Grants

What does HWF support?
The Foundation’s primary goal for grantmaking is place-based, providing funding to enhance or support efforts to improve the quality of life for present and future generations of the people of the greater Richmond, Texas area.  Another grantmaking goal of the Foundation is to provide funding to advance the quality, availability, and accessibility of mental health care, including substance abuse, in Fort Bend County with a primary focus on the greater Richmond, Texas area, and to support research and higher education in the areas of mental health and spirituality within the State of Texas.

Who may apply for a grant from HWF?
Organizations must be tax-exempt under Section 501(c)(3) of the Internal Revenue Code and further classified as a public charity within the meaning of Section 509(a), a government entity or instrumentality as described in Section 170(c)(1), or a religious organization as described in Section 170(b)(1)(A)(i).  Registering as a nonprofit organization with the State and/or receiving a sales tax exemption from the State, are different and not related to whether you can receive a grant from a private foundation.

Which types of support are considered?
The Foundation usually considers general operating, program, project, and capital grants.

Which types of support are not considered?
Under most circumstances, the Foundation does not consider grants to individuals, grants for fine or performing arts, underwriting or sponsorship of fund-raising events, loans, organizations that re-grant, fraternal or political organizations.

 

Preparing for a Request

What are the deadlines for submitting an application?
There are no application deadlines as requests are reviewed as received. The Foundation accepts grant requests all year.  The information and documents involved in the grant process are time-sensitive; therefore, submission deadlines are in place once an application has been started in our grants system.  Unsubmitted applications will be abandoned after 90 days.

Whom should I contact to discuss a possible proposal?
Email the Senior Program Officer at jgaston@hw-foundation.com.

How often may an application be submitted to the Foundation?
Generally, organizations may only have one active grant within a twelve-month period. However, on a case-by-case basis, the Foundation may accept a capital request in addition to an operating or program request.

If my organization has a grant that is ending, when may I submit a new request?
You have the option of starting a new application within 90 days of when the current grant's final report is due.  We strongly encourage submitting the new application around the same time as the final report to allow for their concurrent review and consideration by the Foundation’s Board of Directors.  To start a new application, log in to the online grants system and click Apply at the top of the dashboard.

How does my organization submit a request?
All requests MUST be submitted through our grants system found above. We do not accept paper or email requests; you must apply online.

 

Request Content

How much funding should I request?
You should request the amount needed for your organization to accomplish the objectives of the requested grant.  When considering the size of a grant request to any foundation, you should be aware of the IRS public support test or "tipping".  In most cases, the minimum amount to be funded would be $10,000.

May I apply for a multi-year grant and, if so, is there a limit to the number of consecutive years of funding?
We consider multi-year requests on a case-by-case basis.  Multi-year requests must be discussed in advance with your HWF Program Officer.  The Foundation typically limits multi-year funding to two or three years.

Which documents will I need to include with our application?
The documents we require vary based on the amount being requested and whether your organization has previously received a grant from the Foundation.  Generally, we ask for a detailed budget for the amount requested, a list of the organization's current board members, and financial documents such as the organization’s budget and financial statements. On all applications, we provide the opportunity for you to upload additional documents that you feel are important to the request. Generally, we ask that you do not upload letters of support unless the request is for support of a collaboration.  If letters of support are needed, you will be contacted.

How should I answer if a field on the application does not apply to my organization, or if I do not have the information you are requesting?
Use the field to explain why the question does not apply to your organization, or why you do not have the information we are requesting.

What should I do if I have more files to upload?
We have included an opportunity to upload additional documents within the application.  If we need more information, we will contact you.

 

Submitting Your Request

Do I have to complete the entire application in one online session?
You may complete a portion of the application, save your information, and return it to the grants system at a later time.

How do I access a saved application that has not been submitted?
Log in to the grants system and click on Edit to the right of the draft application.

Will I be able to make changes to my application once I submit it?
Email your HWF Program Officer to discuss.

How will I know if you received my application?
You will receive a system-generated email confirmation.  Add administrator@grantinterface.com to your contacts to prevent system-generated emails from going to spam.

How do I print my application?
If you would like a paper copy of your application, log in to our grants system.  Click the blue link to view your application and click the Application Packet button. This button will create a PDF of your application. You may print or save this document. You will always have access to your application by logging back into our grants system, even after you submit the application.

 

After Submitting Your Request

Do you conduct site visits for grant requests?
If needed, grant staff will arrange a site visit.

Is it possible to make a presentation to the Board of the Foundation?
If HWF staff or Board determine that a presentation is necessary, you will be contacted.

How long before the Foundation makes a determination about a request?
There are many factors that contribute to the time needed for the Foundation to make a determination.  From submission, through review, to Board consideration, Applications are usually considered within 5 months.  In some cases, the entire process may take longer.

 

After Decision

If approved, when is funding available?
A Grant Agreement will be issued within three weeks of the approval.  Once the Foundation receives the executed Grant Agreement, funds will be disbursed as stated in the agreement.

What happens if our needs change after we receive funding?
Email your HWF Program Officer to discuss a possible amendment to the grant.

