Frequently Asked Questions

2008 Grantmaking Plan

Q: How does the 2008 Grantmaking Plan differ from that of 2007?

A: The Stewardship Council developed the 2008 Grantmaking Plan based on lessons learned in our first two years of Grantmaking and from feedback provided by our grantseekers and grant award winners. The feedback indicates that the Stewardship Council is generally on the right track with its Grantmaking program and should continue on the same path it was on in 2007. Therefore, the 2008 plan closely mirrors that of 2007 with some minor updates and enhancements. Key changes include:

• There will be two Impact grant rounds in 2008 so that grantseekers have a better opportunity to apply and so that applications can be better managed on our end
• More frequent notifications will be made about the status of applications
• More advice will be provided on how to use the online application system

Grant Application Eligibility Questions

Q: How do I know if my organization is eligible to apply for a grant?

The Stewardship Council has a targeted scope of giving. In order to be considered for a grant, your organization must be able to answer "yes" to the questions below.

For Impact and Collaboration Funds:

1. Is your organization: 1. a federally and California exempt organization under IRC Sec 501(C)(3)? 2. a public agency, school district, or a federally recognized tribe? or 3. a fiscally sponsored project of an exempt organization?
2. Has your organization been in operation for at least one full calendar year?
3. Do your programs serve youth within the geographic scope of the Stewardship Council in Northern and Central California?
4. Please review the Population Density map on our research and materials page of our website. Our geographic area is highlighted on this map.
5. Does your proposal serve youth between the ages of 13 to 18, or if you are a school-based program, between grades 7 to 12?

For Catalyst Fund

1. Is your organization: 1. a federally and California exempt organization under IRC Sec 501(C)(3)? 2. a public agency, school district, or a federally recognized tribe? or
2. a fiscally sponsored project of an exempt organization?
3. Do your programs serve youth within the geographic scope of the Stewardship Council in Northern and Central California?
   
   Please review the Population Density map on our research and materials page of our website. Our geographic area is highlighted on this map.
4. Does your proposal serve youth between the ages of 13 to 18, or if you are a school-based program, between grades 7 to 12?

Infrastructure Fund

1. Is your organization: 1. a federally and California exempt organization under IRC Sec 501(C)(3)? 2. a public agency, school district, or a federally recognized tribe? or 3. a fiscally sponsored project of an exempt organization?
2. Has your organization been in operation for at least one full calendar year?
3. Do your programs serve youth within the geographic scope of the Stewardship Council in Northern and Central California?
   
   Please review the Population Density map on our research and materials page of our website. Our geographic area is highlighted on this map.
4. Must serve children under the age of 18.

Q: Are government agencies eligible? What about schools? Tribes?

A: Yes. Any organization or agency that falls under the IRS and State of California exempt rules may apply for funding. This includes: 501(c)(3) not-for-profits, school districts, public agencies, other charitable organizations, and federally recognized tribes.

Q: Are programs that serve a single gender eligible to submit applications?

A: Yes, we will consider proposals from organizations that exclusively serve a single gender.

Q: If submitting an Infrastructure grant application, does the age eligibility still apply?

A: No. The Stewardship Council will review Infrastructure Grants that benefit children under the age of 18.

Q: Can two organizations apply for a Collaborative Grant if they are partnering together?

A: Yes. Keep in mind that the Collaboration Fund grants are designed to have a regional impact. You must make a compelling argument that this can be done with the involvement of only two organizations.

Funding Priorities

Q: How do I know what you will fund or not fund?

A: As a relatively new funder, we do not wish to dictate to our grant seekers what they should or should not ask for. We believe that you should request the funds that you need to accomplish the mission you have set out for your organization. In that spirit, we will review all applications that meet the minimum eligibility requirements of our grant guidelines. Outlined below are our grantmaking objectives, followed by a list of priorities as identified by the Stewardship Council and as stated in our 2008 Grantmaking Plan We encourage applications to reflect these priorities.

Grantseekers should also review the criteria listed in our grant application process These criteria form the foundation of our review process. The review process will favor proposals that show strong correlation with the criteria framework. Proposals that fall significantly outside of these criteria or that show a significantly weak correlation will reduce there chances for success.

Q: What are the grantmaking objectives of the Stewardship Council?

