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GRANTMAKING PROCESS

DF follows the following process for its programmatic and general operating grants (multiyear grants are invitation only.)  See What We Fund  for more information on the types of grants DF considers.

Overall Process

Deaconess Foundation likes to get to know potential grant seekers, and to ensure all potential grant seekers understand what the Foundation funds before it asks for written submissions. As a result, people at organizations seeking grants should reach out to Cathy Belk to start a discussion.  Please read the What We Fund section of the website first before you reach out, because the Foundation’s grantmaking is narrowly (and deeply) focused. This information is provided on the website so anyone seeking a grant is able to understand the types of considerations and projects which are most likely to receive funding, and to ensure all potential grant seekers are spending their time wisely.

As we get to know each other, if the Deaconess Foundation team feels the organization, initiative or project may be a fit for funding, the team may ask you to fill out either a Letter of Inquiry or invite you to fill out a proposal. The Letter of Inquiry is seldom used but can be helpful, especially to enable the “get to know you” process and to ensure the Foundation staff doesn’t waste a grant seeker’s time.  If an LOI is requested, a grant seeker will be provided an access code to fill this out on our grants dashboard.  After reviewing the Letter of Inquiry, the Deaconess team may invite further information via a proposal. This does not happen in every case, because the Letter of Inquiry is used to assess a grant seeker’s fit with the Foundation’s grantmaking approach.

Application Submission

Once an invitation to submit a proposal has been extended, the organization will be given an access code that can be used to enter our grants dashboard. Application questions for DF’s programmatic and general operating grants can be viewed here.

Application Security

At the Deaconess Foundation, we prioritize the security and confidentiality of our grantees’ financial and organizational data. Our grant management system, Foundant, is designed with robust security measures to safeguard sensitive information.

Security of Your Information in Foundant
Foundant hosts all data to meet stringent industry standards for security and compliance. These include third-party security attestations ensuring risk management protocols are in place.

Grantees can access Foundant’s System and Organizational Controls (SOC) Report (further verifies that security controls are properly implemented and maintained), through an independent assessment conducted by Linford & Co.

Additionally, as of October 7, 2024, Foundant holds a Cyber Security Essentials certification issued by the IASME Consortium, which can be downloaded for review.

For additional details on Foundant’s security, compliance, and privacy measures, please visit their Security Center here: https://www.foundant.com/security/#security.

Proposal Review

Deaconess Foundation staff will follow up on grant applications to learn more. A visit to the organization and/or a conversation with agency leadership including finance and relevant program director(s) may be scheduled. The staff then prepares materials for review by the Grants Committee, which then makes a recommendation to the Board of Trustees. The Board makes the final decision on all grant proposals at its regularly scheduled meetings.

      • 2025 Q1 Board Meeting: Feb 27
      • 2025 Q2 Board Meeting: May 29
      • 2025 Q3 Board Meeting: Aug 28
      • 2025 Q4 Board Meeting: Nov 20

Communication

Applicants will learn of the Board’s decision as soon as possible, and no later than two business days after the Board meeting, by phone or email to the primary contact.

Grant Agreement

The specific terms and conditions of each grant are summarized in a Grant Agreement, which is to be submitted through the Grants Dashboard.

Grant Payment

Funds will be transferred via ACH. Grantees will be asked to complete a Payment Information Form through the Grants Dashboard. Funds will be released within two weeks of receipt of the Grant Agreement and Payment Information Form.

Grant Follow-Up

Deaconess Foundation staff hold follow-up conversations at a minimum twice a year or quarterly during the grant period. A written report on progress towards performance outcomes is requested at the 6-month mark, and a final report 13 months after the grant award or at the same time as the next request to the Foundation, whichever comes first. Grant Follow-Up Forms are specific to each grantee and are available on the Grants Dashboard.

Special Grantmaking

DF offers some special grantmaking programs, which may follow a different process. Learn more on the Special Grantmaking or Mission Outreach pages.

Questions?

If you have any questions about submitting an LOI or the grantmaking process, contact Cathy Belk at cbelk@deaconessfdn.org.