Grantee Service Commitments
The Doris Duke Foundation is committed to creating a grantmaking experience that is responsive, transparent and supportive. Here’s what you can expect from us throughout the grant lifecycle.
Communication and Responsiveness
We understand that timely and clear communication can significantly reduce uncertainty and stress for grantees, especially when navigating funding timelines or reporting expectations. We strive to be open and accessible.
- We’ll reply to emails and return phone calls within 3 business days.
- If you request documents or support, we’ll respond within 2–3 business days, depending on the request.
- If there are any issues accessing the GivingData portal, we’ll resolve them within 2 business days.
Application and Decision Process
A clear and transparent application and decision process can help applicants feel more informed and confident as they pursue funding opportunities. We are committed to providing straightforward guidance, timely updates and open communication throughout each stage of the process.
- You’ll receive an automated confirmation when your application is submitted.
- We’ll review your application and request any missing materials within 5 business days.
- Once your proposal is complete, we aim to make and communicate a funding decision promptly—typically within 2 business days of our decision meeting.
Grant Agreements and Payments
We recognize that efficient and transparent grant agreement and payment processes are essential for grantees to plan and operate effectively. We aim to ensure that terms are clear, timelines are communicated, and funds are disbursed reliably and without unnecessary delay.
- We will prepare and send grant agreements promptly after approval. You will receive a notification once the agreement is uploaded to Docusign and ready for signature.
- Once we receive your signed agreement, the initial payment will be processed within 5 business days.
- You’ll be notified when a payment is made within 1 business day of the transaction.
Reporting and Follow-up
Our goal is to make the reporting process meaningful and manageable, focusing on what’s most useful for both grantees and our team. We aim to be responsive and supportive throughout, with an emphasis on reflection and transparency.
- You’ll receive an automated confirmation when you submit your report.
- We’ll review your report and follow up with any questions or feedback within 2 weeks.
- Financial reconciliation and closeout will be completed within 30 business days of final report approval or refund receipt.
Grant Modifications
We understand that circumstances can change, and grant plans may need to evolve. When modifications are necessary, we approach them with flexibility, aiming to find solutions that support grantees’ goals while honoring the intent of the funding. Clear communication and mutual understanding guide this process.
If changes are requested during your grant period, we’ll work to resolve them as quickly as possible:
- Minor changes (e.g., report extensions or staffing updates): within 3–5 business days
- Larger modifications (e.g., governance or spending changes): within 1–2 weeks, depending on complexity
- No-cost extensions will be reviewed and notification given within 15 business days of receipt
How We Measure Ourselves
We regularly reflect on our practices and seek feedback. Our goal is continuous improvement in service of a more creative, equitable and sustainable future.
We track how well we meet these commitments through regular reviews and stakeholder feedback.
- Our goal is 100% accuracy in payments and document processing.
- We aim for a 98% accuracy rate in our records.
- We strive for 90% or higher satisfaction from our grantees and partners.
- If you have feedback that you would like to share with us, please use this form (all submissions are anonymous).
