What Happens After You Submit an Application

Assessing and making recommendations

Each of our grants have customized application questions and requirements to meet the different needs of organizations and communities.

Once submitted, an application is reviewed by an OTF Program Manager to ensure the applicant and its project are eligible for funding. This includes, but is not limited to:

• The applicant is based in Ontario.
• The project fits with grant requirements.
• The applicant and its project comply with OTF Policies.
• The application is complete and includes all required documentation.
• OTF staff also review the information available on the applicant's website and social media accounts.

Local input into grant recommendations: OTF Grant Reviewers

As dedicated members of their communities, grant reviewers bring meaningful insights, lived experience, and local knowledge that help ensure funding decisions are fair, transparent, and responsive to community needs. Public appointees assess grant applications from their catchment area and make funding recommendations to OTF’s Board of Directors.

• Grant Review Teams members and OTF staff are assigned to applications to review the project and provide a score independently, using the assessment criteria for that grant.
• Applications are ranked according to the average of the Program Manager and the volunteers scores.
• At the Grant Review Team meeting, the ranking is reviewed and, as a group, the Grant Review Team recommends a list of applications to be approved by OTF’s Board of Directors.
• OTF’s Board of Directors approves grant recommendations put forward by each Grant Review Team.

Notification of funding decision

• The final list of approved grants is sent to Ontario Members of Provincial Parliament (MPPs) to give them an opportunity to congratulate successful applicants directly, when possible.
• All applicants are then notified of the final decision, approximately 4-5 months from the deadline date.
  • If you are not successful in receiving a grant, you will have the opportunity to book a call with a Program Manager to discuss the application.
• All OTF decisions are final and there is no appeal process.

We thank all applicants for their interest in applying for an OTF grant, however we are only able to fund a limited number of applications.

Orientation meeting

• Successful applicants take part in a mandatory orientation meeting with an OTF Program Manager.
• These meetings cover key expectations and requirements of the grant and need to be completed before grants can be activated.
• As part of the orientation, groups review the Grantee Requirements.

Activating a grant

• After the orientation meeting, the Signatory Contact for the grant receives the Grant Contract by email, along with electronic signing instructions. The contract is a legal agreement between the applicant and OTF.
• Once the contract has been received by the Signatory Contact, they must review it, sign it, and submit it back to OTF within 60 days of receipt to remain valid.
• Grants are activated once contracts are signed and returned electronically to OTF.
• Grant payments are made through electronic funds transfer (EFT) once a grant becomes active.

During your grant

Reporting and monitoring

Grantee engagements will take place throughout the life of a grant. Grantees submit a final report when the project is complete. The report covers the achievement of the project, metric, and learnings.

Grant recognition

As outlined in the Grant Recognition Requirements, grantees are to publicly recognize OTF and its funder, the Government of Ontario, at an event and through other recognition activities.

Completion

After OTF staff approve the final report, grant hold-back funds are released and the grant is closed.

Grantee compliance audit

A random sample of grants are subject to a Grantee Compliance Audit. Grants can be audited for compliance at any point within the grant’s life, or after the grant has been closed.