A: Our grantmaking objectives are:

• Increase the participation of underserved youth in successful outdoor urban and wilderness programs.
• Improve the cultural relevance of outdoor and park programs to better serve and reflect the diverse youth of California.
• Make the outdoors a more integral part of youth’s lives to improve their general health and well-being.
• Improve the infrastructure of community parks and urban open spaces to make them more accessible and welcoming.
• Support coordinated approaches to helping youth get outdoors and to increase their well-being through partnerships among diverse sectors involved in youth development (e.g., health, environmental justice, mental health, education, and juvenile justice).

Q: Does the Stewardship Council have a Youth Investment Program Strategy?

A: In 2008, the Stewardship Council will continue to implement a targeted grantmaking program to reduce physical, financial, and social barriers to enable youth participation in outdoor experiences. To achieve its stated goal and objectives, the Stewardship Council will direct grants to support:

• Emerging, grassroots efforts aimed at reducing barriers for youth engagement in outdoor activities in communities with significant needs (Catalyst Fund)
• Day-to-day operations of promising programs and high-impact organizations (Impact Fund);
• Collaborative ventures that advance the field of outdoor education, health and well being, and cultural relevance through thought leadership and innovative partnerships (Collaboration Fund); and
• Substantial improvements in the infrastructure of community parks and urban open spaces that are planned and executed by established organizations that have demonstrated capacity (Infrastructure Fund);

Q: Does the Stewardship Council have priorities in its funding plan? We qualify to apply for a grant, but we want to know more about the Stewardship Council's funding priorities.

A: Across these various funds, the Youth Investment Program is particularly interested in supporting outdoor programs that demonstrate the following elements:

• Demonstrate well-rounded approaches to youth development (e.g., combining outdoor education with academics, health, food, environment, environmental justice, leadership, media, or other youth development models).
• Employ best practices for outdoor and/or environmental education that actively engage learners, promote discovery, and address the interconnectedness of relationships in the natural and social environments.
• Provide ongoing opportunities for connecting youth to the outdoors that go beyond the one-time outdoor experience.
• Integrate outdoor education into the lives of young people and transfer the lessons learned from outdoor experiences to school, home, and community.
• Recognize and address the need for adult relationships in youth’s lives and seek to incorporate adult relationships as a component in its approach. This relationship may be in the form of mentors, extended kin care, foster care, families or extended family members.
• Demonstrate a commitment and capacity to collaborate with others in the field to make the outdoors a more integral part of youth’s lives.
• Share and reflect the core values of the Stewardship Council[Insert link] including collaboration, stewardship, discovery, sustainability, and leadership.
• Bring resources and funds beyond those of the Stewardship Council to ensure continuance of efforts over time.

Q: Why is funding restricted to youth aged 13-18 or grades 7-12?

A: While there are certainly underserved kids under 13, the Stewardship Council has chosen to focus its resources on organizations and programs that directly or indirectly target 13 to 18 year olds. We have expanded our giving plan to include grades 7 to 12 to provide greater flexibility to school-based programs.

We recognize that programs are not monolithic and that there may be some young people in a particular program that fall outside of these guidelines; however, the vast majority of the young people in a particular program must be within the target range to be considered for funding. Most importantly, grant seekers must be able to link the funds requested to the youth within the target age bracket. You can contact the Stewardship Council and speak with the Youth Investment Manager or the Finance Director if you have any questions.

*Note: That these age brackets do not apply to the Infrastructure Fund.

Q: Can you apply for a grant this year if your organization applied in 2006 or 2007?

A: Yes.

Q: Can you apply for more than one type of grant?

A: Organizations can apply for more than one type of grant, but you may not apply more than once per year in a particular fund. But we ask that you evaluate your organization's needs and apply for the most appropriate grant type(s).

Q: Do you give multi-year grants?

A: Multi-year grant awards have significant impacts on our giving and on the communities we wish to support. Thus, in 2008, the Stewardship Council will consider multi-year grants on a trial basis. In particular, we will seek to award one multi-year grant during each of the two Impact Grant Rounds.

We will continue to exercise the option of distributing Infrastructure funds over two years. We anticipate that three out of the five estimated Infrastructure grants will be paid out over a two-year period.

Q: How many grants will you give out this year?

A: The number of grants we award will depend on the size of the grants that are requested. It will also depend on the number of proposals we receive in each grant category. The Council has committed to awarding about $2 million dollars in grant funding in 2008.

Grant Application Procedures Questions

Q: Can we submit hardcopy grant applications and supporting documents?

