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How can you ensure that you review grant contracts properly?

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Grant contracts are legally binding agreements that define the terms and conditions of a grant award, such as the scope of work, budget, reporting, and compliance requirements. Reviewing grant contracts properly is essential to avoid misunderstandings, disputes, and penalties that could jeopardize your project and reputation. Here are some tips to help you review grant contracts properly.

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1 Read the contract carefully

The first step to review a grant contract is to read it carefully and thoroughly. Do not assume that the contract reflects exactly what you discussed or proposed in your application. Look for any inconsistencies, errors, or ambiguities that could affect your performance or obligations. Pay attention to the definitions, clauses, and appendices that may contain important details or exceptions. If you have any questions or concerns, contact the grantor for clarification or negotiation.

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Susan Kimathi

Development Specialist/Social Innovator & Founder/Board Member. Expert in social impact strategy; lifecycle program mgt; technical & organizational leadership; tri-sector partnerships & results-based management.
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These are excellent tips for the grantee. In addition, it is in the interest of the grant maker to ensure that grant is consistent with what is in the proposal and what may have been discussed in the course of negotiations. You want to make enable your grantee to comply because you either win together or lose togethShould what has been discussed in the negotiations changed the scope of any elemnt of the proposal, make sure it is documented for institutional memory. Documentation can be through a revised proposal or an ennexure to the proposal that becomes part of the agreement.

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Lilian Mbatha

Grants Management Specialist | ESG Global Expert | Policy Development | Risk and Compliance | Proposal Development and Budgeting | Certified Lean Six Sigma BlackBelt | Strategist | Researcher | Board Member| Founder |
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Thorough grant contract review involves careful reading of terms, highlighting key points, and confirming accurate grant details. Understanding project scope, obligations, and payment terms is crucial, while noting intellectual property clauses and confidentiality rules is essential. Awareness of liability, termination conditions, and dispute resolution methods is important. Seeking legal advice for complex contracts and maintaining thorough records ensure a comprehensive and effective review process.

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Christie A.J. Moore, BS, CRA, GPC, RSM

20+ Years in Project Management & Fiscal Compliance | Grant Writing Expert | Experienced in Federal Funding & Nonprofit Support | Certified Research Administrator & SCRUM Master
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A basic but invaluable concept is not to sign it until you understand it. Sometimes organizations are excited about receiving grant funding and will accept the terms and conditions without understanding them or being able to execute on them. Your organization's resources will also be committed so please make sure the terms and conditions are understood AND mutually beneficial.

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2 Compare the contract with your proposal

The second step to review a grant contract is to compare it with your original proposal and budget. Make sure that the contract aligns with your project goals, objectives, activities, and outcomes. Check if the contract allows any flexibility or changes in your work plan, such as reallocating funds, modifying timelines, or adjusting indicators. If there are any discrepancies or gaps between the contract and your proposal, discuss them with the grantor and request amendments if needed.

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3 Review the compliance and reporting requirements

The third step to review a grant contract is to review the compliance and reporting requirements. Compliance requirements are the rules and regulations that you must follow to fulfill the grant contract, such as ethical standards, financial management, data protection, and audits. Reporting requirements are the deliverables and documents that you must submit to the grantor to demonstrate your progress and achievements, such as narrative reports, financial reports, and evaluation reports. Make sure that you understand and agree with the compliance and reporting requirements, and that you have the capacity and resources to meet them.

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CPA Christine Nambiro

Financial Management Expert | Grants Management | Human Resources | Operations Management
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Always have a simplified template of the award information resources. It is important to ensure that the compliance requirements for example ethical standards and data protection are aligned to the prevailing local laws of the country of execution

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Russatta Buford

Chief Operating Officer | Process & System Improvement | Operational Alignment | Strategic Planning
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Ideally, your organization understands the general data governance policy requirements of the grantor well in advance of applying for grant funding. Accepting a grant with special requirements like GDPR or FERPA compliance is possible only if you're already prepared as these aren't endeavors you can undertake quickly and easily.

