and electronic media outlets nationwide.
http://www.foundationcenter.org/pnd/tsn/tsn.jhtml;jsessionid=n0kms54swxzf5laqbq4cgxd5aaaa CI2F?id=94500017 The Urban Institute, Key Steps in Outcomes Management This guide book covers the necessary steps for nonprofit organizations that wish to implement outcome management and includes guidance on establishing an outcome-oriented measurement process and practices for using the information internally. http://www.urban.org/uploadedpdf/310776_keysteps.pdf Analyzing Outcome Information This guide book provides common-sense suggestions to nonprofits for analyzing their outcome data. http://www.urban.org/uploadedpdf/310973_outcomeinformation.pdf U.S. Department of Health & Human Services, Office of Planning, Research & Evaluation, The Program Manager's Guide to Evaluation, Second Edition, 2010 - This manual is designed to help organizations follow these guidelines while planning and implementing a program evaluation. Each of the chapters addresses specific steps in the evaluation process and provides guidance on how to tailor an evaluation to your program's needs. http://www.acf.hhs.gov/programs/opre/other_resrch/pm_guide_eval/reports/pmguide/pmguide_toc.html Fiscal Sponsorship Resources The following resources are being furnished for potential grantee organizations that may require the legal and tax-exempt status of another organization in order to engage in activities related to the organization's missions. Fiscal Sponsor Directory This directory is a tool created by the San Francisco Study Center to help connect community projects with fiscal sponsors. http://www.fiscalsponsordirectory.org/ National Council on Nonprofits - The National Council of Nonprofits, the nation s largest nonprofit network, works through its member State Associations to amplify the voices of America s local community-based nonprofit organizations, help them engage in critical policy issues affecting the sector, manage and lead more effectively, collaborate and exchange solutions, and achieve greater impact in their communities. http://www.councilofnonprofits.org/resources/resources-topic/fundraising/fiscal-sponsors National Network of Fiscal Sponsors: Guidelines for Comprehensive Fiscal Sponsorship This publication provides all of the guidelines a nonprofit will need to understand the issue of fiscal sponsorship and to promulgate standards of best practice for the field. http://www.tides.org/fileadmin/user/nnfs/nnfs-fiscal-sponsorship-guidelines-for-comprehensive.pdf
Sustainability Resources The following resources are being supplied to assist current and potential grantees in implementing appropriate strategies to ensure organizational or program sustainability. Alliance for Nonprofit Management As the premier community of capacity builders for nonprofits, the Alliance for Nonprofit Management is a catalyst to ignite and accelerate the impact of individuals and organizations helping nonprofits achieve positive social change improve the effectiveness of individuals, groups, and organizations helping nonprofits and communities achieve positive social change. The Alliance is a member-led and member-engaged organization. http://www.allianceonline.org/ Sustainability Measures Sustainability Measures is all about indicators of sustainable communities and ways to measure how well a community is meeting the needs and expectations of its present and future members. http://www.sustainablemeasures.com/indicators TCC Group, The Sustainability Formula The TCC Group website provides strategy, evaluation, and capacity-building services to funders and nonprofits. This publication provides a simple formula through which non-profit organizations can learn to thrive. http://tccgrp.com/pdfs/sustainabilityformula.pdf The Community Tool Box - The Community Tool Box promotes community health and development by connecting people, ideas and resources. Additionally, toolkits are included that help users get a quick start on key activities in community work. http://ctb.ku.edu/en/tablecontents/sub_section_main_1297.aspx
GLOSSARY OF GRANT-RELATED TERMS 501(c) (3): The section of the tax code that defines nonprofit, charitable (as broadly defined), tax-exempt organizations; 501(c)(3) organizations are further defined as public charities, private operating foundations, and private non-operating foundations. Abstract: The summary of a project or program including all pertinent aspects of the sponsored activity, a summary of the objectives and expected results. The abstract is usually less than 350 words and limited to one double spaced typed page. Advocacy: The pursuit of influencing outcomes, including public policy and resource allocation decisions within political, economic, and social systems and institutions, which directly affect people's lives. Annual Report: A comprehensive report issued by a foundation that provides financial data and descriptions of its grantmaking activities. Articles of Incorporation: The document filed with the Secretary of State or other appropriate state office by persons establishing a corporation. This is the first legal step in forming a nonprofit corporation. Assets: The amount of capital or principal money, stocks, bonds, real estate, or other resources controlled by a foundation or corporate giving program. Generally, assets are invested and the resulting income is used to make grants. Audited Financial Statements The formal records showing the financial activities of a legal entity that have been prepared by that entity, in accordance with Generally Accepted Accounting Principles, and audited by an independent certified public accountant. Board Meeting: The scheduled meeting held quarterly to address and approve all grant requests and to conduct the business of the Foundation. Board of Directors: The body of elected or appointed members who jointly oversee the activities of a company or organization. A board's activities are determined by the powers, duties, and responsibilities delegated to it or conferred on it by an authority outside itself. These matters are typically detailed in the organization's bylaws. Bricks and Mortar: The informal term for grants for buildings or construction projects. Bylaws: The rules governing the operation of a non-profit corporation. Bylaws often provide the methods for the selection of directors, the creation of committees and the conduct of meetings. Capital Support: The funds provided for endowment purposes, buildings, construction, or equipment, and including, for example, grants for "bricks and mortar." Challenge Grant: The grant awarded only when the grantee is able to obtain matching funds from another donor. Challenge grants are often used to stimulate giving from other donors. Collaborative Grants: Grants that are awarded for a program in conjunction with other funders giving grants or resources. 1
