Pharos Fund FAQs


General

Save your application regularly. This will update pre-populated fields later in the application and protect all the information previously entered.

  • To save the application in order to return to it later, simply click “Save.”
  • When ready to re-open the application, you will find it under “pending requests.” Click on your application, and then click “edit” in the top right corner.
  • Once your application is completed and saved, click “submit” at the top of the application. Once your application is submitted, you will no longer be able to edit.

Update your organization and contact information.

  • From the main page of the grantee portal, click the link on the left side of the page called “Organizations,” then click edit.
  • To edit contact information, click the link titled “People” then edit.

Guidelines

Please review the Pharos Fund Guidelines on our website for detailed information about Community Program goals, Pharos Fund eligibility, and what we look for in a strong Pharos Fund proposal.

Can faith-based organizations apply?

Yes, faith-based organizations are eligible to apply to Pharos Fund. However, applications may not include activities that support or promote a specific religious purpose. Programming provided by faith-based applicants must be open to the wider community without regard to the participant’s religious beliefs. Programming must not include proselytizing or mandatory attendance at any religious service.


Application

Key Reminders for Select Pharos Terms

Below are key reminders for selected application terms. The reminders vary by request type, either general support or program/project, so please review carefully.

  General Support Program/Project
Request Timeline
  • Timeline for this Pharos request.
  • Should be the same throughout the application. (Narrative, participants served, expense and revenue details should all align with the request timeline.)
  • Matches organization’s fiscal year. If your timeline does not match, please contact Bohemian staff for guidance before continuing with the application.
  • Timeline for this Pharos request.
  • Should be the same throughout the application. (Narrative, participants served, expense and revenue details should all align with the request timeline.)
  • Matches organization’s fiscal year (program). If your timeline does not match, please contact Bohemian staff for guidance before continuing with the application.
Total Budget
  • Entire organizational budget.
  • Should align with the request timeline.
  • Should cover all of the participants served by the organization, regardless of geographic location.
  • Entire program budget.
  • Should align with the request timeline.
  • Should cover all of the participants served by the program, regardless of geographic location.
Pharos Request
  • Amount of Pharos funding being requested for your application.
  • Amount of Pharos funding being requested for your application.
Prior Year
  • Most recently fully completed organization fiscal year that mirrors your request timeline.
  • Most recently fully completed program year that mirrors your request timeline.
Gap Year
  • This will not apply to all, it only pertains to requests with a six-month or greater time period between the end of your fully completed prior year and the start of your request timeline.
  • Most likely, your organizations current operating year. This is different from your prior year, because the year is not complete at the time of application submission.
  • See example below under Timelines.
  • This will not apply to all, it only pertains to requests with a six-month or greater time period between the end of your fully completed prior year and the start of your request timeline.
  • Most likely your programs current operating year. This is different from your Prior Year, because the year is not complete at the time of application submission.
  • See example below under Timelines.
Participants
  • Direct: Individuals you immediately serve with your organization.
  • Indirect: Individuals impacted due to the result/action of the direct participants.
  • Participants should be counted regardless of geographic location.
  • Direct: Individuals you immediately serve with your program/project.
  • Indirect: Individuals impacted due to the result/action of the direct participants.
  • Participants should be counted regardless of geographic location.
Expense Budget Documents
  • Organization-wide expense budget that includes a column identifying line items supported by the Pharos request.
  • Should align with request budget and timeline.
  • Examples are located in the Expense and Revenue Section of the FAQs.
  • Program expense budget that includes a column identifying line items supported by the Pharos request.
  • Should align with request budget and timeline.
  • Applicants are also required to submit an organizational expense document.
  • Examples are located in the Expense and Revenue Section of the FAQs.
Revenue Budget Documents
  • Organization-wide revenue budget.
  • Should align with request budget and timeline.
  • Examples are located in the Expense and Revenue Section of the FAQs.
  • Program-wide revenue budget.
  • Should align with request budget and timeline.
  • Examples are located in the Expense and Revenue Section of the FAQs.

Type of support

Is there a funding preference towards general support vs. program/project requests?

No. We are responsive to the needs of nonprofits and allow them to determine what type of funding is most beneficial to their organization. All applications are reviewed individually across all request types.


Timelines

My Pharos request timeline doesn’t align with my organization’s Fiscal Year.

