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Content:

1.  Requests

Requests for Funds, Project Support, or Equipment

Requests for funds, project support, or equipment need to be sent to the Foundation in the form of a proposal. This proposal is to inform all trustees of the need (not all of them will be aware of the need or the background of the situation). The proposal process will also help to maintain a trusting relationship between the Foundation and it's donors. Donors know and expect that without exception money will only be spent after a proposal and vote by the Board of Trustees. Additionally, the proposals will be archived to provide accountability for money spent.

Here is an example funding request form you can use.

2.  Proposals

Proposals for Project Support

Proposals for 'Special Project Support' should include the following components, must be single-spaced, typed in no less than 12 point Times New Roman font, and not exceed 5 total pages.

Summary: One-Line Summary of the Request.

Personnel: List the names and titles of all key individuals involved in this request. Please provide a phone number and email for each individual. At least one of them must be noted as the 'Project Manager.' This will be the person that will be contacted regarding all proposal related questions or activities.

Deadline: Deadline for Funding (Day/Month/Year). Please note that requests must be 6 weeks in advance.

Amount: Amount Requested (in local currency, please specify).

Project Description: Please address the following components in your description.

Objectives: Objective or Purpose of the Project A Description of the Project Deliverables. What will the project consist of when it is finished? Source code, documentation, a build system, libraries, binaries; these should all be enumerated in your proposal where applicable. Timeline: When will the deliverables be done?

Reporting Methodology: Please indicated your compliance with the reporting methodology for the project. The reporting methodology requires a mid-grant and final grant interview with a member of the Board of Trustees and mid-grant and final grant narrative report (no more than 3 single-spaced pages) indicating if deliverable and deliverable time lines are being met, any barriers that are presenting in the project, and any project successes. The report may be organized in this way and with such headings.

Supporting information: Feel free to attach or add additional information of relevance here. Please note that any information exceeding the five page total page limit will not be considered.

3.  Procedure

Funding Request Procidure

Please email your request to trustees at gentoo.org. Attach the funding request form to the email. The trustees will open a bug and add you to the cc.

4.  Funding

Project Funding Support

Any 'special project support' request must be approved by a majority vote from the Board of Trustees. They will discuss how the request fits in to the financial needs of Gentoo and whether or not the request is appropriate to fulfill at the time. If chosen for support, a contract will be issued and must be signed by an individual at the entity receiving funds (where applicable) that has the authority to sign official legal documents. The contract will contain terms of use, funding requirements, and reporting requirements (pursuant to the proposal submitted where applicable) and will serve as the legally binding document of both entities in the event of funding.

Distributing Funds

In the case that funds will be distributed, in addition to reporting requirements, receipts will need to be turned in within 2 weeks of the purchase. The address to send the receipts to can be obtained by mailing the Board of Trustees. This MUST be done for tax purposes. Failure to do so will jeopardize the acceptance of future proposals from you or your team. Any excess funds (not utilized for the project) will need to be returned along with the receipts from items purchased.



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Page updated December 16, 2012

Summary: Gentoo Funding Request Policies

Matthew Summers
Author

David Abbott
Editor

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