Monitoring

 

All Norfolk Community Foundation grants are routinely monitored, to enable us to:

  • Show the difference our grants make, both individually and across all Funds
  • Present evidence to donors of the impact and benefit of their funding
  • Help even small community groups understand how to set objectives, and measure the outcomes of their work
  • Provide support and advice to awardees throughout the life of the grant

Even if a project does not fully meet all its objectives, it can still provide useful learning for the future.

To help us monitor grants, we use a standard approach for most of our Funds which helps us to provide evidence of the difference our grants make across all the different Funds that we administer.     

In most cases, as part of the application process you will be asked asked to choose an ‘Impact Category’ that best fits your project, and between 1-3 relevant Outcomes that will help to show the difference your funded project will make.  Based on these, we will select the specific measures (Indicators) that we would like you to report on at the end of your funded project.  

We don’t set targets, or ask you to do anything that would be different or additional to what you have told us you aim to do.   See the Planning your project section for more information about how to show the difference your project will make.

The Impact Categories are as follows:

  • Improve life skills, education, employability and enterprise
  • Maximise ability to strengthen community cohesion and build social capacity
  • Promote reduction of isolation and disadvantage and access to local services
  • Advance people’s physical and mental health, wellbeing and safety
  • Connect people with the arts, culture and heritage
  • Transform access to, and engagement with, the environment and public space

This information will be included in your Funding Agreement if your application is successful, and you will be asked to refer it when completing monitoring reports. An example is below:    

Example:
For a project to repair the heating in the village hall

Impact category:
Maximise ability to strengthen community cohesion and build social capacity

Outcome:
– Improved community facilities

Indicators:
– Number of people who reported that the community facilities were improved as a result of the project

– Number of people who have used the new/improved community facilities

 

Most Norfolk Community Foundation grants are subject to the following monitoring requirements:

Mid term monitoring:  This is usually carried out by phone or email and aims to ensure that there have been no problems in receiving the grant payment and beginning the project. It is also an opportunity to let us know if there are any problems, delays or changes (good or bad) to the original project.

End of Grant Monitoring Report: Grant recipients will be required to complete and return an end of grant report at the end of the grant term (usually 12 months).  Specific requirements vary between funds, and you will be sent the relevant form towards the end of your grant term. This should include receipts for items or services purchased where relevant. Selected projects will be telephoned or visited at the end of the grant term to report on final project progress and to collect case studies.

Where possible we prefer to receive your end of grant monitoring report at the end of the grant term, as opposed to at the end of your funded project, which may only be a few weeks of activity.  This is because we hope you can tell us a little about the difference the grant has made, not just that you have spent it.

Click here to view an example end of grant form – please do not try to complete this form, the correct form relating to your grant will be sent to you. 

If you have any questions or encounter any problems at any stage of your funded project please contact the Grants Team. We can often offer some flexibility, and may be able to approve reasonable changes to your project – please note you should not use your grant for any purpose that has not been approved by the Grants Team.

We make every effort to make sure that monitoring requirements are in proportion to the size of grant awarded, though the individual requirements of some Funds will differ. If you receive a large grant, you may be asked to participate in additional monitoring – this will be clearly stated in the terms and conditions of your grant.

If you need any assistance with the monitoring requirements of your grant, please contact the Grants Team on 01603 623958 or email grants@norfolkfoundation.com