Example of our Conditions of Acceptance Document:
This is an example of the text of a typical COA document as of May, 2008. The text may change in a final document. Those applying for grants for colleges and other institutions may wish to have this reviewed prior to applying for a grant to be sure it will not conflict with the organization's policies.
Certification: If the funds are for an organization I affirm that I am authorized to enter into this agreement on behalf of that organization and that I or another authorized organizational representative have signed this agreement on behalf of that organization.
I will ensure that the grant funds are spent in substantial conformity with the proposal I have submitted, which shall be considered to be a part of this agreement. Any significant changes regarding funding and/or scope of the grant must be mutually agreed in writing in this document and/or in other documents to be executed by the parties hereto.
Records: I will keep in my possession or available to me receipts and/or other written documentation sufficient to record all expenditures and use of funds provided in support of the grant proposal. I will not send the receipts or copies to the Fund unless requested. If such a request is made I will make copies of them available promptly to the Fundís representative and keep the originals for my own records.
Reporting: If the grant involves substantial funds to be spent in direct support for the time of any individual including myself I will report the amounts of such payments or expected payments to the Fund so that appropriate accounting and possible reporting forms can be prepared by the Fund. I will provide the appropriate payee name and taxpayer I.D. number for the grant recipient below.
I will regularly report the
progress of my grant project as mutually agreed and as shown in the proposal and
on completion of the project described in the proposal will provide a final
report as called for in the proposal and/or as may be mutually agreed. I
understand electronic mail is preferred for the submission of all reports.
Media produced: If the project involves the production, publication, or release of any media product such as a film, video, audio tape, slide show, book, pamphlet, and/or other media product then I will provide a copy of such product or products to the Wolf Aviation Fund and I hereby provide permission for the Fund to make use of all or part of such media products in order to demonstrate the kinds of projects the Fund supports, to use in raising funds to help provide support for other projects or proposals or Fund purposes, to assist in developing public support and understanding of the Fund and its purposes, and in general to support the nonprofit mission of the Fund. I do not grant permission for use of such media products for commercial presentation, unless I provide that permission separately in writing.
Publicity and attracting additional support: Wolf Fund Grants are intended to help recipients attain recognition for their efforts and projects and to encourage others to lend support, thus notice of an award may well bring needed attention to the recipient and acknowledge the honor that winning an award provides.
In addition, notice of an award may alert other worthy groups or individuals of the possibility of support for their projects or to learn of helpful information available through the Fund.
Thus I will make a reasonable
effort where reasonable and appropriate to provide notice(s) of the fact a Wolf
Aviation Fund grant was awarded to me for this project, such as by including a
note and internet link to
on a website related to my proposal and/or by providing notice(s) and the same
web site link URL in printed materials and products, other media produced,
exhibit signage, and/or press releases, where reasonable and practicable.
However, because the sizes of
grants vary widely among recipients and thus to avoid comparisons among them or
expectations by others I will generally avoid mentioning the specific dollar
amount of my award, instead simply characterizing it in
a general way such as "small," "generous," "supporting," "helpful," etc.,
rather than indicating the amount, unless it proves awkward to do so.
Excess funds: If the funds provided in support of this grant exceed the amounts needed to complete the project then I will return the unspent funds to the Fund to be used for other Fund purposes, or will dispose of the excess funds as directed by the Fund.
Responsibility for outcomes: I assume responsibility for the uses of any grants provided and for any and all consequences thereof. I hereby indemnify the Fund, its agents, employees, and/or assigns from any and all financial and/or other liability that may be occasioned and/or caused by my use of the funds and/or by my engaging in any and all activities related to the grant proposal. I am responsible for paying any and all taxes or fees that may be required as a result of receiving this grant and/or for reporting any expenditures that require tax reporting.
Supporting other efforts: I understand that the Founders of the Wolf Aviation Fund have created the Fund, which provided the grant, in order to support the public benefit as stated in the published materials describing the Fund and its programs. While I am under no obligation to do so, if significant personal or organizational financial gain shall ever occur because of any support provided by the Fund I will consider the possibility that I or my organization might use some of such gain to similarly support worthy efforts benefiting the public and advancing the state of the art of General Aviation or improving the public understanding of it.
Jurisdiction: I understand that the Wolf Aviation Fund is based in Philadelphia, Pennsylvania and I agree that this agreement shall be governed by the laws of that jurisdiction and this agreement is executed as if signed in that location.
Additional terms of agreement:
[ any additional special terms would be inserted here ]
(IMPORTANT - Clear, legible
entries please! Print carefully.)
emails fail and we don't want to each be waiting to hear from one another!