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Enhancement & Restoration Project Management & Reporting

Attention Project Leaders! Enhancement & Restoration Grant Report templates have been updated for 2019. There are now three grant report templates: Seed Grants, Annual Grants, and Final Year Reports. Please ensure you use the correct and up-to-date form for your project type. 

On this page, you will find everything you need to manage your HCTF grant:

Reporting Requirements

Why do we have reports?

HCTF requires grant reports for several reasons. We have a responsibility to our contributors to ensure that funds are invested in activities and projects that contribute to conservation of fish, wildlife, and habitat in BC. Grant reports are one method HCTF uses to evaluate both compliance with the proposal (that the funds were used for the activities and goals for which they were intended) and conservation outcomes (or reasonable progress towards them). In addition, reports provide information and context for proposal review for continuing projects.


Report Submission

Consistent with HCTF’s operating cycle and with the end date of most conditional grant agreements, projects must be completed by March 31st. However, Project Leaders have an additional two weeks to complete and submit their reports if needed. All grant reports are due April 15th. Once you have completed your report, please email it to reporting@hctf.ca. Along with the report, please attach original, high-quality photos of any fieldwork components of the project, and let us know to whom the photo is to be credited (if required). Note that the final invoice should be submitted at the same time as the grant report.

 

Reporting Templates

Seed Grant Form

This form is to be completed only for seed grants. It is meant to better reflect the purposes of a seed grant, which is intended to support development of a full HCTF Enhancement & Restoration Grant proposal.

Seed Grant Report Form Template

Seed Grant Report Instructions


Annual Grant Form

Choose this form for single year projects, or for each year of a multi-year project except the final one.

Annual Grant Report Form Template

Annual Grant Report Instructions


Final Year Grant Form

This form is to completed for the final year of a multi-year project. It includes the annual grant report form for the final year, and the multi-year project summary.

Final Year Grant Report Template

Final Year Grant Report Instructions



Details on Grant Report Types

Seed Grants 

New this year, is a report form specifically designed for Seed Grants (please see report template and instructions). A seed report should describe the activities undertaken with the seed funding and whether or not the project has led to, or will result in, a full proposal next year, and if not, why (e.g., project is not feasible based on the work done for the seed project, etc.). Even if a full proposal has been submitted, a seed report should provide enough detail to assess which of the proposed activities were conducted and their results; as with all grant reports, it must provide enough information for us to evaluate the activities without relying on other documents.


Annual Grants

HCTF requires project leaders to submit an annual grant report describing activities and expenditures undertaken with HCTF funding under that year’s Conditional Grant Agreement (please see report template and instructions). Reports are reviewed by staff to ensure the objectives and activities in the approved project proposal are met. The final invoice for each year of the Grant Agreement will only be paid when a Grant Report has been received and approved by HCTF. Please ensure you:

  • Clearly tie the activities in your Grant Report to the activities planned in your approved proposal
  • Report if some objectives or activities could not be completed as proposed and explain why
  • Make sure the expenditures you provide in your Grant Report match the expenditures invoiced to HCTF for the year of the Grant Agreement

 

Final Year Reports for Multi-Year Grants (formerly called “Multi Year Reports”) 

For projects spanning more than one year, the multi-year final report is a summary or roll-up of all the completed activities and results across the years of the project. 

Example for a 3-year project:

Year 1 – submit an annual Grant Report by April 15th to receive the 20% holdback on the Year 1 budget.

Year 2 – submit an annual Grant Report by April 15th to receive the 20% holdback on the Year 2 budget.

Year 3 – submit a Final Year Grant Report by April 15th (Sections 1 -10 cover the Year 3 activities and expenditures and Section 11 summarizes Years 1 through 3 inclusive) to receive the 20% holdback on the Year 3 budget.

Use the provided template and instructions and email the completed document along with your final invoice to reporting@hctf.ca 

 

Contract Extensions for Annual and Multi-Year Projects

In some cases, a project may have a Contract Extension concurrently with another funded year of the project. HCTF requires a separate Grant Report for each year in this case. For example, a multi-year project may  receive a contract extension to complete Year 1 activities concurrent to activities already approved for Year 2. Each of these proposals is considered a separate contract. Therefore, you must report for each of them separately by completing a Grant Report for each of these project years, reporting against their respective proposals. That is, you would submit a Grant Report for Year 1, reporting against the Year 1 proposal; and another Grant Report for Year 2, reporting against the Year 2 proposal, even though the Year 1 activities took two years and happened at the same time as the Year 2 activities.

 

Other Reports

 Technical Reports

Some HCTF projects produce a comprehensive technical report detailing the methods and analysing the results. Technical reports may require more time to complete and are therefore not tied to the final payment if the Grant Report is complete. HCTF requires an electronic copy of the technical report once it is completed. Ideally, we would like to receive it as an attachment to the Final Year Grant Report. If your technical report is not complete at the time of submission, you must complete the “Results & Discussion” section of the HCTF Enhancement and Restoration Grant Report.

 

Peer-Reviewed Journal Articles

Some projects may produce information that will be published in a peer-review journal. These articles do not constitute a final report, but are of interest to HCTF. We recognize that published journal articles take time for publication. Please send us a PDF copy of the published article or a link to the article, once it is available.

 

Additional Instructions

Project Change Requests

If circumstances have changed and your approved project requires modifications from your original proposal in terms of objectives, activities/methodology, or budget allocation, you must submit a written request to HCTF using the Project Change Request Form. Please submit completed requests to kathryn.martell@hctf.ca . Depending on the nature of your request, it will be reviewed by either HCTF staff or an appropriate technical review committee.

 

More Information on Contract Extensions

If you are unable to complete your project within the fiscal year of your Conditional Grant Agreement (April 1 through March 31st, unless otherwise specified), you will need to request a Contract Extension (also known as a Carry-Over) to extend your Agreement into the next fiscal. The annual deadline for contract extension requests is February 15th: please complete the Contract Extension Request Form and email it to reporting@hctf.ca.

Please note that even though activities and expenditures will occur in the following fiscal year, they will still be invoiced and reported on under the original Agreement. The Grant Report (see below) will be due when that year’s activities are complete.


Conditional Grant Agreements

Please note that your project final approval is subject to you (or you organization) entering into a Conditional Grant Agreement with HCTF. In the weeks following the receipt of your preliminary approval letter, you will be mailed two copies of a conditional grant agreement and an accompanying checklist. Please read your grant agreement carefully, and complete all requirements on the checklist before returning to HCTF. Questions? Please contact our Financial Officer.

 

HCTF Acknowledgement

The support provided by HCTF must be acknowledged in any publicity issued, printed or distributed, including signs, displays, reports, announcements, articles, press releases, or media interviews. Full information on HCTF communications guidelines and copies of the HCTF logo are available here.