If declined, may we re-apply, and if so, when?
If your organization was declined due to tax-exempt status or geographic area of service, you are likely not eligible to reapply.  We try to provide feedback with all declinations; however, you may contact your HWF Program Officer to discuss another application.

My organization received a grant from HWF. May we use the Foundation’s name, logo, and grant amount in places such as press releases, social media, and our website?
The name of the Foundation should not be used without prior approval of the Foundation.  Requests for use of the Foundation’s name may be emailed to your HWF Program Officer.

My organization received a grant from HWF. Will the Foundation consider naming opportunities?
Even though the Foundation rarely accepts naming opportunities, they will be considered on a case-by-case basis. Requests should be emailed to your HWF Program Officer.

My organization would like to recognize the Foundation and/or its staff with certificates, plaques, or similar mementos. Does the Foundation accept this type of recognition?
The Foundation and its staff prefer not to be recognized in this manner.

My organization is hosting a fundraising event and would like to invite the Foundation Board and/or staff. Where should we send the invitations?
A single invitation may be mailed to the attention of the Senior Program Officer at 611 Morton Street, Richmond, TX 77469. Do not send an invitation to each individual Board member as they will be discarded. The Foundation does not accept tickets to events, seats at tables, or similar, and it is rare for a Foundation representative to attend an event on behalf of the Foundation.

 

Technology

Suggestions for using the grants system:
Do NOT share your password.
Accounts are user-specific.
Organizations may have multiple users (each with unique log-in credentials).
A copy request option is available.  This option will populate fields in the new request with information from a previous request.
If you initiate a new request by mistake, you should “Abandon” the request.

To make user changes or to add a user:
Have the organization’s Executive Director email your HWF Program Officer requesting the change and providing the new name, title, address, phone number, and email address.

What should I do if my file is too large to upload?
Consider reducing the file size by scanning the document in a lower resolution or in black and white, changing the file type to pdf, splitting the file, or using the “Reduce File Size” option in a program like Adobe Acrobat.

Which file types will the system accept?
The most common file types accepted by the grants system are .doc, .docx, .pdf, .xls, .xlsx.

 

Glossary

Amendment
A contractual agreement of changes to be made to the terms of the original Grant Agreement, signed by both the grantee and Foundation

Applicant
A system user who submitted or was assigned to a specific request or grant

Application
The online form used by organizations to submit a grant request

Assignee
A system user who has been assigned to a specific Follow Up. Assignees will receive reminders specific to the Follow Up assigned and are responsible for completing and submitting that Follow Up.

Due Diligence
The process of reviewing an organization and request to ensure compliance with the rules of the Internal Revenue Service and the Foundation’s grantmaking guidelines

Expenditure Report
A report that shows how grant funds were spent. The report may include a spreadsheet or table of expenses and/or actual copies of receipts.

Final Report
A report is required at the end of the grant time frame, requesting a narrative about the outcome of the grant and a grant expenditure report.

Follow Up
An online form that must be submitted to the Foundation as scheduled in a Grant Agreement. Follow-Ups may be an Interim Report, Funds Raised Report, Final Report, or similar. All Follow-Ups unless otherwise instructed should be submitted through the grants system.

Funds Raised Report
A report required for matching grants requesting proof of having raised the matching funds required for disbursement of grant funds

Grant Agreement
A contractual agreement between the Foundation and grantee outlining the expectations for a grant. The Grant Agreement will include the grant amount, time frame, follow-up requirements, disbursement information and various other terms and conditions. This agreement is the first resource for any questions you have regarding grant expectations.

Grantee
An organization that has received a grant from the Foundation

Grants System
The online system is used by applicants to submit grant requests, by Grantees to manage a grant received, and by the Foundation to manage requests and grants. The system currently in use by the Foundation is a product of Foundant Technologies called Grants Lifecycle Manager.

Installment
A scheduled disbursement of grant funds

Installment Grant
A type of grant where funds are scheduled to be disbursed in multiple installments

Interim Report
A report is required during the grant time frame, requesting a narrative update on the progress of the grant, a budget for the remainder of the grant, and a grant expenditure report. An Interim Report may be required for additional grant disbursements. If applicable, specific expectations for reporting are outlined in the Grant Agreement.

Matching Grant
A type of grant where the Grantee is required to raise a certain amount of funds prior to disbursement of grant funds

Multi-Year Grant
A type of grant where funds are committed to be disbursed and spent over multiple years

One Time Grant
A type of grant where funds are disbursed in full at one time

Payment
The actual disbursement of grant funds issued by check

Primary Contact
The main contact for an organization, not a request

Request
An Application that has been proposed or submitted, but no decision has been made

Requirement
A condition of a Grant Agreement like a Follow-Up or a site visit

Special Conditions
Conditions of a grant are stated in a Grant Agreement. Examples include encouragement for an organization to work with a specific organization or leadership to participate in capacity-building opportunities.

Time Frame
The time established in your grant agreement during which your organization may spend grant funds

User
An individual with access to an organization’s account in the grants system. An organization may have multiple users.

 

Contact Information 

Whom should I contact if I have questions?
Your HWF Program Officer or Senior Program Officer, Julie Gaston, at jgaston@hw-foundation.com.