The majority of request timelines will align with an organization’s Fiscal Year. In special circumstances your program may operate on a timeline outside of your fiscal year. When this occurs additional documents are required. If your timelines do not align, please contact Bohemian staff for guidance regarding mismatched timelines.

What do you mean by Prior Year?

Your prior year is the most recent fully completed 12-months of providing services. For example, if your request timeline is 1/1/2017 – 12/31/2017 your most recently fully completed prior year is 1/1/2015 – 12/31/2015.

What do you mean by Gap Year and why is it important?

If there is more than a six-month time period between the end of your fully completed prior year and the start of your request timeline, you have a Gap Year. In most cases your Gap Year is also your current program or organization year. Because of the large gap between your prior year timeline and request timeline, we ask that you provide additional information. You will be asked to provide us with budget and participant information for your gap year. For example, if your request timeline is 1/1/2017 – 12/31/2017 and your most recently fully completed prior year is 1/1/2015 – 12/31/2015 and your gap year is 1/1/2016 – 12/31/2016.


Participants

How do I choose the correct participant category?

  • The three participant categories in the application are:
    • Youth: participants 18 and under or those enrolled in formal K-12 education
    • Individuals: participants 19 and older
    • Families/Households: family units and/or households of any age
  • Choose the participant category that best aligns with your request. This should be the participants you are directly serving.
    • Direct vs Indirect: Direct participants are those you are immediately serving with your organization or request. Indirect participants are those impacted due to the result/action of the direct participants.
    • For example, if you train adult professionals who will then use their training while working with youth, your direct participants would be the adult professionals and you would select “Individuals” as your participant category.
    • There is a narrative question below the participant table where you can elaborate on indirect participants impacted by your request.

How do I complete the participant table(s)?

  • Please include the total number of participants directly served by your organization (if a general support request) or by the proposed program or project (if a program of project request). Do not limit the numbers served to the Pharos Fund’s geographic boundary. Complete this section with all participants served based on the geographic categories outlined in the application. The number of total participants served should make sense alongside your total request budget.
  • These numbers should also represent unduplicated participants to the extent possible.
  • Complete the prior year and gap year participant tables in the same way, if applicable.
  • The total number of participants you are directly serving will be calculated for you as you add in this information. We populate your total organization or total program/project budget next to your participant numbers to compare the two. This is a good place to check the information you’ve provided in the application as these numbers should make sense side by side.

PSD Coordination

How do I know if I’m coordinating with PSD?

This section is only for those requests that are providing programming directly within a PSD school or classroom. If your organization or program/project has participants that are enrolled in PSD, but programming is done outside of the school system, please select “No” in this section.


Goal Fit

How do I know what goal/subgoal fit is the best choice for my request?

Please choose the goal and subgoal that your request most closely aligns with. Alignment with more than one goal or subgoal does not strengthen your application. Our Community Programs staff does not provide goal fit feedback or support, we recommend that you review our Community Program goals document to help determine your best fit.

Is there a funding preference or specific funding allocation by goal area?

No. We are responsive to the needs of nonprofits and allow them to determine what goal area best fits their organization or program. All applications are reviewed individually across all goal areas.

What types of requests fit the Vibrant Community Goal area?

  • Strong Vibrant Community applications will demonstrate a program or project that goes beyond the organization’s day to day operations and is not seen as “business as usual.” These requests may enhance the work the organization already carries out by removing barriers, building a sense of belonging, and cultivating new connections. As such, program requests are generally stronger than general support request in this goal area.
  • Please reference Pharos Fund Guidelines (page four) for more specific detail on the Vibrant Community goal and subgoals.
  • Vibrant Community requests have an additional question so reviewers can understand how the request is connecting with new audiences and building new community connections.

Community Need

  • When describing the community need you are trying to address, please be as specific as possible.
  • Cite your data sources. Try to use current data, when available.
  • Where possible, use relevant local data which describes the community need. In some instances, local data may not be available and applicants may choose to reference regional or statewide data. While statewide or national data may be referenced, please try to describe how it’s relevant to the local context.

Outcomes

  • When describing your outcomes, please use as much specific data as possible to explain the changes you expect your participants to experience as a result of this request.
  • Explain how you know your request is reaching these outcomes. If you are using pre/post surveys and assessments, please describe the specific questions you are asking and why these are the important areas to measure?

