Reporting

We value relationships with our funded organisations, so we want to keep in touch with you during your grant period. We’re also mindful that your time is valuable, so we’ll try to ensure that the contact we have with you is proportionate and appropriate.

If you have any queries about your grant or need to tell us about any changes, you can contact your Funding Officer or email funding@therobertsontrust.org.uk.

Our Grant terms and conditions outline the types of changes you should tell us about, if and when they occur.

Reporting

Your grant year will run for 12 months from the date we release your first payment.

Wee Grants

If we awarded you a Wee Grant, you don’t need to send us a report at the end of the year.  We’re happy to hear from you, however, if there is anything you want to share with us!  We love hearing how our funding has helped your organisation make a difference to the people and/or communities you support.  You can send pictures, videos, quotes, press articles or anything else to weegrants@therobertsontrust.org.uk.

Grants of £5,000 or over per year

If we awarded you a grant of £5,000 or more per year, at the end of each year and before we release your next payment (if applicable), we’ll ask you to send us a report telling us about your progress and the differences your work has helped to make, along with a copy of your organisation’s annual accounts. We’ll send a series of three reminder emails with a link to our online End of Year Report, which we’ll ask you to send us approximately 2 weeks before your next payment is due.  When your grant comes to an end, we’ll send you a link to our online End of Grant Report to complete. 

We have designed our report template to be light-touch and accessible, and we hope you’ll find it easy to use.

If we funded you before September 2024, in your report, we’ll ask you to tell us about:

• the activities/services our funding has helped you to deliver and how these have benefitted the people you support;
• any significant changes to the funded work, or your organisation, over the past year, or any challenges encountered;
• any underspend in our funds. In general, we are unlikely to ask for an underspend to be returned to us. We will be happy to work with you to reassign the funds or extend your funding period;
• any other funding in you have in place towards this work for the year ahead, including the source and amount;
• your future plans for this work.

Please feel free also to attach any supporting documents you might have, such as evaluations, stories about the people you have supported, photos etc.

You can see inside our online reports here (PDF format):

• End of Year Report
• End of Grant Report

In September 2024 we introduced some changes to our reporting forms, to have a clearer focus on the differences our grant holders’ work is helping to make.

If we funded you after September 2024, in your report, we’ll ask you to tell us about:

• the activities/services our funding has helped you to deliver;
• the differences or outcomes your work has contributed to making for the people/communities you support, and what has helped to make those differences;
• any significant changes to the funded work, or your organisation, over the past year, or any challenges encountered;
• any underspend in our funds. In general, we are unlikely to ask for an underspend to be returned to us. We will be happy to work with you to reassign the funds or extend your funding period;
• any other funding in you have in place towards this work for the year ahead, including the source and amount;
• your future plans for this work.

Please feel free also to attach any supporting documents you might have, such as evaluations, stories about the people you have supported, photos etc.

You can see inside our online reports here (PDF format):

• End of Year Report
• End of Grant Report

Whilst we’d prefer you to use our online reports, if you find this challenging for any reason, we would be more than happy to discuss alternative reporting methods with you. Please contact your Funding Officer, call us on 0141 353 4321 or email funding@therobertsontrust.org.uk to discuss.

Your Funding Officer may also wish to call or visit you at various points during your grant, to see how you’re getting on, learn more about your work and check if you need any support from us. They will let you know when and how often they’d like to visit or call and will arrange for these to take place at a mutually convenient time.

As you approach the end of your grant, we know you may be thinking about further funding. If you have a Small or Large Grant, you can reapply from 6 months before the end of your grant period. If successful, we would not release any funds before your existing grant ends and you’ve sent us your End of Grant Report. 

If you have a Transport Grant from us and you would like to apply for further Transport funding, we would ask you to contact us first to discuss this. We are unlikely to provide funding towards the purchase of a new vehicle year on year, for example, for organisations who have multiple vehicles and are looking to replace these. We may, however, consider further funding towards transport-associated running costs or ongoing vehicle lease costs, in which case you can re-apply 6 months before your current grant ends.

How we use the information you provide

We will use the information you provide in your report to see how your work is progressing, so that we can release any further payments to you.

We will also use it for our own learning purposes. We may share this information with our staff and Trustees and, from time to time, may also share information externally, with other funders, third sector organisations and statutory bodies.

The information you provide may also help us to identify common themes and trends in the sector that we’ll use to inform how we can better support our funded organisations.

Learning, networking and support

Alongside grant funding, we also offer non-financial support to enable grant holders to strengthen their capacity, skills and capabilities in different areas. We call this Funder Plus support. You can find out more about this here.

We hope to be able to offer our grant holders opportunities to come together with other funded organisations, to share learning, good practice and to build connections with one another. We’ll let you know of any upcoming opportunities that may be of interest to you.