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Recognition and reporting requirements
What happens after an application is approved? Organizations that benefit from public funds through Ontario Trillium Foundation grants are accountable for the use of those funds.
1. Letter of Agreement
After the Ontario Trillium Foundation Board has approved a grant, a Letter of Agreement is sent to the applicant listing the conditions and expected results of the grant. The Letter of Agreement is a legally binding contract. After it has been signed by someone with the legal authority to bind the organization and returned to OTF, the first grant installment will be paid provided any special conditions have been satisfied.
2. Recognition requirements
Public recognition of the grant and the activities it supports is an important way for the organization receiving the grant and the Ontario Trillium Foundation to tell other people about the work being done with OTF funding while demonstrating openness and accountability about how public funds are spent.
Information about organizations that receive OTF grants including the name, address, telephone/fax numbers or e-mail addresses may be made public by OTF. The Foundation reserves the right to make a public announcement about any approved grant.
All grant recipients receive a recognition plaque that they are required to display in an appropriate high-traffic location. In addition, grant recipients are expected to acknowledge the Foundation’s support in public announcements and media releases, at special events and on websites. Annual reports, newsletters, event programs and exhibits should also include appropriate recognition of OTF funding.
Some grants may present additional opportunities for public recognition (e.g. festivals, access ramps, heritage buildings, parks and trails). In such cases, the Letter of Agreement will include information on the recognition requirements.
3. Reporting requirements
All grant recipients are required to report on the work for which they receive funding.
The Letter of Agreement will specify when reports are due. Applicants who receive grants with a duration of one year or less must submit a Final Report at the end of the grant. For multi-year grants, a Progress Report must be submitted at the end of each year with a Final Report due at the end of the grant. Progress and Final Reports must be submitted using the current OTF reporting forms. Failure to submit a Progress Report on time will delay release of the next installment of a grant. Failure to submit a Final Report may have an impact on the ability of an organization to receive future OTF funding. OTF staff review all reports and may request further information if they have questions or concerns.
4. Keeping in touch
The primary contact person at OTF will be identified in the Letter of Agreement. This OTF contact will be able to provide grant recipients with support and guidance throughout the duration of a grant. Organizations that receive OTF grants are expected to keep their OTF contact informed of changes that affect their projects.
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