Applicable Grant Period................................ Sep-2018 to Aug-2019
Letter of Inquiry Received ...................................... 5/15/2018*
Full Proposal (if invited) Received.......................... 6/08/2018*
Board Grant Review Meeting (tentative)................. 6/28/2018
Approvals Letters Issued........................................ 7/31/2018
* - Letters of inquiry and, upon invitation, proposals may be submitted at any time. These will be reviewed by the staff and acknowledged as received. However, proposals are accumulated for formal Board presentation and consideration once per year.
In the case of an immediate educational need request which warrants or requires immediate consideration, emergency requests may be submitted at any time and will be given prompt attention.
The Board of Trustees constantly strives to make the highest and best use of our resources. Just as we value long-term partnerships, we also envision expansion of our role beyond the past and present. We value remaining open and accessible to new organizations and new ideas. The Board of trustees is also responsive to emerging trends designed to improve the quality of education and life for Cincinnati’s school-aged children. In order to balance these values against our limited resources and ensure that all applicants have equal footing, we operate on an annual grant making cycle. Woodward Trust has limited financial resources and, while all requests will be considered, it is not possible to fund every request.
A strong candidate for a Woodward Trust grant is one that:
If an organization believes its mission, purpose and program fit the Woodward Trust mission and grant making guidelines, they are invited to apply for a grant as follows:
The first step in applying for a grant is to send an informational letter of no more than two pages which briefly provides an overview of the proposed program. Our preferred format is a PDF, Word or Excel file emailed to WoodwardTrust@hotmail.com. Following are some considerations for information you may wish to include in your overview.
When we receive a letter of inquiry, we will use our best efforts to send an acknowledgment within two weeks. Each letter of inquiry we receive is reviewed by staff to determine if the proposal appears to fit within our guidelines and warrants further consideration. Staff may request additional information from the applicant.
Based on your letter of inquiry and its subsequent review, our staff will determine if the program and grant request satisfy our baseline criteria and, based on that determination, may invite you to submit a full proposal. You will be notified of this decision within four weeks.
Upon request for submission of a full proposal, you are expected to provide a detailed description of your proposed program. Our preferred format is one or more PDF, Word and Excel files emailed to WoodwardTrust@hotmail.com. Please be sure to include those considerations noted in 1. above as well as any other information you consider pertinent to our understanding and appreciation of your program. Proposals must include the following:
When we receive your full proposal, an acknowledgment will be sent within two weeks. Each proposal we receive is reviewed by staff to determine if the proposal fits within our guidelines and warrants Board consideration. We may request additional information from the applicant, meet with applicant representatives, and/or undertake an in-person site visit.
Based on your proposal and the results of their review, the Executive Director, in his/her sole discretion, determines if your proposal will be forwarded for formal consideration by the Board of Trustees. You will be notified of this decision within four weeks.
If the Executive Director does not believe that the proposal warrants further consideration, the proposal and the Executive Director’s perspective are reflected in the Grant Applications Pending Termination report provided to the Board. The applicant is thereafter notified and the application is terminated.
The Board meets annually for its primary review of grant applications. In advance of the designated meeting, each Trustee is given a Grant Proposal Assessment Form which summarizes the proposal, along with a copy of the applicant’s Full Proposal. The Trustees discuss the overall financial resources availabe, and then review each proposal, prior to returning to the task of selecting and quantifying grant approvals and declines.
The Board of Trustees of the Woodward Trust is solely responsible for the approval or denial of any grant proposal presented to it. The Board’s decision is ruled by a majority vote of the five trustees.
Once the Board makes its decision, the applicant is contacted shortly thereafter informing them of the Board’s decision.
Once a grant is approved, several administrative tasks must be completed prior to disbursement of any grant funds.
An organization receiving a grant is generally expected to report on the progress of the program. In order to achieve uniformity of follow-up reports and assessments, the Trust will ask each grantee to provide specific information.
If a grant is structured as reimbursement, the grantee is expected to submit regular and timely bills to the Trust, supported by adequate documentation of actual outlays and activities. We will disburse fund within 4 weeks of your properly supported billing.
If a grant assumes an advance, the grantee is required to provide regular and timely reporting and documentation of subsequent and appropriate actual outlays and activities. Generally, no subsequent advance of funds will be considered until previous advances have been used, accounted for and properly documented.
On a regular basis, as determined or requested by the Trust, the grantee will be requested to provide written updates on the status of the program, particularly relative to proposed timelines and results. The Trust reserves the right to revoke, restrict or modify any grant not substantially meeting its proposed timelines and results or otherwise out of compliance with the terms of the grant.
While most grant requests are able and expected to be submitted through the normal annual process described above, there are instances where a grant request warrants or requires immediate consideration for approval and funding. Should an organization feel that such immediate consideration is warranted, they should submit a standard letter of inquiry indicating this. The staff, in conjunction with the Trustees, will determine if immediate consideration of appropriate and whether some or all of the request should be deferred to the normal annual process.