Grant Project Leader Toolkit

This Project Leader’s Toolbox is a collection of resources and information to guide you through the implementation of your project. Here’s what you need to know:

Funding Terms and Conditions 

When you accept your grant, you agree to the following terms & conditions when implementing your project:

1. Track all expenses and keep receipts

• You are responsible for keeping proof of payments (i.e. invoices and receipts) to account for all project expenses and submitting copies in with your project report.
• Please label all receipts to indicate what the funds were used for
• Honorarium payments can be made using etransfer or asking the recipient to provide an invoice. For etransfers, proof of payment can be a screenshot of the etransfer payment confirmation.
• Unused funds must be returned to the grant program, no later than one month after project completion. Instructions on returning funds are outlined in the project report.

2. Acknowledge the Inspiring Community Grant Program 

When promoting your project in print or online, you agree to acknowledge the support of the Inspiring Community Grant using a sentence that links to the grant webpage (https://inspired.ubc.ca/communitygrants/):

• “We gratefully acknowledge UBC Inspiring Community Grant for their financial support of our project.”
• “This community project is made possible by UBC’s Inspiring Community Grant Program.”
• If you would like to use the UBC Inspired logo, please follow this format*: “Project funded by:” [Logo File] Download the file here.

*The logo should be placed after the acknowledgement text and must not be altered. Please show any materials with the UBC Inspired logo to your staff contact before publishing (allow a minimum of two business days for turnaround).

3. Finished your project? Submit your Inspiring Community Grant Report here

Please submit your report within 30 days of completing your project. You can also upload a short story of your grant project to the regional NSG network.

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Additional Resources

WHERE TO PROMOTE

Projects should aim to reach as many members in the UBC, UNA and Musqueam communities. Here are some starting points to get the word out about your project:

• UBC Events – Add your project to the UBC Events online calendar.
• Promote through our @ubcinspired channel on Facebook  |  Instagram. To request promotions across the UBC Inspired social channels, please email info.inspired@ubc.ca with a graphic and caption. Staff will review your request and contact you to finalize details.
• Tag @ubc_inspired in your social media posts and use these grant hashtags: #communityatUBC #neighbourhoodsmallgrants #NSGStories
• Print posters and post them around the community. Please request permission from local businesses and facilities beforehand and ensure you set a calendar reminder to take down the posters after your project.
• Reach out to the Musqueam Indian Band through their Contact Us page
• UNA Community Newsletter Requirements.pdf – Submit content to the weekly UNA Community Newsletter

BEST PRACTICES TO DOCUMENT YOUR PROJECT

Storytelling is an important component to your grant project and a requirement to include in your final report. Consider these methods to capture the details of your project:

• Formal or informal surveys
• Interviews with participants and use their comments as testimonials in your report (with permission from individual).
• Observations and metrics, such as number of attendees, kits distributed, etc.

Please note: When taking photos, videos, screenshots, or any other forms of media that include participants, media consent must be collected. To collect media consent from participants, please use this media release template form or create your own using online survey tools, such as Qualtrics or Google forms.

More inspiration:

For more inspiration to build out your project, check out these resources:

• Stories of past grant projects by grant leaders like you
• Accessible and Inclusive Event Planning Guide & Checklist from UBC Equity & Inclusion Office