Reporting

After we award your grant, it’s important that we hear from you about your project’s progress. We ask you to report back to us at set times, so we can find out everything that’s happened, how you’ve spent your grant and the difference it’s made.

More importantly, this reporting helps us learn how we can support you better in the future and helps us show our donors how we’ve used their money to make a real difference.

We want to make reporting as easy as possible - and valuable for everyone. We keep this light touch, and only ask the questions we need so that we can understand what your experience has been and make informed decisions. We read all our reports, and may follow up if necessary. We‘ll always tell you what we’ll do with the information you provide.

Please be as honest as you can. We understand that sometimes things go wrong, and we don’t just want to hear about your successes. We want to know what you've learnt, and to learn from your experiences, so we can improve our processes and better support others in future.

Find out the reporting we require for each of our grants programmes below.

These aren’t the only opportunities to get in touch with us, however. We’d love to hear from you about how your project is going at any point, and if you have any questions or concerns, so feel free to get in touch whenever you'd like.

Small grants

If you’ve been awarded a Small grant, we ask you to submit an End of Grant Report when your project is complete.

Most grantees have 12 months to spend their grant, but check your Grant Award Letter for your individual timeline. Once this is over, you have six months to submit your End of Grant Report, which is a form on our online system Flexigrant. We can’t pay the final invoice of your grant until we’ve received this End of Grant Report

You can access this at any time to see the template and the information we ask for. In essence, we want to know:

  • what happened as part of your project, and whether this was what you originally planned to do, or whether it had to change
  • who benefitted from your project, and how many people were reached
  • how you evaluated your project, what its impact has been, and your key learnings (check out our Evaluation page for more information on this)
  • how you spent your grant
  • if you have any feedback for us about the application process.

If you need to request an extension, or to move larger amounts of money from one cost type to another, you'll need to send us a progress update. There’s no online form for this: you need to email us telling us what you’ve achieved to date and justifying your proposed change. If there have been delays, please tell us why these have happened, what your realistic new project timetable will be, what you’ve spent so far, and how you’ll spend your remaining grant.

Research Fellowships

If you’ve been awarded a Research Fellowship, we ask you to submit an End of Grant Report when you complete your fellowship.

If your fellowship has been full-time, you have 12 months to spend your grant. If your fellowship has been part-time, you have up to 24 months. Check your Grant Award Letter for your individual timeline.

Once this is over, you have six months to submit your End of Grant Report, and to ensure all invoices have been submitted. We can’t pay the final invoice of your grant until we’ve received your report. The template for this form is on our online system Flexigrant: log in to your account, scroll down to your project, and click 'Reporting'. You can access this at any time to see the information we ask for.

In essence, we want to know:

  • the original aims of your fellowship, and whether these have been met
  • how you carried out research project, and whether you had to make any changes to your original plans
  • how you dissmeninated your research findings
  • your career plans
  • the potential longer-term impact of your fellowship and research project
  • how you spent your grant
  • if you have any advice for new fellows, and/or feedback for us

We may also ask you to complete a Progress Report, for an update on your progress to date and how much you’ve spent. We can ask for this it any time, but especially if you need to request an extension, or to move larger amounts of money from one cost type to another. The Progress Report is also available on Flexigrant: log in to your account, scroll down to your project, and click 'Reporting'.

We may also ask you to submit an annual Post-fellowship Report for up to three years after your fellowship has been completed. This is so we can track any further developments. We will send you this report to complete if required.

Innovate at Imperial

If you’ve been awarded an Innovate at Imperial grant, you will need to submit an End of Grant Report when your project is complete.

You have up to 18 months to complete your project - check your Grant Award Letter for your individual timeline. Once this is over, you have six months to submit your End of Grant Report, and to ensure all invoices have been submitted. We can’t pay the final invoice of your grant until we’ve received your report. The template for this report will soon be available on our online grants portal Flexigrant. If you need a copy in the meantime, please contact us.

We may also ask you to complete a Progress Report, for an update on your progress to date and how much you’ve spent. We can ask for this it any time, but especially if you need to request an extension, or to move larger amounts of money from one cost type to another. The Progress Report will also be available on Flexigrant soon - please contact us if you need a copy before then.

We may also ask you to submit an annual Post-grant Report for up to three years after your project has been completed. This is so we can track any further developments. We will send you this form to complete if required.

Patient hardship grants

If you’ve been awarded a Patient hardship grant, there’s no End of Grant Report.

If anything changes with the patient’s situation after the grant has been awarded, please contact us.

Special Purpose Fund grants

If you’ve been awarded funding from a Special Purpose Fund, we ask you to submit an End of Grant Report if your project is research-based.

Download the template here and email it to us. We can’t pay the final invoice relating to your grant until we’ve received the End of Grant Report. If you’re not sure if you need to complete this Report, please contact us.

Quick link

We are committed to following better reporting principles and making reporting a meaningful and beneficial experience.


Check out our Impact and Evaluation resources for tips on evaluating your project and measuring your impact


Still have questions? Want to give us an update?

Email:
grants@imperialcharity.org.uk