Core Support: The funding that can be used to cover any costs associated with an organization's ongoing charitable activities provided the organization does not change its mission or alter any goals or objectives negotiated as part of the grant. Cost Sharing: The contribution to a charitable organization by an employee that is matched by a similar contribution from his or her employer. Many corporations have employee matching-gift programs in higher education that encourage their employees to give to the college or university of their choice. CyberGrants: The third party grants management system that is web-based, allowing users to access their grant information from any computer. Direct Costs: The items that can be categorically identified and charged to the specific project, such as personnel, fringe benefits, consultants, subcontractors, travel, equipment, supplies and materials, communications, computer time, and publication charges. Endowment: The funds intended to be invested in perpetuity to provide income for continued support of a not-for-profit organization. Evaluation: Evaluation is the systematic collection and analysis of data needed to make decisions. In grantmaking, evaluation involves the determination of whether the funds awarded to a grantee organization had the effect or impact that was originally expected. Expenditure Report: The accounting statement detailing financial data, including income from all sources, expenses, assets and liabilities. A financial report may also be an itemized accounting that shows how grant funds were used by a funded organization. Expenditure Responsibility: When a private foundation makes a grant to an organization that is not classified by the IRS as tax-exempt under Section 501(c)(3) and as a public charity according to Section 509(a), it is required by law to ensure that the funds are spent for charitable purposes and not for private gain or political activities. Such grants require a pregrant inquiry and a detailed, written agreement. Special reports on the status of the grant must be filed with the IRS, and the grantees must be listed on the foundation's IRS Form 990-PF. Final Interim Report: The final documentation of the challenges, successes, and/or failures of the grantee s funded project, submitted upon completion of the funding cycle. Fiscal Sponsor: The organization or individual not classified by the IRS as a public charity will occasionally establish an affiliation with an existing nonprofit organization for the purpose of receiving grants. The nonprofit serves as the fiscal sponsor for the grant and assumes oversight responsibility for ensuring that the grant is carried out and the funds are used as intended. Form 990-PF: The public record information returns that all private foundations are required by law to submit annually to the Internal Revenue Service. Grant: The award of funding for the completion of a specified, circumscribed project to be performed by the named investigator(s) in an area representing the investigator's interest and expertise, which supports the mission of the foundation. Grant Administration: The service and monitoring function in the management of all grant related activities, including the review of proposals, financial and administrative management, closeout, audit, and monitoring relevant compliance issues. 2
Grant Agreement: The legal instrument utilized to enter into a relationship between the Foundation and a Grantee with the principal goal of providing funding for the purpose of completing a project, pursuant to the overall budget, time frames, scope of work and deliverables. Grantee: The organization or agency that is awarded funding, for the completion of a specified, circumscribed project. Grantee Financial Report: The report detailing how grant funds were used by an organization. Many corporate Grantmakers require this kind of report from grantees. A financial report generally includes a listing of all expenditures from grant funds as well as an overall organizational financial report covering revenue and expenses, assets and liabilities. Grant Guidelines: The procedures set forth by a funder that grant seekers should follow when approaching a grantmaker for funding. Impact: The influence or effect of a specific project or program, upon the recipients of that project or program. Indirect Costs: These are necessary overhead costs that support the operation of the program, such as utilities, administrative and clerical support, and legal and audit costs. In-kind Contribution: The contribution of equipment, supplies, or other tangible resource, as distinguished from a monetary grant. Some organizations may also donate the use of space or staff time as an in-kind contribution. Inputs: Inputs are the physical, financial and human resources allocated to a particular project or initiative. Interim Report: The report grantees are required to complete throughout the project to report on the progress on their project before subsequent grant payments are disbursed. The reports are submitted to the respective Program staff person generally on a quarterly or bi-annual basis. Letter of Interest (LOI): The first step in applying for funding from the Foundation. Letters of Interest are accepted only in response to an open Request for Proposal (RFP) and must be submitted via the online grants management system, Cyber Grants. Lobbying: The act of attempting to influence legislation by influencing the opinion of legislators, legislative staff and government administrators directly involved in drafting legislative proposals. The Internal Revenue Code sets limits on lobbying by organizations that are exempt from tax under Section 501(c) (3). Public charities may lobby as long as lobbying does not become a substantial part of their activities. Operating Expenses: The costs exclusively associated with the project, and may include the following items: rent, equipment, supplies, postage, telephone, meeting and conference expenses, printing, travel, and computer software. Outcomes: The benefit for participants of programs or recipients of services, during or after a project or initiative has been implemented. Outputs: The tangible products or services resulting from the implementation of a project or initiative. 3
