Transparency Talk

Category: "Data Fix Series" (2 posts)

Data Fix: Do's & Don'ts for Reporting Geographic Area Served
November 1, 2018

Kati Neiheisel is the eReporting liaison at Foundation Center. eReporting allows funders to quickly and easily tell their stories and improve philanthropy by sharing grants data.

This is the second post in a series intended to improve the data available for and about philanthropy.

KatiNeiheisel_FCphotoThe first post in our Data Fix series focused on areas that may seem straightforward but often cause confusion, including recipient location data. But don’t confuse recipient location (where the check was sent) with Geographic Area Served (the area meant to benefit from the funding). Data on recipient location, one of our required fields, allows us to match data to the correct organization in our database, ensuring accuracy for analyses or data visualizations. In contrast, Geographic Area Served, one of our highest priority fields, helps us tell the real story about where your funding is making an impact.

How to Report Geographic Area Served

We recognize that providing data on Geographic Area Served can be challenging. Many funders may not track this information, and those who do may depend on grantees or program staff to provide the details. It’s important to keep in mind that sharing some information is better than no information, as funders are currently the only source of this data.

DO DON'T
Do include details for locations beyond the country level. For example, for U.S. locations, specify a state along with providing geo area served at the city or county level. For non-U.S. locations, include the country name when funding a specific city, province, state or region. Don’t be too broad in scope. “Global Programs” may not be accurate if your work is focused on specific countries. Similarly, listing the geo area served as “Canada” is misleading if the work is serving the province of “Quebec, Canada” rather than the entire country.

Do use commas to indicate hierarchy and semi-colons to separate multiple areas served. For example:

  • Topeka, Kansas (comma used to indicate hierarchy)
  • Hitchcock County, Nebraska; Lisbon, Portugal; Asia (semi-colons used to list and separate multiple locations)
Don’t use negatives or catch-all terms. “Not California,” “Other,” “Statewide” or “International” may be meaningful within your organization, but these terms cannot be interpreted for mapping. Instead of “Statewide,” use the name of the state. Instead of “International,” use “Global Programs” or list the countries, regions, or continent being served.

Do define regions. If you are reporting on geo area served at the regional level (e.g. East Africa), please provide a list of the countries included in your organization’s definition of that region. Your definition of a region may differ from that of Foundation Center. Similarly, if your foundation defines its own regions (Southwestern Ohio), consider including the counties comprising that region.

Don’t forget to include the term “County” when reporting on U.S. counties. This will ensure your grant to an entire county isn’t assigned to the same named city (e.g. Los Angeles County, California, rather than Los Angeles, California).

Geographic Area Served in Foundation Center Platforms

Data provided (in a loadable format) will appear in “Grant Details” in Foundation Directory Online (FDO) and Foundation MapsFoundation Maps, including the complimentary eReporter map showing your own foundation’s data, also display an Area Served mapping view. 

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If data is not provided, Foundation Center will do one of the following:

  • Default to the location of the recipient organization
  • Add geo area served based on text in the grant description
  • Add geo area served based on where the recipient organization works, as listed on their website or in their mission statement, if this information is available in our database

Responsibly Sharing Geographic Area Served


Although our mission is to encourage transparency through the sharing of grants data, we acknowledge there are contexts in which sharing this data may be cause for concern. If the publishing of this data increases risks to the population meant to benefit from the funding, the grantee/recipient, or your own organization, you can either omit Geographic Area Served information entirely or report it at a higher, less sensitive level (e.g. country vs. province or city). For more information on this topic, please see Are You Over or Under-Protecting Your Grants Data? 5 Ways to Balance Transparency and Data Protection in Sensitive Contexts and Sharing Data Responsibly: A Conversation Guide for Funders.

More Tips to Come!

I hope you have a better understanding of how to report Geographic Area Served through eReporting. Without this data, valuable information about where funding is making a difference may be lost! Moving forward, we’ll explore the required fields of Recipient Name and Grant Description. If you have any questions, please feel free to contact me.

