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 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 support.
  • Should be the same throughout the application. (Narrative, participants served, expense and revenue details should all align with the request timeline.)
  • Usually matches organization’s fiscal year.
  • Timeline for support.
  • Should be the same throughout the application. (Narrative, participants served, expense and revenue details should all align with the request timeline.)
  • Usually matches organization’s fiscal year (program).
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.*
Participants
  • All individuals served by your organization, regardless of geographic location.
  • All individuals served by your program/project, 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 the request timeline.
  • Program expense budget that includes a column identifying line items supported by the Pharos request.
  • Should align with the request timeline.
  • Applicants are also required to submit an organizational expense document.
Revenue Budget Documents
  • Organization-wide revenue budget.
  • Should align with request budget and timeline.
  • Program-wide revenue budget.
  • Should align with request budget and timeline.

* If your last fully completed prior year ended more than six months ago, please also submit, as a separate attachment, a budget to actual for the completed interim six-month period and projected annual expenditures for the remainder of the interim year.


Goal Fit

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

Please choose one goal and one 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 towards general support vs. program/project requests or specific funding allocated by goal area?

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 and goal areas.


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 and Continuous Improvement

  • When describing your outcomes, please use as much specific data as possible to describe the changes you expect your participants to experience as a result of this request.
  • Help us understand your organization’s/program’s track record and the specific outcomes you’ve achieved over time. We want to understand both the outcomes you’ll achieve in the request timeline, and also the overall outcomes your organization/program delivers.

Participants

How do I choose the correct participant category?

  • The three participant categories in the application are:
    • Youth: participants 18 and under
    • Adults: participants 19 and older
    • Families: 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. For example, if you train professionals who will then use their training while working with youth, your participants would be the adult professionals and you would select “Adults.” Use the narrative section below the table to elaborate on individuals served indirectly through your request (youth, in the above example).

How do I complete the “Number of Participants for Request Timeline” table?

  • 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 regardless of where they reside. 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.
  • Often we like to know if there are different “experiences” for the participants listed in the tables. (For example, your organization may serve 500 families, but some with emergency housing for six months and some who just come to one workshop a year.) Please provide any necessary clarification in the narrative sections below the participant data tables to help us understand this variation, if relevant for your request. You may also include a description of any individuals served indirectly through your request in the narrative section.
  • Note: If you use the narrative section to provide more details about the direct participants and indirect participants, please be sure that the number of direct participants discussed matched the participant table.

Expense and Revenue

Expense Information:

Please use the following as a guide to ensure you have uploaded the correct expense documents for your request type.

Expense Budget Documents

See below for examples of some of the required expense documents.

  • Program Request Budget

Program Request Budget

  • Program Prior Year Budget-to-Actual: Should include the original projected budget and the actual expenses incurred during that timeline side-by-side.

Prior Year Budget to Actual

  • Please clearly label the documents (both the file name and in the document header).
  • Please make sure they are easy to read as we include them 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.

Revenue Information:

Revenue information can be included in a separate document or with your expense budgets. Revenue information should be restricted to the type of request (see chart at the top of this section). This can include committed as well as projected/pending funding sources.

How do I fill out the revenue table?

  • 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.)

Categorize Revenue

How do I fill out the Top 5 Funding Sources section?

  • Please enter the top five funding sources, including fundraising events and this Pharos request, if applicable, for your request for the specific timeline you entered. These top five funding sources should be reflected in your uploaded revenue budget and in the revenue table.
  • 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.
  • Potential Revenue Source


    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.
    • Interim reports can be uploaded in the grantee portal by following the link “Reports Due.” There, find the associated grant and upload the report using the upload box.
    • 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.