Reporting Process for Grant Recipients

Reporting Process for Grant Recipients

Upon approval of a grant, recipients are required to sign a Grant Agreement confirming:

  • Activities will reflect those described in the application form
  • Proper fiscal management
  • Willingness to share project successes and challenges with the Foundation and community
  • Public recognition of the support received from the Nanaimo Foundation, with the Nanaimo Foundation logo and recognition resources
  • A Grant Recipient Report will be submitted within one year of receiving the grant approval letter from the Nanaimo Foundation.


Nanaimo Foundation Grant Recipient Report

Grant recipients are required to complete and submit a Grant Recipient Report to meet the condition of receiving a grant from the Nanaimo Foundation. The submission of a final report is required within one year of receiving the grant approval letter from the Nanaimo Foundation.

This is due diligence for the Nanaimo Foundation, demonstrating expenditures funded by the Foundation, and an opportunity to share grant narratives.


Purpose – The Nanaimo Foundation wants to know how the funding you received has assisted your organization. We would also like to share your stories of success with our donors and the public through our website and other forms of publication.

Preparation – Please refer back to your original grant application and agreement to ensure you have met all required conditions. Use the template to submit your Grant Recipient Report within one year of receiving the grant approval letter from the Nanaimo Foundation, or within two months of the end of your project, whichever occurs first.

Components – Please complete the Grant Recipient Report electronically. Save the report as a PDF document and submit it electronically using the subject line “Grant Recipient Report – Organization Name” to: [email protected].  Please attach sample files or scan any attachment(s), (e.g. your publications using our logo, budget reconciliation sheet, photos) if pertinent.


Click here to download the Grant Recipient Report

Click here to download Nanaimo Foundation Logo and Brand Identity Guidelines

Click here to download the photo and video release form


Nanaimo Foundation Grant Policies

  • The Nanaimo Foundation supports innovation where there is demonstrated need, likelihood of effectiveness, and potential to serve as a model to others.
  • Projects should build on the strengths of the community to respond to identified issues and priorities.
  • The recipient organization should demonstrate a commitment to the project through a contribution of human and/or financial resources.
  • Significant and appropriate support from other funding sources (including the community) should be evident.
  • The target population should be involved in the development, implementation, and evaluation of the project.
  • The organization should demonstrate inclusiveness and respect for cultural diversity.
  • Projects that will be ongoing after the grant’s end should provide realistic plans for longer-term funding.
  • Organizations should have a significant and appropriate amount of their funding in place when they apply.
  • Organizations/groups seeking funds must demonstrate that they have a strong and committed staff and/or volunteers and capacity to effectively manage project resources.
  • The Nanaimo Foundation will consider grants for projects proposed by agencies and organizations that align with the Nanaimo Foundation’s mission.
  • The Grants Director will provide a report on annual activities at the AGM.
  • Changes to project scope must be approved by the Nanaimo Foundation Board. In some cases, organizations will be required to submit a new application outlining the new project scope.
  • The Nanaimo Foundation Board of Directors will consider special emergency situations between normal granting dates at the request of the Grants Director.
  • The Nanaimo Foundation will make grants at least once per year in accordance with Canada Revenue Agency requirements.
  • As a basic guideline for grant making, the Nanaimo Foundation will each year establish priorities for support based on needs assessment and diversification of purposes.
  • The Nanaimo Foundation, based on priorities and funds available, will identify granting cycle, the size and number of grants, and the deadline for submissions through advertising and community service bulletins.
  • Grants are awarded for definite purposes and for projects covering a specific period of time.
  • Sponsored organizations must provide a Sponsorship Agreement, signed by a designated representative of the Charitable Organization and legally qualified to accept fiscal and organizational responsibility for the project grant.
  • Applicants must be a registered charity or other qualified donee defined under the Income Tax Act.

Grants shall not be approved for the following purposes:

  • Retroactive funding, or for any project expenses to be incurred prior to the approval date of the grant.
  • Debt retirement or reserves, and mortgage pay-downs.
  • General fundraising campaigns.
  • Where the activities of the applicant organization are discriminatory or service the interests of the members, employees, or constituents of those organizations to the exclusion of the community at large.
  • Grants support an organization’s operational core expenses.


For more information please contact:
Email: [email protected]
Phone: 250.734.3971