-- Kati Neiheisel

Data Fix: Do's and Don'ts for Data Mapping & More!
October 3, 2018

Kati Neiheisel is the eReporting liaison at Foundation Center. eReporting allows funders to quickly and easily tell their stories and improve philanthropy by sharing grants data.

This post is part of a series intended to improve the data available for and about philanthropy.

KatiNeiheisel_FCphotoAs many of you know, Foundation Center was established to provide transparency for the field of philanthropy. A key part of this mission is collecting, indexing, and aggregating millions of grants each year. In recent years this laborious process has become more streamlined thanks to technology, auto-coding, and to those of you who directly report your grants data to us. Your participation also increases the timeliness and accuracy of the data.

Today, over 1300 funders worldwide share grants data directly with Foundation Center. Over the 20 years we've been collecting this data, we've encountered some issues concerning the basic fields required. To make sharing data even quicker and easier, we've put together some dos and don'ts focusing on three areas that may seem straightforward, but often cause confusion.

Location Data for Accurate Mapping and Matching

Quite simply, to map your grants data we need location information! And we need location information for more than mapping. We also use this information to ensure we are matching data to the correct organizations in our database. To help us do this even more accurately, we encourage you to provide as much location data as possible. This also helps you by increasing the usability of your own data when running your own analyses or data visualizations.

DO DON'T
Do supply Recipient City for U.S. and non-U.S. Recipients. Don't forget to supply Recipient Address and Recipient Postal Code, if possible.
Do supply Recipient State for U.S. Recipients. Don't supply post office box in place of street address for Recipient Address, if possible.

Do supply Recipient Country for non-U.S. Recipients.

Don't confuse Recipient location (where the check was sent) with Geographic Area Served (where the service will be provided). 

What's Your Type? Authorized or Paid?

Two types of grant amounts can be reported: Authorized amounts (new grants authorized in a given fiscal year, including the full amount of grants that may be paid over multiple years) or Paid amounts (as grants would appear in your IRS tax form). You can report on either one of these types of amounts – we just need to know which one you are using: Authorized or Paid.

DO DON'T
Do indicate if you are reporting on Authorized or Paid amounts. Don't send more than one column of Amounts in your report – either Authorized or Paid for the entire list.
Do remain consistent from year to year with sending either Authorized amounts or Paid amounts to prevent duplication of grants. Don't forget to include Grant Duration (in months) or Grant Start Date and Grant End Date, if possible.
Do report the type of Currency of the amount listed, if not US Dollars. Don't include more than one amount per grant.

The Essential Fiscal Year

An accurate Fiscal Year is essential since we publish grants data by fiscal year in our data-driven tools and content-rich platforms such as those developed by Foundation Landscapes, including Funding the Ocean, SDG Funders, Equal Footing and Youth Giving. Fiscal Year can be reported with a year (2018) or date range (07/01/2017-06/31/2018), but both formats will appear in published products as YEAR AWARDED: 2018.

DO DON'T
Do include the Fiscal Year in which the grants were either Authorized or Paid by you, the funder. Don't provide the Fiscal Year of the Recipient organization.
Do format your Fiscal Year as a year (2018) or a date range (07/01/2017-06/31/2018). Don't forget, for off-calendar fiscal years, the last year of the date range is the Fiscal Year: 07/01/2017-06/31/2018 = 2018.

More Tips to Come!

I hope you have a better understanding of these three areas of data to be shared through Foundation Center eReporting. Moving forward, we'll explore the required fields of Recipient Name and Grant Description, as well as high priority fields such as Geographic Area Served. If you have any questions, please feel free to contact me. Thank you! And don't forget, the data you share IS making a difference!

-- Kati Neiheisel

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About Transparency Talk

  • Transparency Talk, the Glasspockets blog, is a platform for candid and constructive conversation about foundation transparency and accountability. In this space, Foundation Center highlights strategies, findings, and best practices on the web and in foundations–illuminating the importance of having "glass pockets."

    The views expressed in this blog do not necessarily reflect the views of the Foundation Center.

    Questions and comments may be
    directed to:

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    Foundation Center

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