Philanthropy: The act of voluntary distribution of funds by an individual or group to promote the common good and improve the quality of life. Program Monitoring: The regular, ongoing supervision by a Program staff member to determine whether a project is being implemented as planned. In addition, problems are identified and resolved in a timely manner. Program Officer: The staff member of a foundation whose primary responsibilities include the coordination and management of the foundation s programmatic portfolio and provision of programmatic assistance to assigned grantees. Program-Related Investment (PRI): The loan or other mission-related investment made by a foundation to another organization for a charitable project. Foundations often have guidelines, applications and strategies for PRIs that are similar to their grant program; however, PRIs are intended as loans (usually at a below-market interest rate) and must be paid back on an agreedupon schedule to the foundation. Proof of Concept: The evidence which demonstrates that a model or innovative approach is viable, feasible and capable of solving or diminishing a particular problem. It is drawn from actual experience using an innovation in a real-world environment for a sufficient amount of time to prove that the model: Is cost-effective and sustainable Provides the intended results Provides a measurable improvement over other existing models Contains a system to continually refine the model based on evidence from the field Proposal: The written application, often accompanied by supporting documents, submitted to a foundation or corporate giving program in requesting a grant. Most foundations and corporations do not use printed application forms but instead require written proposals; others prefer preliminary letters of inquiry prior to a formal proposal. Consult published guidelines. Replicate/ Scale Up: The increase a project s impact in size, amount or extent. Scaling an impact can occur in many ways, including growing an organization s own capacity, developing independent affiliates or franchising, encouraging widespread adoption of the model by others, or through a combination of scaling approaches. The most competitive applicants have a clear, achievable replication plan that leads to exponential growth of their innovation, as opposed to slow, incremental growth over time. Request for Proposals (RFP): The invitation to submit proposals for funding which stipulates the requesting organization's requirements and the conditions required for funding. Site Visit: The tour of an agency, organization or program facility for a specific purpose. Site visits are conducted by Program staff before a grant is awarded, and also as part of the project monitoring process. Sustainability: The ability to achieve and sustain its impact for as long as there is a need for its intervention. Factors that contribute to long-term sustainability include: Leveraging a broad array of resources over time and applying them in the most effective way Building the governance and staffing capacity necessary to create and maintain a strong management structure, high-quality partnerships, skill in communicating its model and the ability to evaluate and measure change Achieving large-scale impact through elimination of the root cause of the problem and/or widespread acceptance of an innovation and replication by others 4
Tax-exempt: The status of an organization that does not have to pay taxes such as federal or state corporate tax or state sales tax. Technical Assistance: The operational or management assistance given to nonprofit organizations. It can include fundraising assistance, budgeting and financial planning, program planning, legal advice, marketing, and other aids to management. Assistance may be offered directly by the staff of a foundation or corporation, or it may be provided in the form of a grant to pay for the services of an outside consultant. Tipping: Tipping occurs when a donor awards so large a grant to a publicly supported charity that the grantee fails the IRS public support test, is tipped out of public charity status and reclassified by the IRS as a private foundation. Track Record: The track record is a documented history of actual, recognized accomplishments under real-world conditions. The most competitive applicants can demonstrate: No less than three years of experience in implementing the proposed model or approach Documented results showing the actual impact resulting from their intervention Evidence that others in the field are aware of and acknowledge the validity of the proposed innovation Trustee: A member of a foundation board who has ultimate decision-making authority over grant money. Depending on whether the foundation has paid staff, trustees may take a more or less active role in running its affairs. U.S. Public Charity, 501(c) (3): The section of the United States tax code that defines nonprofit, charitable, tax-exempt organizations is 501(c) (3). After filing the required paperwork to document its nonprofit mission, a 501(c) (3) designated charity will receive a confirmation letter and tax identification number from the IRS. A foreign entity can apply for and receive a U.S. 501(c) (3) designation provided it complies with U.S. laws and meets certain requirements and restrictions. Unexpended Grants: The unused portion of a grant that is due to be returned to the organization that granted the award, due to not being utilized. Unsolicited Proposal: The request for funding that is not in response to an RFP or solicited proposal. 5