A: The Stewardship Council accepts online grant applications only. Your entire application must be submitted electronically and uploaded to our website. The Stewardship Council will NOT accept any hard copy documents. (Note that we do not ask for your complete financials or your organizational budget during the initial application. If your proposal moves forward. These documents will need to be in electronic format as well. If you have an audit and you do not have an electronic copy, you should request an electronic copy from your auditor.) If you do not submit your application and attachments online, we will not review your proposal. Please contact the Stewardship Council staff if you have questions about this requirement.

Q: How will my grant be reviewed?

A: The Stewardship Council staff will review all applications first for completeness and suitability for funding. Following this initial screening, the review and approval of grant awards will be commensurate with the level of funding being awarded. Grants under $15,000 will be reviewed and approved by staff. All grants over $15,000 will be reviewed by one of the External Advisory Panels. Final approval of Impact grants (up to $50,000) will be approved by the Youth Investment Committee. Collaboration grants ($50,000 to $150,000) and Infrastructure grants (up to $200,000) will be recommended by the Youth Investment Committee to the full board for final approval. See 2008 RFPs and Applications page for the appropriate timelines and due dates for each individual grant round.

Q: What is an LOI?

A: LOI stands for Letter of Inquiry. It is a shorter application used by foundations to screen proposals prior to having an organization submit a full proposal for funding. In 2008, the Stewardship Council will use the LOI process during its Collaboration Fund and Infrastructure grant rounds. All other grant rounds are conducted by direct application (you must submit a full application to be considered).

Q: Can I apply to send youth overseas? Out of California?

A: The Stewardship Council prefers proposals that provide activities to youth in California. The Stewardship Council will not favor proposals that take youth overseas.

Q: Will you fund real estate purchases or transactions? Vans? One-day trips? 4th grade mentoring programs? Summer camp? Scholarships?

A: We will review any grant that meets our guidelines. We will favor proposals that meet the objectives and priorities of our 2008 Grantmaking Plan. Each application will need to make a compelling case for funding. If you feel that your application may fall a bit outside of our guidelines, your application should explain how your proposal meets our objectives and priorities.

Q: Will the submission process be electronic or hard copy?

A: We require all requested materials be submitted via our online electronic system. Also note that we require electronic versions of all documents.

Q: Can we mail you hard copies of the requested documents that we do not have or cannot obtain electronically?

A: No, all attachments must be uploaded to your application through our online system. Please keep in mind that our staff is processing applications for many, many applicants. We appreciate your efforts to help streamline this process.

Grantee Financial Questions

Q: What Financial Documents do you require?

A: 1. In the initial application we ask that you provide a budget and budget narrative.

2. If your application is forwarded through the review process, you will be asked to submit your organization’s annual operating budget, 2 year’s of financials (audits preferred), and proof of insurance.

Please note that upon notification you will have one week to provide the requested documentation. If you prefer, you may upload your financials during the application process.

Q. We are a public agency (or school). What materials do we have to send?

A: We realize that public agencies and schools operate differently than 501(c)(3) entities; therefore, please submit as much of the material as possible. If we are requesting information that does not pertain to your agency, please make note of it and upload a placeholder document in its place.

If your application is moved forward, we will need your most recent 2 year financial statements for your department, school, or region. The Stewardship Council does not need the budget for the entire district, or governmental entity, but please provide relevant financials for the group you operate within your organization's current annual operating budget. You should still submit the rest of the requested documents. Most importantly, if any item does not apply to your organization, please note this in your application. We recommend contacting the Stewardship Council prior to submitting these materials or If you have any questions.

Q: Do we need to have audited financials?

A: The California Nonprofit Integrity Act of 2004 requires an independent audit of charities with gross revenues greater than $2 million. For smaller organizations, we prefer but do not require audited financial statements to apply for a grant. Alternatives to an independent external audit, in order of preference are: an independent auditor's review, an independent auditor's compilation with full footnote disclosure, and finally, a complete Income Statement and Balance Sheet with no independent review. The lack of an independent audit, review, or compilation will not preclude you from receiving a grant from the Stewardship Council, but will factor into your overall review as we rank programs. Catalyst Grant applicants will most likely not have an audited financial statement, unless they are sponsored by a larger organization.

Q: How long is the grant cycle?

A: For Program grants: One year from funding.

For Infrastructure grants: Two years from funding.

Q: What is an NCES number?

A: This is the number assigned to a school or district by the National Center for Education Statistics. You can find this within our online application system or from your school administration.

Q: Will the Stewardship Council award partial funding of a request?

A: Yes, we will award partial awards.

Q: Are there limitations on what you will fund in our budget?

