Resources for Grassroots Groups with Active Grants

Familiarize yourself with the Grantee Requirements

As grantees, Organizational Mentors (OM) are responsible for signing the Grant Contract and managing project funds, reviewing reports, and overseeing deliverables for the collaborative. Grassroots groups are responsible for delivering project activities and working with their OM to meet the outlined requirements. 

Familiarize yourself with OTF’s Grantee Requirements to understand what needs to happen to activate, deliver and close a grant.

Understand the roles and responsibilities of Grassroots Groups and Organizational Mentors

Both parties agree to work together to deliver the funded initiative. It is essential that everyone has a clear understanding of their roles and responsibilities, as well as the shared processes and policies that support the partnership.

• Review the Organizational Mentor-Grassroots Group Collaborative Agreement which was uploaded to the grant application. 
• Explore the Common Practices for Organizational Mentors to help foster a healthy relationship where the OM and group leaders know and respect each other and work together with a spirit of reciprocity.

Build a strong relationship together

The grassroots group and the OM are expected to establish a successful partnership by answering the following questions together:

1. Who is responsible to act as the OM lead contact, and who within the OM organization will provide human resources (HR) and financial support for the grassroots group?
2. Who is responsible for Project Lead functions within the grassroots group?
3. Points of discussion regarding OM’s policies and procedures:
   • Financial disbursements for reconciliations
   • Financial tracking process
   • Banking and fund management
   • Insurance
   • Human Resources and volunteer recruitment
   • Other critical items that may influence your collaboration
4. Training and information sharing – OM to set time aside for the following: 
   • Deliver training on financial procedures
   • Provide an orientation on organizational policies and procedures
   • Deliver training on processes to follow for the grassroots group to hire staff (salary, contract) and to work with volunteers 
5. Determine the frequency of meeting times for grassroots group and OM.
6. Discuss and agree on a schedule for how often financial disbursements to the group will be made. 
7. Group shares needs/hopes with respect to non-administrative support. OM shares areas they can support. 
   • Coaching
   • Networking
   • Legal services
   • Space etc.
8. Discuss ownership of assets (including intellectual property) and work product once grant has ended. 
9. Discuss and develop clear expectations and standards around use of the budget.
   • OMs are accountable for approving the reconciliation of expenses and how the grant funds are used. OMs are expected to review grantee spending and reconciliations to make sure they are expenses that have been approved as part of the grant and align with the delivery of project activities. OMs must also ensure that both the OM and group are clear on the OTF policies related to allowable/eligible expenses. 

Discover eligible capacity building activities

All Youth Innovations and Family Innovations grants include a capacity building component for core group members. The Capacity Building budget line is part of all approved grants and covers costs associated with attending YOF gatherings or summits as well as participation in learning and development opportunities to increase their knowledge and skills. The activities should align with the learning and development priorities of the group, which could expand beyond the scope of the funded project. 

More information about capacity building activities will be shared with groups by email as they start their projects. 

Explore reporting requirements and processes

Learn why Progress and Final Reports are important and familiarize yourself with key reporting processes for grassroots groups and Organizational Mentors (OM).