Continuous Improvement

  • If you have come across challenges in reaching your outcomes to date, that’s alright. We are interested in understanding what you are learning through the implementation of your programs and how you are using that information to make adjustments or improvements to your services.
  • How do you know your programming is aligned with best practices in the field, and effectively addressing the community need you identified?

Expense and Revenue

What documents do I need to include with my application?

How do I submit correct budget documents?

  • Make sure the timelines on your budget documents match the timelines you’ve entered in your application.
  • Budget totals in uploaded documents should match budget totals you’ve provided in the application.
  • Revenue information can be included in a separate document or with your expense budgets. Revenue information should be restricted to the type of request, and can include committed as well as projected/pending funding sources.

Do you have an indirect cost policy?

  • Bohemian allows indirect costs to be included on request budgets. There is no specific percentage guideline, however reviewers will assess budgets for a clear correlation between the request and the indirect/overhead costs associated with it.

Formatting Documents:

  • Make sure documents are easy to read as we include them as-is in the materials for reviewers. Budgets may be submitted in any format (excel or PDF), and ideally they will fit on one page. Please include page numbers and carry over column headings if the document is more than one page in length.
  • Clearly label all documents (both the file name and in the document header).
  • Make sure the timeline for which the budget covers are clearly labeled.
  • Make sure the specific line items your Pharos request will be allocated towards are clearly identified in your budget documents. (See example below.)
  • Prior year budget to actual documents should include both the prior year budget and the prior year actual expenses on the same page.

Prior Year Budget to Actual

How do I fill out the revenue table? (See the screen shot below.)

  • Please provide a breakdown of your revenue sources into the specific categories provided. While the categories may be reflected differently than in your uploaded revenue budget, the total revenue amount in the table should match your uploaded revenue budget. (It should, therefore, also include the Pharos request amount.)

Revenue Table

What information do I include in the Top 5 Funding Sources section? (See the screen shot below.)

  • Philanthropic Revenue: These sources of revenue include foundation grants (private, corporate, or community), individual donations, and revenue from fundraising events.
  • Non Philanthropic Revenue: Any other revenue sources not included in the philanthropic section, including government grants.
  • Important Note: Include this Pharos request only if it is one of your top five revenue sources.
  • These top five funding sources should be reflected in your uploaded revenue budget and in the request revenue section.
  • If your organization or the proposed program has recently lost one of your top five funding sources, please include it in this section and mark the status as “declined.” Including this information helps us understand the overall funding situation for your organization or program and will not be considered in the review.
  • If you do not have five sources in one of the above categories, less than five is alright.

Funding Source

How do I add funding sources? (See the screen shots below.)

  • To enter a revenue source, click the green circle.
  • Complete all information in the pop-up box and be sure to save.
  • Click the green circle and complete revenue information again for each of your top five funding sources.

Potential Revenue Source

Potential Revenue Source 2


Post-Application

When is an interim report required for my Pharos award?

  • Interim reports are not required for all Pharos awards. If your organization has an active grant for the same request you are currently applying for, you must submit an interim grant report in conjunction with that application. Interim reports should briefly summarize progress made in accomplishing your project objectives to date, and share high-level lessons learned to date. Please include budget-to-actuals to date in conjunction with your report. Interim reports do not exclude you from submitting a final report.
  • To submit an interim report, you must first inform Grants Administrators that one report is required for your request. We will then allow you access to your interim report in the grantee portal. Once complete, interim reports can be uploaded in the grantee portal by following the link “Reports Due”.
  • Be sure your report narrative and budget aligns with the relevant grant proposal. Address what was planned (and in the grant application) and what was delivered.

Do I need to submit a final report for my prior Pharos award?

  • Yes. Please reference Section 4 in your grant agreement for more details about the timing and content of the report.

I still have questions. Where can I find out more information?

  • Contact our grants administrators by phone at 970.221.2636 or via email.
    • Kim Lehman: This email address is being protected from spambots. You need JavaScript enabled to view it.
    • Logan Boon: This email address is being protected from spambots. You need JavaScript enabled to view it.
  • For Pharos Fund workshop information visit our Application Assistance page.
  • Schedule a Pharos information session to discuss Community Programs goals and Pharos Fund guidelines.