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We will need receipts for all expenses, except food, and a written report once your trip is done. Please be sure to include a minimum of two high resolution photos of your trip with your report. Payments usually take up to three weeks to process once they are considered complete. If your trip is cancelled or any details have changed since approval, please contact travel@gwaiitrust.com to discuss the changes and determine next steps. 

Payment is made once you have successfully completed your course. To access funding, ensure that all conditions of your approval have been satisfied and submit confirmation that the course has been completed successfully. In most cases, this means arranging for the school/institution to send us your official transcript, certificate or diploma.  In addition, submit a letter describing the outcome of your studies and requesting payment for your courses. If you did not include receipts for payment of tuition, course materials and books with your application, you will need to provide those before receiving your grant.  Contact ceg@gwaiitrust.com if there are any changes to the courses for which you have received approval. 

Payment is made once you have successfully completed your course.  A student that has not passed a course may be eligible for funding if they are able to provide confirmation of attendance to 95% of classes.  

Upon approval, your Project Officer will contact you to notify you of the amount of award, any funding conditions that are attached to the approval and the terms and conditions of the grant. This is done through a funding notification email and supporting documents. 

To access funding, all conditions outlined in the approval notification must be satisfied, and the terms and conditions must be accepted by signing a standard form through the grant management system. 

Projects can request an advance if needed. Gwaii Trust may reduce the advance schedule at their sole discretion depending on the nature of the project.

We encourage the acknowledgement of funding through the use of the Gwaii Trust logo on your website, in print materials or by mentioning us on social media. You can also acknowledge Gwaii Trust on social media by using mentions, profile links and hashtags in your posts. You can find us on Facebook or Instagram. For logos and usage guidelines please visit our webpage here.

The standard project length for a Gwaii Trust funded project is one year from the decision date, with the exception of the Major Contributions grant, which has a two-year completion window. 

Projects that have exceeded their maximum project length will lose their approval and the funds will be decommissioned and no longer available. If your project will not complete on time, contact your Project Officer before the deadline to avoid having your funds decommissioned. 

If your project will not complete on time, an extension request may be considered. Contact your Project Officer before the deadline to avoid having your funds be decommissioned. All change and extension requests are then submitted through the grant management system.

Requests for extensions may need to go to Board of Directors for approval. 

If any details of your project changes, including the budget, timeline or activities identified in your application, contact your Project Officer as soon as possible to discuss the changes and determine next steps. All change and extension requests are then submitted through the grant management system. Change requests usually take up to one month to process once they are considered complete. Depending on the Gwaii Trust approval level needed they may take up to two months.

Decisions made by the Gwaii Trust Board of Directors are final and there is no appeal process for applications that have been declined or partially funded by the Board. Grant decisions made by staff according to Board set policy (see grant page for details) may be appealed to the Board of Directors.  If you wish to appeal a decision, a letter outlining the basis of your appeal and any supporting evidence must be submitted to your Project Officer within 30 days of the decision.  Appeals for late applications will not be considered. The appeal will be added to a regular Board meeting agenda and a decision will be made within six weeks. 

To access funding, all conditions outlined in the approval notification must be satisfied and the terms and conditions must be accepted by signing the standard form through the grant management system.

For general guidelines on accessing your grant, you can refer to the instructions for accessing funds form (found on this page).

For full details on accessing your grant, please contact your Project Officer (listed on the grant page).

The final request is reimbursed through receiving confirmation of project completion. You will need to complete both the Claim Follow Up and the Final Evaluation Follow Up in the grant management system. 

The Claim Follow Up will include:

• Claim form
• Financial reporting for the total project cost (including receipts or invoices and payment confirmations)

The Final Evaluation Follow Up will include:

• Final evaluation form
• A request for four project photos

The standard project length for Gwaii Trust funded project is one year, with the exception of the Major Contributions grant, which has a two-year completion window. Projects that have exceeded their maximum project length will lose their approval and the funds will be automatically decommissioned. This means the funding will no longer be available. If your project will not complete on time, contact your Project Officer before the deadline to avoid having your project be automatically decommissioned. 

The Final Evaluation Follow Up can be found in the grant management system.

If you do not have access to a computer or need assistance with your application or with submitting receipts, please call or visit one of our offices. 

You will need to create an account in our grant management system using the following link before you apply for a grant online.  Registration will take about ten minutes. Please click on “Create New Account” to complete the registration process and create your logon credentials.

Login here

If you forgot your password, please use the “Forgot your Password” link to reset your password. If you forgot your username contact us at admin@gwaiitrust.com for next steps.

Please contact Meghan Cross meghan.cross@gwaiitrust.com for support.

Yes, if you are working with someone else on this request, you can invite them to be a collaborator with read, edit, or submit privileges. To do so, log-in to the system, open the application and then click the blue “Collaborate” button in the top right-hand corner of the screen. Click here for a tutorial

Collaborators will not receive system notification emails and cannot see Administrator Comments. Administrator Comments are added if additional information is requested by your Project Officer. Administrator Comments can be shared in the following ways:

• To share the Application: download a PDF of the application by clicking the ‘Application Packet’ button and email it to them.
• To share the Follow Up form: download a PDF of the follow-up by clicking the ‘Follow-Up Packet’ button and email it to them.