Grant Recipient FAQs
Tracking and Reporting
How do we keep you up to date on our programming progress?
We would love to hear about news and events related to your organization. Please feel free to add email@example.com to your newsletter email address. We prefer that, whenever possible, communication come via email. If you do send out a hard copy, we would appreciate receiving no more than one copy.
As described in your grant terms, you are required to submit certain reports to keep us updated on your programming. Please check your grant terms to see which reports you will be required to submit – they do vary by grant. Please see the Reporting Tools section of our website for recommended forms for all reports. You are not required to use these forms, but if you submit a report in a different form, please ensure that it includes at least as much information as the applicable recommended form.
How do we keep you up to date on our challenge grant progress?
What is a Challenge Update and when does it need to be submitted?
Please submit the Challenge Update by the due date listed in your grant terms. We urge you to consider whether or not you would prefer to submit a Challenge Report, in place of a Challenge Update. If you are interested in requesting a payment (including a progress payment) on or before your Challenge Update due date, then please submit a Challenge Report instead of a Challenge Update. If you submit a Challenge Report before or on the date the Challenge Update is due, you do not need to submit a Challenge Update.
What is a Challenge Report?
The Challenge Report is how you request a payment. Grant recipients are welcome to two payments each grant year. We urge you to consider the timing of your two payments. If you would like to request one on or before your Challenge Update due date, then you do not need to submit a Challenge Update. Conversely, you do not need to submit a progress payment if it is not convenient for you; we have no preference.
We’re not sure exactly when our various reports are due to you. How can we check?
Check your grant terms letter for all reporting requirements. If you need another copy of your grant terms (the award letter), please contact us.
Is there a rule about how close together I can submit a Challenge Report to request a payment?
No. You are welcome to request up to two payments during each year of your grant terms. For example, if your grant terms start 9/1/2012, a year would be 9/1/2012-8/31/2013, and you are welcome to request two payments any time during that period. Please keep in mind that it typically takes 30 days from the submission of a complete Challenge Report for us to issue a check.
We have met the challenge grant, but we are only half way through our grant terms. Will COSF release the funds?
Yes, organizations are encouraged to submit a Challenge Report whenever they meet the challenge component of the grant. Please keep in mind that it typically takes 30 days from the submission of a complete Challenge Report for us to issue a check.
We would like to send something to the Circle of Service Foundation. Where can we send it?
To conserve your costs and to be more environmentally friendly, we prefer to receive all printed material electronically – including final reports, challenge reports, challenge updates, progress reports as well as invitations and solicitations. Please send all e-mails to firstname.lastname@example.org. If you need to send something by mail, please send one copy to:
Circle of Service Foundation
30 S. Wacker Dr., Suite 2500
Chicago, IL 60606
Please do not send anything by FedEx, UPS, messenger, etc. We recommend using standard first-class mail through the US Postal Service.
We have a question about our grant terms. Can we call you?
Of course. Please contact us at (312) 897-1111. Also, please feel free to e-mail anyone on our staff at email@example.com.
We currently have a grant from you, but our grant period ends soon. When can we reapply?
If you are a current grantee, you can apply for a new grant 90 days before your grant term ends. Please note that you need to submit a Challenge Report before or at the same time that you submit a new application.
If we are a current grant recipient, do we complete a pre-application or an application?
If you have had an active grant from COSF in the past 12 months and plan to submit an application that differs significantly from your last grant (such as a different program or a significantly larger request), or if you have not had an active grant from COSF in the past 12 months, you are welcome to complete a Pre-application. When you Start a new Pre-application or Application, we will ask you a few basic questions, and you will be routed to the appropriate option.