Managing Your Youth Educator Grant
If you are a grantee or a member of a project team, you can use this section to find out how to manage your SARE award. You may also want to read this section to understand SARE’s expectations before submitting a grant application.
This Youth Educator Grant Program presentation explains the reporting and management requirements for the Youth Educator grant.
- Download a slideshow about managing your Youth Educator Grant (PDF or PowerPoint).
- Watch a recorded video session where Joan Benjamin gave participants details on grant payments, budget changes, no-cost extensions, reporting, and more.
Reporting Instructions for Youth Educator Grants
As part of the contract for receiving SARE funds, grantees are required to provide progress and final reports on their research and education efforts on the SARE reporting website. These online reports list contact information, summarize project findings, and outline objectives, research and education efforts, and results. This growing body of knowledge on sustainable agriculture is freely accessible to the public online.
Project coordinators submit an annual progress report and budget, followed by a final report and final budget at the project’s conclusion. Project coordinators are encouraged to upload supporting materials and products that they have developed through their projects.
Reports are reviewed by the NCR-SARE Youth Educator Program Coordinator before being posted to the SARE website. If there are any changes needed, you will be notified.
These instructions explain the process for submitting an NCR-SARE project report using the SARE Grants Management System.
If you want to share a photo or video that includes minors (under 18), you must confirm that you've secured parental or guardian consent and upload the required SARE Photograph release and authorization forms in the "Signed Media Release Forms" section of your SARE project.
Whenever you add information to the reporting website, be sure to scroll to the top or bottom before leaving the page. Click on the “Save” button to save your work. When you are ready to turn your report in for review, click on the “Submit” button.
General Financial Requirements for the Youth Educator Program
If you have a Youth Educator grant, funds will be disbursed as follows: grant recipients receive 75% of the grant to start their project. They receive the final 25% upon completion of the project after submitting a satisfactory final report and budget. The final payment is a reimbursement.
- For Youth Educator grants, we require annual reports each year the project is active, and a final report on or before the project end date.
- We will not make a final payment until all reports are submitted.
Requesting a No-Cost Extension or Rebudget for Youth Educator Grants
Send no-cost extension and rebudget requests to Joan Benjamin.
Farmer Rancher and Youth Educator Grant Program Coordinator and Associate Regional Coordinator
Send the email or letter well before the current end date of the project.
If you are unable to complete your project by the project end date, you can request a no-cost extension. This means you need more time for your project, but are not requesting more funds.
Turn in your request at least 4 months before your project ends.
A typical no-cost extension is 6 months. If you need more time, please provide an explanation of why you need more than 6 months.
Information that must be included in your email or letter:
- The NCR-SARE project number (YENC##-###)
- The proposed new end date of your project
- The reason for the request
If expenses have changed or you need to change items purchased, please contact the program coordinator to get the changes approved before you spend the funds. Most smaller changes are fine, but be sure to get approval for changes of $1,000 or more. If the scope of work has changed along with the budget, your proposed changes will need to be approved by our Executive Committee.
The final report and final budget for your project must be received by the NCR-SARE office before the final end date of your project.
NCR-SARE will not award the final payment for the project until the final report and final budget are submitted and approved.
Promoting and Publicizing your SARE Project
Do you have an upcoming field day or webinar scheduled as part of your SARE project? Would you like our help publicizing or promoting your SARE project? NCR-SARE can help!
If you're interested in having help promoting your SARE project-related event, please email the following information to NCR-SARE Communications Specialist, Marie Flanagan at firstname.lastname@example.org.
- NCR-SARE Grant Project Number (i.e. YENC##-###):
- Grantee's First and Last Name:
- Name of Event:
- Date of Event:
- Location of Event (Venue, City, State):
- Website for Event:
- Type of Event (i.e. field day, webinar, conference):
- Registration Information:
- How can NCR-SARE help?
- Twitter handle, Instagram handle, and/or Facebook page name
NCR-SARE can also send you SARE-related educational resources for you to share at your event. You can view many of our outreach materials online. If you're interested in receiving copies of SARE materials to promote your project, please contact Marie Flanagan to make arrangements at email@example.com.
Social media represents a powerful way of connecting with and delivering information to NCR-SARE’s range of audiences, including farmers and ranchers, agricultural educators, researchers, the agricultural media, service providers, government agencies, and others. Tagging or mentioning NCR-SARE in your social media posts will give NCR-SARE the opportunity to share your social media posts with our expanding social media audience. You can follow NCR-SARE and mention NCR-SARE in your grant project-related posts - we're @ncrsare on Twitter, Facebook, and Instagram. On Facebook, you can tag NCR-SARE in your photos or posts about your SARE project. You can tag NCR-SARE in any post or comment section by typing @NCRSARE in the post. Click on the "Tag photo" option at the bottom of the photo to tag @NCRSARE in a photo. Facebook will send a notification to us that we've been tagged in your posts and photos, and then we can share your information with our Facebook friends.
On Twitter and Instagram, a message that contains another user’s @username anywhere in the body of the message is called a "mention." When you mention @ncrsare in a message, the message will be immediately sent to the home stream of everyone who is following you. When you mention @ncrsare on Twitter or Instagram, we'll get a notification. Then we can share your information with our Twitter and Instagram followers.
- On Facebook: https://www.facebook.com/NCRSARE (@ncrsare)
- On Twitter: https://twitter.com/ncrsare (@ncrsare)
- On Instagram: https://www.instagram.com/ncrsare (@ncrsare)
- On YouTube: https://www.youtube.com/user/NCRSAREvideo
Forms for Submitting Photos with your Grant Project
These forms serve as our confirmation that SARE and USDA will have the rights to use and distribute the photographs you submit in conjunction with your SARE grant project.
Farmer Field Day Toolkit
Field days are a great way to share innovative ideas in sustainable agriculture with fellow farmers and ranchers, but organizing an event can be time-consuming, especially if you have limited experience. SARE's Farmer Field Day Toolkit can take some of the pressure off—it provides tips and tools on key aspects of event planning.
Acknowledging SARE and USDA-NIFA as your Funding Sources
Language and logos have been developed to include products and publications associated with SARE and were updated in 2015. The awardee is responsible for acknowledging SARE and USDA-NIFA support verbally during news media interviews that discuss work supported by SARE.
If you have any questions, please contact the NCR-SARE office.
NCR-SARE Main Office
1390 Eckles Ave, Suite 120
University of Minnesota
Saint Paul, MN 55108
Main Email: firstname.lastname@example.org