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4 Consult with your team and stakeholders

The fourth step to review a grant contract is to consult with your team and stakeholders. Your team and stakeholders are the people who are involved in or affected by your project, such as your staff, partners, beneficiaries, and donors. They may have valuable insights, feedback, or suggestions on the contract terms and conditions, and how they may impact your project implementation and sustainability. Share the contract with them and seek their input and approval before signing it.

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Russatta Buford

Chief Operating Officer | Process & System Improvement | Operational Alignment | Strategic Planning
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Consultation with colleagues across your organization is critical. With Finance, you want to make sure that financial reports are due after the monthly close and don't fall during its busy periods. If OFAC sanctions checks are required, make sure the Finance or Operations has procedures in place to meet those requirements. With Communications and the sr. leadership, carefully review any clauses regarding ownership of intellectual property. I have also found it helpful to review the timeline of key activities with the core team one last time so we're absolutely certain that capacity across the organization has not changed since the time we submitted our grant proposal.

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Jena McKinzie, MS, CNP, CFRE

Nonprofit Management + Higher Ed Advancement Professional + Fundraising Consultant = Passionate about building relationships between the donors and institutions I serve!
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In my last grant writing/ management role we held post-award grant ‘kick off’ meetings with the PI and all internal stakeholders. It was a great opportunity for all to review commitments from various departments across campus or to work out administrative kinks that may hinder the roll out of the deliverables. This final review of the award contracts and deadlines with all parties present prevented any surprise assignments or deadlines during implementation.

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5 Seek legal advice if necessary

The fifth step to review a grant contract is to seek legal advice if necessary. A grant contract is a legal document that can have serious implications for your organization and project. If you are not sure about the legal implications or risks of the contract, or if you encounter any complex or contentious issues, it may be wise to consult with a lawyer who specializes in grant contracts. A lawyer can help you understand, negotiate, and protect your rights and interests under the contract.

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6 Keep a copy of the contract and monitor it regularly

The sixth step to review a grant contract is to keep a copy of the contract and monitor it regularly. Once you sign the contract, you should keep a copy of it in a secure and accessible place, and share it with your team and stakeholders. You should also monitor the contract regularly to ensure that you are complying with the terms and conditions, and that you are achieving the expected results. If you encounter any challenges or changes that affect the contract, communicate with the grantor and seek solutions or modifications as soon as possible.

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Debbi S.

Supporting the development and sustainment of Worker Cooperatives in Colorado
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Ensuring each requirement is assigned to an individual will help everyone understand how their task will relate to the overall success and the management of team capacity. For example, assigning reporting requirements at grant period kickoff (instead of waiting a week before reporting is due) will support the implementation of measurements so that the correct information will be available for the report writer at the right time. Always keep a Budget vs. Actual report for each grant, tracking the grant categories and your accounting categories to stay on top of available funds and let you know if a budget adjustment request may be necessary.

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Jena McKinzie, MS, CNP, CFRE

Nonprofit Management + Higher Ed Advancement Professional + Fundraising Consultant = Passionate about building relationships between the donors and institutions I serve!
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I suggest the grant manager add all reporting deadlines to a shared calendar as soon as possible and build in reminders for relevant team members in advance of each deadline as well. The last thing any awardee wants is to risk losing funds or a funding relationship because of a late report.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you ensure that you review grant contracts properly?

1

2

3

4

5

6

7

1 Read the contract carefully

2 Compare the contract with your proposal

3 Review the compliance and reporting requirements

4 Consult with your team and stakeholders

5 Seek legal advice if necessary

6 Keep a copy of the contract and monitor it regularly

7 Here’s what else to consider

Grant Administration

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How can you ensure that you review grant contracts properly?

1

2

3

4

5

6

7

1 Read the contract carefully

2 Compare the contract with your proposal

3 Review the compliance and reporting requirements

4 Consult with your team and stakeholders

5 Seek legal advice if necessary

6 Keep a copy of the contract and monitor it regularly

7 Here’s what else to consider

Grant Administration

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