To be eligible, the lead applicant must be a registered charity with the Canada Revenue Agency or a municipality. Partnerships are welcome—a non-qualified donee may apply in partnership with a registered charity or municipality that agrees to act as the lead applicant.
Resources
Resources for Applicants and Grantees
We want applying for and managing your grant to be as clear and accessible as possible. Below you’ll find key documents and templates to guide you through each stage of the granting process — from preparing your application, to completing final reporting, to celebrating your impact. These resources are designed to reduce uncertainty, make expectations transparent, and support you in sharing your work with confidence.
Questions?
Granting Frequently Asked Questions
Got questions about grants? We’ve got clear answers to help you apply with confidence.
General Eligibility & Process
No. Our grants are directed to qualified charitable organizations and municipalities, or to non-profits working in partnership with them.
Yes—but only in partnership with a registered charity or municipality that agrees to serve as the lead applicant and assume fiduciary responsibility.
Organizations outside the area may be eligible only if they partner with a local qualified donee that is clearly leading the project. The lead applicant must demonstrate a significant, existing presence in the communities we serve.
Applicants must show that they are firmly rooted in the community through one of the following: a local Board of Directors, an accountable local committee, or a staffed local office with strong community involvement.
Yes—as long as the proposed project serves the broader community and is not primarily religious in nature (e.g., worship services or proselytizing activities are not eligible).
Yes. Applications involving activities in primary or secondary schools must include a letter of permission from the relevant school board.
Not yet. All past grants must be fully reported on before a new application will be considered. If you are behind on reporting, please contact us to discuss how to get back on track.
That’s okay—new applicants are welcome! If you’re unsure about your eligibility or which program to apply to, please reach out to us before starting an application. We’re happy to walk you through the process.
No. While we ask for financial information such as recent statements, audited financials are not required unless specified in a program’s guidelines.
Applications are submitted through our online Grants Portal. Links are available on each program page and on the Apply Now page. First-time users can follow the step-by-step Foundant guide linked in our resources.
Application & Deadlines
Each program has its own application cycle. Opening and closing dates are posted on the Granting Programs page and on each program’s page. We also share reminders by email and on our social media channels.
The Community Grants Program accepts applications twice a year—for the Spring and Fall rounds. The Stark Family Fund accepts applications once a year.
Yes, but continued funding is not guaranteed. Repeat applications should clearly show progress, new impact, or a different stage of the project.
If your organization has an active grant with CFKA, we encourage you to wait until your current grant is complete before applying again. This helps ensure the success of both the granted project and any new proposal.
Generally, organizations are asked to submit only one application per round to ensure broad community access. If multiple applications are submitted, you may be asked to prioritize one for consideration. It is very rare for an organization to receive funding for more than one application in a single round.
No. Applications must be submitted through our Grants Portal by 11:59 p.m. (EST) on the deadline date. We cannot accept late applications.
Yes. You will receive a confirmation email within one business day. If you don’t see it, please check your junk folder and then follow up with the Grants Officer at grants@cfka.org.
Step-by-step instructions are available in our Portal How-To Guide. If you are still having trouble, please contact the Grants Officer for assistance.
Funding decisions are typically communicated within 8–12 weeks of the application deadline. The exact timeline for each program is outlined on its program page.
Yes. All applicants—successful or not—are notified once decisions are made. If your application is not funded, you are welcome to request feedback from the Grants Officer.
Applications are first reviewed by the Grants Officer for completeness and eligibility. Eligible applications are then evaluated by a volunteer Grants Committee made up of community members who bring a wide range of experience. Their recommendations are reviewed by the Foundation’s Grant Strategy & Impact (GSI) Committee, and then forwarded to the Foundation’s Board of Directors for final approval.
If unexpected circumstances affect your project’s budget, timeline, or activities, please contact the Grants Officer as soon as possible. Extensions or changes may be approved at the Foundation’s discretion, based on a revised plan that ensures the funding continues to create community impact.
Funds can only be released after your Grant Agreement is completed. Timelines for fund disbursement vary by program; details are outlined on each program page.
Funding Details
Grant amounts vary by program.
- Community Grants Program: Operations Grants up to $16,000; Program Grants up to $25,000; Equipment Grants have no formal cap (requests are assessed based on need and available funds).
- Stark Family Fund: Grants up to $15,000.
Check each program page for details on funding ranges and recent averages.
No. There is no minimum request. We welcome applications for grants of all sizes, provided the request is clearly explained and justified.
Yes. Many applicants combine CFKA funding with other sources. If this is the case, please show how our grant would fit within your broader budget.
Eligible expenses vary by program. In general, grants may support costs such as:
- Staffing and professional fees (e.g., facilitators, project coordinators, or specialists)—applications that support a living wage for employees are preferred.
- Materials and equipment directly needed for your project.
- Printing and communication costs (e.g., outreach materials, signage, or promotional efforts).
- Transportation costs essential for program delivery.
- Pro-rated utilities, insurance, or other overheads directly tied to the project.
- Temporary rental of space needed for program activities.
- Translation and interpretation services to improve accessibility.
- Professional development for staff or board members, if training directly supports project goals and community impact.
For program-specific details (such as funding ranges or eligible categories), please see the page for the grant you are applying to.
Yes. Grants will not be considered for:
- Covering deficits or retiring debts.
- Building endowment funds.
- Sectarian, religious, or political purposes.
- Annual fund drives or sustaining support campaigns.
- Major renovations or capital construction costs.
- Fundraising activities.
- Individuals.
Yes. Reasonable staffing and administrative costs are eligible, and applications that support a living wage for employees are encouraged.
Not typically. CFKA does not usually fund major renovations or capital construction. Exceptions may be made only when a project demonstrates clear, immediate community impact.
At this time, CFKA grants are provided on a one-year basis. Multi-year requests are not considered.
Reporting & Recognition
All grants require a Final Report to share the results and impact of your project. Reports help your organization reflect on outcomes and help the Foundation learn from the work we support.
Final Reports are due within 30 days of your project’s completion. Projects are generally expected to be completed within one year of receiving funds.
Yes. You may choose to submit a written report or schedule an oral report with the Grants Officer. Oral reporting is an option to reduce paperwork and focus on learning together.
No. We no longer require receipts or a final budget submission. However, you must keep these records for your files in case they are needed for CRA compliance.
We encourage you to reach out early if you anticipate delays. If circumstances delay your project or reporting, contact the Grants Officer as soon as possible. Extensions may be granted at the Foundation’s discretion once a revised timeline and budget are provided.
All grantees are required to recognize the support of the Community Foundation for Kingston & Area and its donors. Details and options are outlined in the Grant Recognition Guidelines, provided with your grant and available on our Resources & FAQ page.
Our staff will work with you to plan a recognition activity that feels authentic and manageable for your organization—whether that’s a cheque presentation photo, a small donor visit, or another low-burden option.
Absolutely! We encourage grantees to share updates by tagging us on social media @CFKingstonArea. With your permission, we may feature your story in our newsletter or website to highlight your impact.
Scott Forster
Grants Officer
mail grants@cfka.org
phone 613.546.9696, ext 105