Reports provide an opportunity for organizations to reflect on grant projects and share insights and lessons learned. Annual reports help Roundhouse analyze our funding strategies, assess our overall impact and inform our future planning. We encourage grantees to be open and honest in sharing their challenges, frustrations and feedback as well as their successes. The lessons you learn in facing obstacles are as valuable to us as your successful outcomes.

Grant partners must complete a final report in order to be eligible for future grants. Partners are assigned digital grant reports through our online Grants Portal. Roundhouse Foundation no longer accepts paper reports. 

Written Reports

Follow these steps to submit a report:

1. Log into Roundhouse’s Grants Portal. If you can’t recall your organization’s login information, click the “forgot your password” link on the login page, enter your email and instructions to create a new password will be sent to you.
2. Once logged in, you will find report deadlines, along with other action items that need attention, listed on your Dashboard. To complete these action items, click the blue “Edit” button next to the report you’d like to complete. 

Reports generally take two to four weeks for review and processing. We may contact grant partners during that time if we have questions. If you don’t hear from us, assume the report is approved.

Verbal Reports

As an opportunity to expand accessibility and potentially ease burdensome reporting requirements on our grant partners, we offer the option for grant partners to self-select a verbal grant report meeting rather than submit a written grant report. The option for a verbal report is available for our applicants awarded a grant through our spring or fall Open Call process. The selection is indicated in the grant agreement.

Scheduling the Meeting

For those partners who select a verbal report, a Foundation representative will reach out at the end of the grant period (typically 12 months after the grant was awarded) to schedule a meeting via Zoom, phone call or in-person. The meetings are typically 30-minutes to 1-hour in length. Should you like to schedule the meeting earlier or request an extension, please let us know.

During the meeting, we hope to discuss topics like the questions below. We hope you will be prepared to reflect on the success and challenges of the project during the grant period, but you do not need to prepare anything in particular.

• What went well with your work during the grant period? What didn’t?
• How did you respond to unanticipated challenges?
• Were all of the funds used?
• Program future?
• What would you recommend to others who are trying to do the same work?
• Any other questions at the discretion of the Foundation representative and grant partner.

Following the meeting, the Foundation representative will complete a verbal report form in our grants portal with notes from the conversation. The grant partner will have an opportunity to review the report, add any additional notes/documents and submit. The reporting form can be accessed in the Foundation’s online grants portal at any time.

While the Final Grant Report meeting is the only reporting requirement, please don’t hesitate to reach out to us prior. Our team values opportunities to receive project updates, to help think through challenges, or to learn of ways we can support your work.