CDP Production / R&D - Grantee Guidebook

This guidebook leads California Humanities’ California Documentary Project: Production AND Research & Development Grant recipients in managing their grant. Grantees should reference their grant agreement for full details and terms of the grant. Below is a checklist outlining major steps.

Please note that the following requirements and steps may be the responsibility of either the Project Director (PD), the Authorizing Official (AO) at the grantee organization, or both.


California Humanities Contact Information

Primary Contact: John Lightfoot, Dir. of Media & Journalism Programs, jlightfoot@calhum.org

Grants Manager: Brett Connor, bconnor@calhum.org


 Start of Grant Period

□ Sign Grant Agreement

The grant agreement will be sent to both the Project Director and the Authorizing Official electronically via AdobeSign. Follow the instructions in the email communication, and the signed agreement will be submitted to us automatically. Upon receipt, you will receive the first installment of your award.

□ Images

Provide California Humanities with project images for communications purposes.

□ Announce Award – Social Media & Press

After California Humanities’ publicizes the grant, announce your grant using the CDP Press Release Template and on social media using social media badges.

Connect with California Humanities on social media. 

Add California Humanities’ logos to your website and marketing materials.

(See Logos & Publicity Materials for social media badges and social media sites, and logos).

□ Thank you letter to elected officials

Send a thank you letter (template here) to Congressional Representatives (find them here) and elected officials. Send a copy to John Lightfoot.

□ Orientation Webinar

Participate in grantee orientation webinar (a recording will be made available). Ensure that you understand all of the requirements of the grant.


 During Grant Period

□ Communication with Staff

Keep CH staff informed of major project updates, events, and opportunities. In addition to wanting to stay informed about the project, staff is also happy to attend project convenings, preview screenings, presentations, and provide informal advising when requested and as appropriate.

□ Grantee Convening

Attend the annual CDP grantee meeting.

□ Reporting

Track expenses and project activities in anticipation of second grant payment.

□ Project Changes

Request approval of proposed project change(s) (if any) in personnel, timeline or scope of activities in advance through a Change Request Form on the grantee portal.

□ Logo & Acknowledgement

Prior to public presentation, e.g. broadcast, festivals, online distribution, etc., provide staff sample acknowledgment language and logo placement for review.

□ Project Preview

Prior to any public presentation, provide staff with the final version of the produced project for preview in advance.


 Interim Report Requirements (CDP Production Grants ONLY)

Overview

CDP Production grants require the submission of an Interim Report in order to receive the next 40% of awarded grant funds. You may submit your Interim Report at any time you have expended the first 50% installment of funds. You can access the online reporting form through the grantee portal.

□ Project Activities

The online reporting form in the portal will give you space to write about project activities to date, including:

  • Research
  • Meetings or consultation with humanities advisors
  • Fundraising
  • Production
  • Outreach
  • Details for confirmed public activities/presentations
  • Other major project activities and developments

□ Interim Budget Reporting

An Interim budget reporting form is required, showing how California Humanities funds have been spent SO FAR.

A budget template is provided. (TIP: Rather than starting from scratch, make a copy of, and edit the budget file you created for the application.)

□ Press Coverage (optional)

If your project has garnered any publicity or press coverage, please upload the files here.  If they need to be mailed, please mark the documents with your grant number, and mail to:

California Humanities
538 9th St Ste 210
Oakland, CA  94607
Attn: CDP

□ Certification by Authorizing Official

This task asks for the Authorizing Official to approve and sign this Interim Report. There are specific how-to instructions described in the task.


 Final Report Requirements

Overview

Project Directors should reference the grant agreement for full details and terms of the grant. You may submit your Final Report at the completion of the proposed project or once your project activities have concluded, but no later than 90 days following your official grant end date (see your award letter for exact date). Please be aware that failure to submit a Final Report will result in disqualification of eligibility for the Project Director and Grantee organization to apply for future grants.

A complete Final Report consists of the following items, which are submitted on the grant portal.

□ Online Reporting Form

This form asks for information about the tools produced, press coverage, and an overview of budget figures.

□ Project Director Narrative/Self-Evaluation

Please use this task to tell us about your project goals, objectives, and outcomes. Your responses are for internal institutional learning only, so please be as candid as possible. 

Create a Word document or PDF. Enter your responses below each question and add space as needed. 

Upload the finished document to the appropriate task in the grant portal.

  1. List each of the goals and objectives you described in your original proposal and explain your progress towards achieving them.
  2. Please tell us why (or why not) you feel your project enhances our understanding of California and its cultures, peoples, and histories?
  3. If you established partnerships/collaborations with other organizations as a result of this project, please name the organizations, provide brief descriptions of each and explain the nature of the partnerships/collaborations.
  4. Who were your humanities advisors for this project (name, title, email address), what were their roles, and how would you assess their contributions to the project?
  5. Did this California Humanities' grant help you attract additional funding or support for this project?
  6. Did your documentary garner any awards or recognition? If yes, please list each award separately and include the award name, name of organization that gave the award, location and any other significant details about the award.
  7. What are the next steps, if any, you will take with this project?
  8. In conducting your project, what worked particularly well? What would you do differently?
  9. What do you think California Humanities could do differently to improve the program?

□ Final Budget Report Form

Upload a completed Production or R&D budget noting matching fund totals to the grantee portal.

Templates are provided just above.  (TIP: Rather than starting from scratch, make a copy of, and edit the budget file you created for the Application or Interim Report.)

Programming Activities & Attendance

Enter summary information from the programming log you started filling out when your programming began.

□ Proof of Acknowledgement

Flyers, posters, press releases, etc. showing acknowledgement of California Humanities' support.  This should be scanned to a PDF and uploaded to the portal. If this is not possible, hard copies can be mailed (see above).

□ Final Production

Provide full resolution copies of final productions once completed.  A link can be shared for download, or a portable drive may be mailed.

California Humanities
538 9th Street, Suite 210
Oakland, CA 94607

Attn: Grants Mgr

Make sure to include your grant ID on this package.

□ Certification by Authorizing Official

The Authorizing Official of the fiscal sponsor or applicant organization must sign off on the final report. Add collaborators to access your grant portal. There are specific how-to instructions described in the task.


 Beyond the Grant Period

□ Premieres, Broadcasts, Exhibitions, Public Programs, Launches, etc.

Let CH know in advance when project premieres, launches, is broadcast, etc. We will help promote and attend events, when possible. As always, CH is interested in co-sponsoring or co- presenting your screenings and events whenever possible. Please contact staff to discuss.

□ Thank You Letters

Send a second thank you letter (template here) to Congressional Representatives (find them here) and elected officials. Send a copy to John Lightfoot.

□ Project Activities

Continue to send CH advance notice of screenings, events, awards, and other activities throughout lifespan of project.


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