Narrative Reporting Guidelines
Financial Reporting Guidelines
Requesting a No-cost Extension
Requesting a Budget Reallocation
Narrative Reporting Guidelines
Progress Reports: The Spencer Foundation requires that grantees submit annual progress reports, as well as a final report when the grant period is ended. These reports provide the Foundation with updates on the activity related to the grant. When the grant activity and funding is limited to one year, a final report is sufficient. These reports are distinct from journal articles or other scholarly writing connected with conferences/meetings. While the format of reports will vary, it will be helpful if grantees include each of the following items when preparing their progress reports.
Focus of the research: A brief review of the question(s) or topic(s) addressed during the research project.
Research status: 1) An update on the activities undertaken during the past year. 2) A summary of the main findings or projected findings resulting from the study thus far and their significance. 3) A description of the potential audiences or stakeholders for this work and plans for reaching those audiences. 4) If the data will be made available to other researchers, a description of steps taken or planned for archiving and providing access.
Changes in plans: A brief statement regarding any alteration of original research plans and the reasons for the change(s). Examples of changes include organization and format, participants, or time line. Requests for budget reallocations, no-cost extensions, and grant transfers should be sent in a separate correspondence.
Publications: A listing of all publications that have resulted from the grant. We would also appreciate receiving copies of any books resulting from the grant for inclusion in the Spencer library.
Final Reports: When submitting the final report, we ask that the following be included:
- a final progress report, following the guidelines provided above, and
- a one-page executive summary of your project. Within this summary, include a discussion about how the work has contributed to the existing scholarship and the potential significance for improving education. This summary should be written for an audience that may include Spencer Foundation Board members and visitors to the Foundation website.
Reports should be concise. Annual progress reports should be no longer than 3 to 5 pages in length.
Please include two copies of the report and attachments. One will be added to your grant file and the other will be forwarded to the program officer overseeing the grant.
Please send all reports and documentation to:
The Spencer Foundation
625 North Michigan Avenue
Suite 1600
Chicago, IL 60611
Financial Reporting Guidelines
The Spencer Foundation requires that grantee organizations submit annual financial reports, as well as a final financial report when the grant period has ended. When the grant activity and funding is limited to one year, a final report is sufficient. The Suggested Financial Report Format sheet should be downloaded, saved to your computer, and filled in with the appropriate information. Once completed, a hard copy should be printed out, signed by an authorized financial officer of the institution, and sent to the address below:
Attn: Patricia Cecil
Spencer Foundation
625 North Michigan Avenue
Suite 1600
Chicago, IL 60611
If you have any questions, please contact Patricia Cecil via email at pcecil@spencer.org or via phone at 312-274-6536.
Download the Suggested Financial Report Format.
Requesting a No-cost Extension
If work on the grant will extend past the scheduled end date and there are funds remaining that you would like to utilize, you may request approval for a no-cost extension. Please send either a letter or email to the program administrator for your grant. In your request, please specify 1) the new end date that you would prefer, and 2) a brief explanation as to why the extension is necessary.
Requesting a Budget Reallocation
The Spencer Foundation requires grantees to request approval for a budget reallocation if they will be shifting funds from one category to another within their approved budget. The exception to this rule is if the amount being shifted is less than 10% of the total amount awarded. If the amount being shifted is over 10%, the Foundation asks that you send a budget reallocation request via letter or email to the program administrator for your grant. In your request, please specify the categories you will be shifting funds to and from, and the amounts.