Advancement · Grants & Funding

What the funder said,
and what you both promised.

Log every contact with a foundation, corporate or government funder: the purpose, what was said, the promises on both sides with due dates, and whether the answer is saved in writing. Overdue promises and change requests without written approval rise to the top.

Log a contactWhat you get
$19one-time · every device you sign in on
Buy · $19

Included with Caveat Classroom and Whole-school licenses. Or get it in the Grant writer’s desk, $49 for 32 items.

Funder contacts

The worked example is two made-up funders: a community foundation call before a letter of inquiry, and a federal budget change still waiting for written approval. Contacts save on this device only.

Loading the contact form. If nothing appears, turn on JavaScript.

What you get

Advancement · Grants & Funding$19 · included with Classroom and Whole-school licenses

What you finish with
An entry per contact with the funder and program, contact role, date, channel and purpose; a summary; whether the answer is in writing; promises from each side with due dates and status; the next follow-up; flags for overdue and near promises, change requests without written approval and passed follow-ups; contacts and open promises per funder.
Who it is for
Grant writers, development directors, grants managers and program directors at schools, districts and nonprofits.
Format
Browser log with a saved entry per contact. Prints an entry, the full log or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$19 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Grant writer’s desk ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Grants & Funding space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Log the contact the same day, while it is fresh.
  2. Write the summary in the funder’s words where you can.
  3. Add every promise with a due date, theirs as well as yours.
  4. Ask for important answers by email, and mark them saved when they arrive.
  5. Check the follow-up list each Monday.

Log a contact

Said, promised, in writing

Every contact leaves a trailSaidIn their own wordsPromisedWho owes what, whenIn writingEmail or letter, savedEvery contact leaves a trailSaidIn their own wordsPromisedWho owes what, whenIn writingEmail or letter, saved
Program officers change jobs and memories fade. An answer you cannot point to in writing is an answer an auditor will not accept.

Change requests

Under the federal grants rules, many budget and program changes need the agency’s prior written approval (2 CFR 200.308). Recipients may usually extend the period of performance once, for up to 12 months, by telling the agency in writing at least 10 days before it ends, unless the award says otherwise. Foundations set their own terms; get any change in writing either way.

Before you apply

Most funders welcome a short call or email before an application. Ask about fit, size and timing, and log the answer; a note that the program officer suggested leading with attendance data is worth having when you write.

Sources

  1. Code of Federal Regulations, 2 CFR 200.308, Revision of budget and program plans (ecfr.gov).
  2. Code of Federal Regulations, 2 CFR 200.334, Record retention requirements (ecfr.gov).
  3. Candid. Foundation Directory and GrantSpace guidance on contacting funders (candid.org).
  4. Grants.gov. Grant Terminology and the role of the grants management officer and program officer (grants.gov/learn-grants).

The worked example is made up. Federal rules are stated in general terms; your award and the funder’s terms come first. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.