In the broadest terms, the Foundation’s goal for grant making is to provide funding for charitable organizations 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.  The Directors have also chosen 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 education in the areas of mental health and spirituality within the State of Texas.

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, or fraternal or political organizations.  In most cases, the minimum amount to be funded would be $10,000.

For more details, refer to our Frequently Asked Questions below.

 

Application Process

Our Foundation accepts grant requests between February 15 and November 15 through the Grants System button below.  The entire application process may take up to 8 months for the Foundation to make a determination.

Please prepare before starting this process by reviewing the document previews below and having answers and supporting documents ready. Refer to the tutorials below for help navigating the online system.

Information and documents involved in the grant process are time sensitive.  Unsubmitted Letters of Inquiry will be abandoned after 30 days.  Unsubmitted Applications will be abandoned after 90 days.

For more information, refer to the Frequently Asked Questions below.

Grants System

Frequently Asked Questions

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.  To achieve this goal, the Board has chosen areas of emphasis which include education, historical, animals and wildlife, religious organizations, and human services. 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 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.

 

If you are still unclear whether your organization should apply, we encourage you to email the Grants Officer at jgaston@hw-foundation.com to arrange a short phone call to discuss a potential partnership.

 

Preparing for a Request

What are the deadlines for submitting an inquiry or application?
There are no inquiry or application deadlines as requests are reviewed as received. The Foundation only accepts grant requests between February 15 and November 15.  The information and documents involved in the grant process are time sensitive; therefore, submission deadlines are in place once an inquiry or application has been started in our grants system.  Inquiries left unsubmitted will be abandoned after 30 days and unsubmitted applications will be abandoned after 90 days.

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

How often may an application be submitted to the Foundation?
Generally, organizations may submit one application during 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?
The Foundation’s Board must review the final report for the current grant prior to considering a new request. However, this can be accomplished simultaneously. Within 90 days before the final report is due, you may start a new request. Submit the final report and new request on the same day and, if feasible, they will be processed and presented to our Board together. The opportunity to submit a renewal request is included within certain final report forms. Therefore, we suggest you view the assigned final report prior to starting a new request.

How does my organization submit a request?
All requests MUST be submitted through our grants system found above. We do not accept paper 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 the Grants 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.  If your organization has never received a grant from our foundation and is requesting more than $30,000, we will also ask for the organization’s strategic plan and an organizational chart. 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, the Grants Officer will contact you.

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.

What is the Collaborator Tool?
When working within the system, you will see the Collaborate button at the top of some pages. This button may be used to invite other users to work on this request with you.

In the Collaborate pop up box, enter the email address of the person you would like to invite. This may be someone who already has an account in the system, or a new user.  Set the Permission you would like the collaborator to have: View, Edit, or Submit.  Include a message and select Invite.  An email will be sent to the collaborator containing your message, their username, and a link to the logon page. After clicking this link, the collaborator will see their logon page. If this is their first time logging into the system, they will be asked to create a password.

After logging into the system, the collaborator will see this request under the Collaboration Requests tab of their Applicant Dashboard. Here, they may select the edit form link and start collaborating on the form.  The Collaborator will have access to all forms within the request including LOIs, Applications, and Follow Ups that have been assigned to the original applicant.

As a best practice, remove the Collaborator email as soon as their work is complete.

 

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 to the grants system at a later time.

How do I access a saved application that has not been submitted?
Log into 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?
Changes cannot be made after submittal.  Email the Grants Officer at jgaston@hw-foundation.com.

How will I know if you received my inquiry or 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?
Site visits are conducted frequently and grant staff will arrange a site visit, if needed.

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, Letters of Inquiry are usually considered within 3 months and Applications 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 the Grants Officer at jgaston@hw-foundation.com 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 the Grants Officer at jgaston@hw-foundation 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 the Grants Officer at jgaston@hw-foundation.com.

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 the Grants Officer at jgaston@hw-foundation.com.

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 Grants 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).
Use Google Chrome browser compatibility.
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 have the option to “Abandon” the request.

To make user changes:
Have the organization’s executive director email the Grants Associate at rstaley@hw-foundation.com 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 required at the end the grant time frame, requesting a narrative about the outcome of the grant and a grant expenditure report. Some final report forms provide an opportunity to include a renewal request.

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 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. If your organization is in need of a system to manage grants received from all of its donors, Foundant also offers a product called Grant Hub that is designed for this purpose.

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 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.

Letter of Inquiry
A short form used to gauge the interest of the Foundation that is only required of New Applicants requesting a grant of more than $30,000

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 disbursed at one time, but spent over multiple years, or where funds are committed to be disbursed and spent over multiple years

New Applicant
An organization that has never received a grant from the Foundation

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
A Letter of Inquiry or 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 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?
If you have questions regarding request content or any part of the grant process, contact Julie Gaston at jgaston@hw-foundation.com.
If you have questions about system use, including logging in, contact Renee Staley at rstaley@hw-foundation.com.