General Grant Guidelines

Arctic Slope Community Foundation supports organizations based in and providing services and programs to communities within the North Slope region. The Foundation awards grants on an ongoing, rolling basis, meaning that organizations can apply at any time during the year, and award decisions are made several times per year. Applications are submitted using the Foundation’s online application portal. 

These grantmaking guidelines cover a range of issues that may arise when proposing and managing a Foundation grant.  They include grant eligibility, grant inquiries, proposal submission, grant funds, and modification of grant terms.


Grant Eligibility 
The Foundation makes grants to organizations within the Arctic Slope region that have been determined by the IRS to be section 501(c)(3) charities and city and federally-recognized tribal governments. 


Consideration is given to organizations whose principal location is not within the Arctic Slope region if the organization can demonstrate its commitment to providing quality services to the regional community. The ASCF Board of Directors also gives priority to those organizations that can demonstrate local community support by showing, for example, letters of support from local organizations that have contributed to Arctic Slope communities. 

 

Ultimately, priority is given to an organization operating in the following Arctic Slope communities:

  • Wainwright;

  • Barrow (Utqiagvik);

  • Atqasuk;

  • Anaktuvuk Pass;

  • Nuiqsut;

  • Kaktovik;

  • Point Hope; and

  • Point Lay.

The Foundation awards grant requests for projects in the following categories: 

  • Inupiaq Arts

  • Preservation of Iñupiat Language and Culture

  • Health and Human Services

  • Education

Requests to assist with the purchase of assets such as furnishings, buildings, audio and video equipment, books, medical equipment, technology, art supplies, sports equipment, musical instruments, and vehicles will be considered on an as-needed basis. 


Grant Inquiries and Proposal Submission 
Grant requests and proposal submissions are made through the Foundation’s online application portal. The following forms need to be completed and attached to the online application: 

  • Implementation Schedule 

  • Budget Summary 

Management of Grant Funds
The Foundation's award letter specifies the terms of the grant, including the use of grant funds, reporting schedule, and the need to adhere to Foundation grantmaking policies. All grant funds should be managed prudently and should be used for the purposes outlined in the award letter and approved proposal.  The Foundation considers interest and investment income earned on grants to be part and parcel of the award.  


Use of Grant Funds 
Grant funds must only be used for the purposes, over the timeframe, and in the manner outlined in the award letter and approved the proposal.


The Foundation typically does not fund grant requests for the following types of expenditures:

  • General operations, administrative, indirect, or overhead costs;

  • Deficits or debt reduction;

  • Reimbursement for items already purchased;

  • Political activities or attempts to influence action on specific legislation; 

  • Grants to individuals, including scholarship awards; and 

  • Professional development grants.

 

Arctic Slope Community Foundation concentrates its resources on areas that will have a far-reaching impact on the broader community. Awarded grant funds may not be expended on:

  • Project costs incurred before the grant start date; 

  • Religious indoctrination or other religious activities; 

  • Endowment building; 

  • Deficit financing;

  • Lobbying, electioneering, and activities of political nature;

  • Ads, sponsorships, or special events;

  • Proposals that discriminate on race, gender, marital status, sexual preference, age, disability, creed, or ethnicity;

  • Activities that have the potential to support terrorism;

  • Direct Fundraising, including hiring a grant writer;

  • Construction or the purchase of real property;

  • Core government or organizational programs or services;

  • Personnel Costs*;

  • Direct program costs.

*In selected cases, projects undertaken by organizations that normally fall outside the above guidelines may be able to receive funding. Examples include religious organizations whose proposal affects the broader community; or units of government whose proposal extends beyond the traditional governmental functions that impact the broader community.


Additionally, grant funds cannot be used as collateral, to offset other financial obligations (including interest payments on lines of credit and securing or servicing debt), nor to meet cash-flow or general operating expenses that are unrelated to the purpose of the grant proposal as defined in the grant award letter.


Reporting 
The Foundation requires timely and informative quarterly and closeout grant reporting.  Narrative and financial reports should be submitted together through the Foundation’s grantee portal on or before the due dates specified in the reporting schedule.  The Foundation may suspend grant activities and require the return of funds for delinquent or unsatisfactory reporting and will consider reporting history in  awarding future grants.


Narrative reports should describe the activities undertaken and the use of grant funds and evaluate the progress made toward achieving the purposes of the grant during the reporting period.  Financial reports should be specific to the grant and include interest earned (if any).  If an organization has multiple grants from the Foundation, each grant must be separately reported.  A final grant report and closeout certification are required to be filed upon completion of the grant.


To remain compliant and continue to receive grant funding, the grant awardee must submit a quarterly report according to the following schedule:


Quarter    Reporting Period    Report Due Date
     Q1              Jan. 1 – Mar. 31               April 15
     Q2              Apr. 1 – Jun. 30             July 15
     Q3              July 1 – Sep. 30         October 15
     Q4              Oct. 1 – Dec. 31           January 15

Recordkeeping 
Grantees are required to retain accounting records detailing all receipts and expenditures for a minimum of three years following submission of the final grant report. The Foundation reserves the right to conduct on- and offsite audits of records related to the use of grant funds.  In cases where grantee spending is not consistent with the Foundation's award, the Foundation reserves the right to request the return of awarded funds, disallow expenditures, or take other remedial actions.


Modification of Grant Terms
Grant modification requests considered by the Foundation include:

  1. An extension of the grant period to permit additional time to complete supported activities or raise matching funds;

  2. Reallocation of funds to permit spending in a manner ¬different than that described in the original budget;

  3. Rollover of funds from an older Foundation grant into a newer grant given for the same purpose; and

  4. Transfer of grant funds from the original grantee to another organization.  

 

Grantees must obtain advance written approval from the Foundation for these and other material changes.  More significant changes, such as repurposing a grant or modifying the terms of a matching grant, require the approval of the Foundation's Board of Directors.  Such requests are not considered routine.


Grantees should also promptly inform the Foundation in writing of significant changes in project staffing, organizational leadership, scheduling, or budgeting when such changes occur during the grant period.  The Foundation reserves the right to suspend the use of grant funds if the change is considered material to the success of the grant.

 


 

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©2020 by Arctic Slope Community Foundation

(907) 339-6026

3900 C Street, Fifth Floor, Anchorage, AK 99503

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