Interim and Final Report Guidelines

The following requirements are attached to all grant letters.

The timely submission of Interim and Final reports is a requirement of the grant

made to you by the Yakima Valley Community Foundation.

YVCF has devised a standard reporting format to be submitted as the Interim and Final report for your project. It has been designed as a framework to evaluate your work, recognize your successes and identify those areas that need further development. The purpose of this report is not to judge your program, but to inform us about what happens to YVCF grantees and to provide information that will strengthen our grantmaking program. The report also supplies the Foundation with detailed information about the progress and impact of your project in meeting your goals and objectives.

Interim reports will account for each six month period. Final reports will account for the entire duration of the grant.

Thank you for taking the time to prepare this report. YVCF looks forward to receiving it.

THE REPORT NARRATIVE

The report narrative should be no longer than 4 pages. It should only take about 30 minutes to complete. The first page of the report should be typed on your agency or organization’s letterhead stationery. The format of the first page is as follows:

  1. Date
  2. Title of the project
  3. The dates covered in the report
  4. The name and signature of the person preparing the report

PLEASE USE THE FOLLOWING QUESTIONS AS HEADINGS IN THE NARRATIVE

1. Imagine that you are talking with a newspaper reporter who wants to know what your project did and how it helped the community. What would you tell the reporter that would convince them that your project was a great idea?

 

2. What were the project’s objectives and how has the project met them?

    1. Describe what the project actually did.
    2. If objectives have changed, describe the reason for the change and the revised objective.
    3. If an objective has not been met, explain the reason and why.
    4. If there have been any unforeseen accomplishments or successes, describe them and explain how they developed and why.
    5. If the project has delivered services directly, describe those services; indicate the numbers of clients served during the entire grant period and the number currently being served.

 

3. Have there been internal factors that relate to the project’s design, staffing, funding, operations or other factors?

    1. Describe any internal agency/organizational factors that posed an obstacle to the success of the project. Describe actions taken to alleviate these difficulties. Will these internal factors affect the timeline of the project? If the problems were not resolved, explain why not. Also indicate if no problems were encountered in the project.

 

4. Have there been external factors that affected the project?

    1. Describe any external problems or successes that affected the project. Were there any unanticipated external factors that affected the timing of the project? How can the Foundation help you in addressing these external factors?

 

5. If you are collaborating with others on the project, how are the relationships working?

    1. Describe the strengths and weaknesses of the collaborations and the effects they have had on the progress of the project.

 

6. Have there been any opportunities to share your project with others in the past six months?

    1. Describe presentations, programs, talks, speeches, etc. that have focused on the work of the project. Describe any plans for future opportunities to disseminate information about the project. If your project developed any materials such as brochures, articles, books, audio/video tapes, or other media, include one copy with your report.

 

7. Are there other sources of funding and/or in-kind support for the project?

    1. If so, describe the sources and amount of funding and/or in-kind support. Has this support been more or less than was expected by the project? How has this level of support affected the project?

 

8. What lessons were learned from this project?

    1. Include lessons learned from successes and challenges.

 

9. Do you believe that your project and/or its impacts will be sustained over time?

 

10. How do you view the role of YVCF?

    1. What advice would you give to others who are applying for a grant from YVCF or who are thinking about doing some sort of project or activity?
    2. What else could YVCF do to help you?

THE BUDGET REPORT

Include the budget report for the project and a copy of the budget that you submitted with your original proposal. Indicate any positive or negative variations from the budget.

Provide a brief narrative for the disposition of all budget line items. Describe in full any budget line item with a positive or negative variance.

SUBMISSION OF THE REPORT

Submit via mail (fax and e-mail reports are not accepted at this time) one copy of the interim report in June 2011 and the final report in December 2011. Include any attachments to:

YAKIMA VALLEY COMMUNITY FOUNDATION

111 University Pkwy., Suite 103

Yakima, WA 98901

If you have questions or require further clarification, please contact Emily Medeiros by:

Phone: (509) 457-7616

Fax: (509) 457-7625

E-mail: emilym@yvcf.com