A:As with all requests to the Stewardship Council, tell us what you need, why you need it, how The Stewardship Council funding will help you enhance or expand your mission; then make your pitch. The Council does not have restrictions on the types of items you can request for funding. However, keep in mind that your budget should reflect the priorities and focus of our grantmaking program, and that the funding must go to serving our target population.

Q: Can our organization receive reimbursement for expenses before the grant is awarded?

A: No. Only expenses that have been incurred after the award of funds are eligible expenditures.

Q: Will you provide General Operating Support? What is General Operating Support?

A: General Operating Support means that you may use the grant funds at your discretion to achieve the objectives of your organization. Unlike program awards, we will not tie the funds to a specific project budget. Our Catalyst grant awards are exclusively general operating support. All other grant rounds are project based, however we will allow up to 15% of the award go to overhead.

Q: Will you fund Indirect/Overhead expenses?

A: With the exception of our Catalyst grants, we ask that you limit your indirect/overhead expenses to 15% of the total project budget

Q: What are Indirect/Overhead expenses?

A: Indirect/Overhead expenses are costs not directly related to the program, but necessary to run your organization. These are the costs related to "keeping the lights on" and may include rent, salaries of administrative, fundraising, and executive staff, utilities, etc.

Q: You’re asking me to upload a project budget. Is there any specific format I should use?

A: While we do not require a specific budget format, we do recommend that you use our template. See our Grantmaking and Research page for our template.

1. If you have Microsoft Excel, use it to create your project budget. Excel will help you do summations and totals. If you are awarded a grant, we will ask you to provide a year-end report showing how you spent the funds, having the budget in excel from the beginning will make your job easier at the end.
2. Please group like activities and expenses together
3. Please provide explanations for your numbers. For example, if you are asking for $3,000 in transportation, please tell us how many youth, how many vehicles, and how many miles.
4. If your project budget is larger than the grant request, please include a column for your total budget, and a column for your request amount.

Q: What do you mean that organizations should bring other resources to the table?

A: The Stewardship Council encourages grantseeker to provide other resources and funding beyond those of the Stewardship Council. Stronger proposals will provide clear indications of how other funding sources and resources are brought in to the proposed project to help make it more successful.

We also encourage grantseekers and award winners to leverage or match their grant awards. We will give priority to proposals that are able to articulate how grant awards will be leveraged by the receiving organization.

Document Upload Questions

Q: What documents will I need to have?

A: To apply, you will need:

Organization Board of Directors (Required)

Project Budget Proposal And Narrative (Required)

Project Partners Letters of Support/MOUs (optional for Catalyst and Impact)

If your application is moved forward, you will need to provide us with the following:

2 year’s financial information (Audits Preferred) (Required)

Operating Budget (Required)

Proof of Insurance (Required)

Q: What if I don't have an electronic version of my financial documents and do not have a scanner? I have tried to upload our organizational audit into the financial information page and the file size is too large and can't be accepted. How should I proceed?

A: We highly recommend that before you scan your documents, you contact your accountant or accounting firm and have them send electronic copies of your statements. Almost all accounting software programs support features that allow users to export a report to either Adobe PDF or Excel. Please ask your accountant to run the report as either a PDF or Excel file. If you receive audited financials, your auditors should be able to provide an electronic version of your audit report. Remember, you are paying them for their audit, and they should be able to accommodate this simple request. After all, this information is yours, and accountants these days rarely keep books by hand.

If you had to scan in your financials, they are probably quite large, because they are now images instead of text or numbers. If you must scan in your documents (e.g., because you used Arthur Anderson as your accounting firm and they no longer exist.) then use a very low resolution. Most scanning programs also allow you to reduce the size of your document. You can also try WinZip or other file size reduction software. Our file upload system will accept very large files. If you absolutely cannot reduce the size of your document, please contact the Stewardship Council.

Q: Our 990 is too many pages to scan, can we mail it to you?

A: We do not require you to submit your 990s with your application. Please make sure that your current 990 is available for viewing through the GuideStar website. GuideStar is a resource for non-profits and compiles information on all non-profit entities registered with the IRS.

Q: I don't have a soft copy of my proof of insurance. What do I do?

A: Your insurance companies should be able to send an electronic copy of your certificate of coverage to you.

Grant Awards

Q: When will the 2008 grant awards be announced?

A: See our 2008 RFPs and Applications page for a timetable of expected award announcements for the 2008 grant cycle.

Contact Us

If you have questions please contact us at (866) 791-5150 or
(650) 344-9072.

If you have not submitted your contact information to our database, you can do so by sending us an email to:
youthgrants@stewardshipcouncil.org.