Grant Partners

Grant Acceptance Letters & Start Dates

A signed grant acceptance letter will be required for each year of your grant. Letters are emailed to the project and organization contacts specified in the Full Proposal. They are fillable PDFs and can be signed electronically or printed and signed by hand. Completed letters can be emailed to the Grants Management Coordinator or sent via regular mail with original signatures. When returning the signed letter, both pages should be included.

Start Dates
Unless you specify a date in the space provided on the letter, the grant start date defaults either to June 1st (if awarded as part of the May cycle) or the date of the acceptance letter (if awarded as part of the November cycle).

It is generally expected that grants will start within approximately 60 days of the award notification. If a more extended start date is needed please contact the Grants Management Coordinator.

Reporting for 1-Year Grants

Grant report forms must be created by The Jewish Fund’s Grants Management Coordinator before they are available in the Grant Partner portal. Forms are created approximately 5-6 weeks in advance of their due date and notice is sent via email to the project contact (specified in the Full Proposal) that the form is now available to complete.

Questions about reporting requirements, requests to have the report forms created early, and updates to contact information can be directed to the Grants Management Coordinator.

1-Year grants require a 6-Month Progress Report and a Final Report. The dates for both reports are based on the grant start date you indicate in the grant acceptance letter.

The 6-Month Progress Report will cover the first 6 months of the grant period and will be due approximately 30 days after the first 6-month period concludes.

The Final Report covers the second 6 months of the grant period and will be due approximately 30 days after the grant’s end date.

EXAMPLE: Grant Start/End Date = 6/1/20 – 5/30/21

6-Month Progress Report
Reporting period – 6/1/20-11/30/20
Report to be created/notification sent – 11/15/20
Report due – 12/30/20

Final Report
Reporting period – 12/1/19-5/30/20
Report to be created/notification sent –5/15/20
Report due – 6/30/20

Please note that all dates listed are approximate.

Reporting for 2 & 3-Year Grants

Grant report forms must be created by TJF’s Grants Management Coordinator before they are available in the Grant Partner portal. Forms are created approximately 5-6 weeks in advance of their due date and notice is sent via email to the project contact (specified in the Full Proposal) that the form is now available to complete.

Questions about reporting requirements, requests to have the report forms created early, and updates to contact information can be directed to the Grants Management Coordinator.

REPORTING REQUIREMENTS FOR 2-YEAR GRANTS
Year 2 Continuation Request Report
6-Month Progress Report
Final Report

REPORTING REQUIREMENTS FOR 3-YEAR GRANTS:
Year 2 Continuation Request Report
Year 3 Continuation Request Report (if applicable)
6-Month Progress Report
Final Report

Continuation Request Reports serve as a progress report of the grant activities and an opportunity to highlight changes or new considerations that may affect the timeline of funding or budgetary requirements for subsequent grant years.

Due dates for Continuation Requests are based on the meeting schedule of The Jewish Fund Board, not the start date of the grant, resulting in variations in the length of periods reported on in the various reports (see a sample schedule below). In some cases, there may be only a few months of activities to report on. Be assured that the timeline is considered when reports are reviewed.

The 6-Month Progress Report will cover the from the last date reported on in a Continuation Request up to the final 6 months of the final year of the grant.

The Final Report covers the final 6 months of the final year grant period and will be due approximately 30 days after the grant’s end date. The end date of the grant is based on the grant start date you indicate in the grant acceptance letter.

EXAMPLE: 3-Year grant awarded in the November 2020 cycle. Start date of 1/1/21 indicated on grant acceptance letter, resulting in an expected end date of 12/31/23.

Year 2 Continuation Request (dates based on TJF Board meeting schedule)
Report created/notification sent – 7/11/21
Reporting period – 1/1/21-7/31/21
Report due – 8/26/21

Year 3 Continuation Request (dates based on TJF Board meeting schedule)
Report created/notification sent – 7/10/22
Reporting period – 8/1/21-7/31/22
Report due – 8/26/22

6-Month Progress Report (dates based on start/end date of grant)
Report created/notification sent – 6/15/23
Reporting period – 8/1/22-6/30/23
Report due – 7/31/23

Final Report (dates based on start/end date of grant)
Report created/notification sent – 12/15/23
Reporting period – 7/1/23-12/31/23
Report due – 1/30/2024

Please note that all dates provided are approximate. Contact the Grants Management Coordinator if you would like an estimated schedule for your grant.

Technical Tips for Completing Reports in the Grant Partner Portal

Logging In: The login is the email address used to submit the grant’s Letter of Intent (LOI).

If you no longer have access to the email address the account is attached to, contact the Grants Management Coordinator. You can request that the grant itself (all applicable applications and reports), or only the report currently to be completed be transferred to a new email/account.

If you have misplaced or lost the password, click “Forgot password?”. If you have any difficulties, the Grants Management Coordinator can also do a password reset from the system.

Requirements Tab: Once logged on, click on the Requirements button/tab at the top of the page to access the reports section. The Requirements tab will not appear on the page until a report form has been created by the Grants Management Coordinator (GMC), or reports have previously been submitted under the account attached to your email address. If you have been notified a report form has been created for you but the Requirements tab is not visible when you log in, contact the GMC.

Updating the Drop Down: The drop-down at the lower right of the page allows you to select New, In Progress or Submitted Requirements. Once you have begun and saved your report, you’ll need to select “In Progress” to view or open the application again.

Delete or Update Text in Year 3 Continuation Requests: The report form for Year 3 Continuation Requests will be populated with the text entered on your Year 2 report. For clarity, please either update this populated text, or delete it altogether and enter new text. When new paragraphs are simply typed in at the end of the old text it can be difficult to know if the writer wants the old text to be included in their report and can cause unnecessary repetition.

Keeping Data Safe/Formatting: To ensure data is not lost due to technical glitches, it is recommended you type long-form text in a word processing software and then copy and paste it in the applicable box. Keep formatting simple, as items such as bullets may not transfer well.

Save Frequently: The system will auto-save as you click from one page to another within the application, using the tabs at the top. You can also save by clicking “Update” at the bottom of the page.

IMPORTANT: If you do not actively save the application through one of these methods, the system will time out after 60 minutes and you will lose any data added since the last time the report was saved, even if you continue to type/work in the application during that time. Warning messages pop up after 30 minutes (clicking “Continue” will restart the clock) and right before the 60-minute mark.

The system does not actually close the application when it times out (making it very confusing later), but once it times out, you can no longer save and you will lose any data you added since you saved previously. Accordingly, it is recommended you save every any time you pause working on the application to step away from your desk or answer the phone.

Before Closing Out: Always click “Save & Finish” at the bottom of the page before exiting the application.

Grant Partner Portal

You can log in to the Grant Portal here