Grant Reporting Requirements for Current Grantees

Please note: All referenced forms can be found at the bottom of this page.

College Access Foundation of California requires:

  • Narrative and financial reports from all grantee organizations. Please refer to your grant award letter for your reporting schedule.
  • Data on students affected by work undertaken with the Foundation’s grants. These include scholarship recipients and students impacted by FAFSA, expanded financial aid guidance, and persistence and completion work supported by the Foundation.

All grantees receiving College Access Foundation of California grants for scholarships are asked to review and abide by the Foundation’s  Scholarship Grant Award Policies. (See document below. Please note that this document was formerly referred to as “Best Practices.”)

Narrative and Financial Report Instructions

Interim Narrative and Financial Reports are required each year during a multi-year grant, and may be required mid-year for some grants—particularly if a grantee is seeking renewal funding from the Foundation.

Final Narrative and Financial Reports are required for all grants once all grant funds have been spent and all funded work has been completed.

Report Submission

Grantee Narrative and Financial Reports should be submitted online through our grantee portal: click here.

Please complete and submit the Narrative Report (Interim or Final) online.

Please also complete a separate Financial Report for each grant report and upload as an attachment to the Interim or Final Narrative Report on the portal. For multi-year grants: if you are partway through your reporting cycle, you will need to retroactively enter information for prior reporting periods (years) on the Financial Report form. (See Financial Report form below.)

Accessing the Portal

If you have an existing portal account connected to your organization, you have access to your organization’s grants and grantee reports. If you do not have a portal account and need access, or a different person at your organization needs access, create a portal account by clicking the Register button on the login page, and email support@collegeaccessfoundation.org to request access to the organization’s grantee reports.

The designated report contact for each grant received instructions on how to use the portal in June 2012 and a portal account was created for them. The report contact for the grant will receive automated email reminders about upcoming or overdue reports. If the report contact for your grant changes, please notify us.

If you have any questions about completing or submitting your grant reports, contact Joanna Saracino, Program Associate, at jsaracino@collegeaccessfoundation.org or (415) 287-1811.

 

Student Data Report Instructions

The College Access Foundation requires grantees to submit student data for every Foundation-funded scholarship for each academic year for which scholarships were awarded. Grantees submit these reports through the Beyond 12 Platform or our secure online database, Quickbase (currently separate from our grantee portal used for the interim and final grant reports). In addition, College Access Foundation requires that grantees that receive program support for implementing expanded financial aid guidance, FAFSA completion, and/or persistence and completion strategies provide certain data on all students who receive these services.

For more information on data submission, including requirements and deadlines, please see the appropriate Student Data Collection Requirements document below. (Grantees submitting data for Foundation-funded scholarships should access the Student Data Collection Requirements—Scholarships document. Grantees that receive program support for implementing expanded financial aid guidance, FAFSA completion, and/or persistence and completion strategies should access the Student Data Collection Requirements—Other Programming document.) If you have questions regarding your grant and these data collection categories, please contact your Program Officer.

All students referenced above must sign and submit one of the student data release forms below. For grantees receiving support through the Los Angeles Scholars Investment Fund (LASIF) – a joint initiative of College Access Foundation of California and the California Community Foundation – please have your scholarship recipients use the LASIF Student Data Release Consent Form, available below in English and Spanish. All other grantees reporting student data should use the General Student Data Release Consent Form, available below in English and Spanish.

If you have any questions about reporting student data, please contact Joanne Lacsina, Reasearch and Data Analyst, jlacsina@collegeaccessfoundation.org.

 

Grant Reporting Forms

 


Title Size
LASIF Student Data Release Consent Form_Spanish 22.26 KB
LASIF Student Data Release Consent Form 25.21 KB
General Student Data Release Consent Form 143.98 KB
Student Data Collection Requirements - Scholarships 91.09 KB
General Student Data Release Consent Form - Spanish 141.10 KB
Expenditure Report - Program Support 17.50 KB
Financial Report 26.67 KB
Scholarship Grant Award Policies 51.55 KB
Student Data Collection Requirements - Other Programming 134.81 KB