Purpose of these Guidelines
These Guidelines are intended to assist you in preparing your report for Trillium. Please check the grants letter (or subsequent correspondence) where the due date(s) of reports are specified. Please note that outstanding reports may result in delayed payments, since we may not be able to decide about further payments without the information we need from your report.
Background
Trillium's program is outcome-based. This means we are interested in the changes that result from the initiatives we fund. By learning whether and how these initiatives have accomplished specific outcomes, we are able to determine if Trillium's own program goals are being realised. We'd like you to be candid in your report. This will enable all of us to learn as much as we can. Evaluation serves three purposes for us:
1. Accountability: This means making sure that the funds were spent for the purposes agreed. We require this information for every grant.
2. Improving and learning: Through your efforts, we can all learn about different ways of improving what is working, and identify what's not working well, and why. We want to learn from all of the activities we fund, and use this learning to guide future efforts - both ours, and those of future applicants. Learning is not limited to the activities funded under the grant, but includes information you may come across, as well as unexpected results or events which influenced your project.
3. Assessing the impact of our funding: We need to know how our support increases the opportunities for communities to contribute towards improving their conditions. We have developed the Leverage Analysis Form for you to complete and return to us with each report. Give us your best estimates for this Form - we don't want you to spend a lot of time on it as we will not be using the information to make any grant-related decisions.
Your report
If this is your first progress report, it should cover the period from the beginning of the grant.
If this is a subsequent progress report, it should cover the period since your last report.
If this is a final report and/or the only report you have to submit, it should cover the whole grant.
Please include the following information at the top of your report:Topics you should address in your Report:
- Your organization name
- Request File ID allocated to your grant (refer to the grant letter for this)
- Report due date
- Period covered in the report
- Title of the project/program on which your are reporting.
1. Brief activity report, explaining whether the activities are on schedule, and highlighting changes or unexpected issues you have encountered.
2. A summary showing Trillium expenditures to date, any surplus funds, and how this surplus will be used.
3. Key outcomes you are working towards, and key outcomes/accomplishments to date. To help with this section, refer to the grant proposal where you anticipated the outcomes from this activity. Here are some issues we'd like you to address in this section;
- Progress towards the short and long-term intended outcomes
- The indicators of success for the short and long term outcomes (i.e. how do you know you are achieving these outcomes?)
- What impact are you having - on people, in the community and in the use of resources?
- Specific results you have achieved. Use both statistical and anecdotal information
- Where your information comes from (eg, client intake or assessment forms, client files and records, questionnaires, surveys, or public health department information)
- Unexpected outcomes or results you experienced.
4. With whom have you shared information from this grant? Are there others for whom it would be helpful? If yes, how will they get this information?
5. What was the most important thing you learned through this grant?
6. If you had the opportunity to do this project again, would you do it differently? Please explain.
7. For Progress Reports: How you plan to sustain the activity, or ensure that its impact is sustained, after the Trillium grant is over. For Final Reports: How the activity or its' impact are continuing after the grant is over.
Attachments
- Most recent financial statement and/or annual report
- Any documents/materials/studies/reports we funded
- A list of other related reports/materials you think might be of interest to us (we will ask for copies if we need these.)
TRILLIUM FOUNDATION
LEVERAGE FORM
Please estimate the amount of support you have received in the following areas as a result of a grant from the Trillium Foundation. If your grant was for a specific project, your response should relate to that project. If we provided sustaining or operating funds, your response should relate to all the organization's activities. Use the back of the Form if you need more space.
Grant file#______________
roup/collaborative's name:___________________________
1. Time period reported in this Form is between (dates) ______________ and ______________
2. Would the activity have gone ahead if Trillium had not provided the funds? Please check one.
Yes___ No___ Not sure___
3. Volunteer support:
Number of volunteers (include committees, board, etc.) _____ Approx. total hours contributed by them to this project/the organization's work _____
4. Financial support:
Please place a checkmark beside any that were conditional on, or influenced by Trillium's funding:
Non-government Government Trillium $__________ Federal $__________ Business/corporate sector $__________ Provincial $__________ Individual donors(# of donors______) $__________ Other-please explain: Foundations: $__________ ________________ $__________ United Way $__________ ________________ $__________ Other - please explain: $__________ _________________ $__________
5. Other non-financial support & in-kind contribution:
Please assign the estimated value of appropriate contributions where you can:
Nature of the contribution Est. $ value Donated space/rent ___________ Donated equipment, furniture, food, supplies ___________ Other donations (eg, media announcements) ___________ Volunteer costs not reimbursed (e.g. child care, transportation,) ___________ Professional services (eg. legal, accounting) ___________ Access to computers, telephones, copiers, etc. ___________ Other - please explain ___________ _________________________________________________________ ___________ _________________________________________________________ ___________
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