GRANT APPLICATION GUIDELINES
The Kirkpatrick Foundation lends support to organizations with projects and programs that compliment the vision and mission of the Foundation, within the primary fields of interest of Arts and Culture, Education, Natural and Built Environments, Animal Research and Conservation. We encourage preliminary discussion to explore potential project proposals.
Grant proposals are considered only from not-for-profit organizations qualified as public charities under Section 501(c) (3) of the Internal Revenue Code. Organizations should have at least a three-year track record of programming and have maintained current financial records, a working board of directors and management, governance and accountability structures in place. Organizations are encouraged to develop a three-year plan to achieve self-generated operating funds and should demonstrate 100% of board personal giving to the applicant organization.
The Foundation also considers requests from public and private educational institutions and faith-based educational programs. Priority is given to organizations serving Oklahoma with particular emphasis placed on programs and services directly benefiting citizens of the Oklahoma City metropolitan area.
Organizations who receive an award in one calendar year may not reapply in the next consecutive year unless the Foundation has received a final report in a timely manner. Multi-year requests are not typically considered. Organizations less than 3 years old and/or those requesting $5,000 or less, may submit a small grant request. (See instructions below)
Non-Qualifying Requests
Capital campaigns and endowments are not regularly funded. Grants may not be used to fund indirect costs or foundation fees. Grants are not awarded to:
- Individuals
- Lobbying Organizations
- Medical and Health Related Causes
- Social Welfare
- School Trips including for marching bands
- Athletic Programs
Deadlines and Instructions
Organizations are encouraged to contact the Foundation beforebeginning the grant application process to determine if the project idea is compatible with Foundation interest areas. First time applicants must complete an on-line eligibility quiz to access the Small Grant Application or Letter of Inquiry. A copy of the determination letter from the Internal Revenue Service granting the 501©(3) designation must be on file with the Kirkpatrick Foundation at the time the request is submitted. Please be aware that access to the online application system is password protected and that the Foundation does not have this information on file. The organization should maintain the password in a secure location for easy retrieval by the staff.
Small Grant Request
A small proposal of $5,000 or lessmay be submitted by completing the electronic Small Grant Application. These requests may be submitted throughout the year, for futureproject activities not already funded by the Foundation. The Foundation does not fund projects retroactively. It is important that a compelling description is provided and that organizational capacity to implement the project is evident. Small grant requests will typically receive notification of a funding decision within 30 days of submitting the application.
Large Grant Request
The Large Grant application procedure is a two-step electronic process beginning with a Letter of Inquiry. There is no set upper limit on the amount requested, but you may wish to seek advice from Foundation staff on an appropriate range.
Step 1. Letter of Inquiry
An electronic Letter of Inquiry (LOI) is required before a formal proposal may be considered. The LOI requires a brief description of the purpose of the project, what the project hopes to achieve, start and completion dates and amount requested. The description should be concise, compelling and clear and capture the essence of the project. Letters of Inquiry are due one of two dates each year: June 1 or December 1. If approved, the organization will be notified via email and the link will be opened to allow access to the second step application form. Notification is typically made within two weeks of the deadline.
Step 2. Grant Proposal - Application
The formal proposal application,·completed in full,·plus required attachments or supporting documents are due no later than July 15 or January 15. Proposals may be submitted any time prior to the deadline and applicants are encouraged to submit proposals early if possible. All applications must be submitted electronically through the Foundation e-grant system. Mailed, faxed or e-mailed proposals are not accepted.
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Attachments or other supporting documents may be sent electronically or by regular mail. These include include a cover letter, fact sheet or brochure about the project and organization, as well as brief biographic information·about primary staff involved in the project. In addition, the most recent audited financial statement and balance sheet, annual budget with income and expenses for the current year and an executive summary of the organizations’ strategic plan are required.
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Proposal Review Process
Each request is judged based on criteria established by the Foundation Board. These include percentage of board giving, fiscal and organizational stability and health, description, purpose and anticipated impact of the project, plan for sustaining the project beyond the Foundations’ support, an evaluation component and explanation of community partnerships. It is suggested that this information be gathered beforebeginning the on-line application. Foundation staff may request additional information or clarification during the application review process to assist the Board in making a·final decision.
Award Notification
Each applicant will be notified by mail of the Board’s decision. For those proposals approved, an Agreement Form will be enclosed and must be completed and returned to the Kirkpatrick Foundation beforegrant checks are dispersed. The Agreement Form will outline terms and conditions of the grant and detail expenditure of grant funds, publicity, and appropriate acknowledgement of the Kirkpatrick Foundation. Grant decisions are made by the Board of Trustees in late March and September.
Final Reporting
All grant recipients are required to submit a Final Report, available as a PDF on the Kirkpatrick Foundation web site. The report is required to be mailed in with supporting materials, within eleven months of the award. The report should include a description of the project’s implementation, lessons learned and any unanticipated outcomes. Publicity showing Kirkpatrick Foundation recognition may be attached. Any significant deviation from the original proposal should have received prior approval from the Foundation and should be so noted in the Final Report.
The Foundation will profile exemplary projects it supports, best practice findings and notable accomplishments on the Kirkpatrick Foundation web site to assist others considering similar efforts. Return to the menu to read about such projects.
Begin Letter of Inquiry - for requests over $5,000
Return to Existing Application Process
Small Grant Application ($5,000 or less)