PART IV: Data Dictionary

Below are descriptions and instructions for each data element you are to include in your grant opportunity.

Note: An asterisks (*) denotes required fields.

*Grant Type

There are three grant statuses:

All grants (forecasted, active or closed) will also be available on the state’s open data portal, data.ca.gov.

Choose whether this grant is active or forecasted. If forecasted, you will be prompted to provide any information available regarding the grant; however, fewer fields are required to ensure the visualization of the data. Note: for forecasted grant opportunities you don’t need to add an application deadline until the opportunity becomes active.

Note that you may enter information for an active grant in advance of its opening and select a future publication date.

Field Type: Selects


*Grant Title

The title of the grant opportunity.

Typically this should be identical to the name for the grant opportunity on your own website, RFP/A, etc. If this is an annually posted grant, add the year to the end of the title to ensure the title is unique (i.e. Environmental Research Grant 2022).

Field Type: Textbox

Character Limit: 105


Departmental Grant ID

A combination of, typically, numbers, letters or a combination of letters of numbers that the state department uses to identify the grant.

Many departments do not use a Grant ID system. If this is the case, leave this field blank. Note that all grants will receive a unique ID that is assigned by the Grants Portal once the grant is submitted.

Field Type: String (variable non-html)


*Grantmaking Agency / Department

The name of the agency (and department within the agency, where applicable) offering the grant opportunity.

This information is already completed based on the Grant Contributor’s agency/department. If the field does not show the correct agency/department, contact your Grant Editor right away.


*Opportunity Type

An opportunity is classified as a grant, loan, or both a grant and a loan.

Choose whether this is a grant, loan, or both a grant and a loan.

Field Type: Checkbox


*Is a Letter of Intent required?

A Letter of Intent, Letter of Inquiry, Concept Paper, or similar document is a summary of a grant proposal, which grantmakers then use to determine whether applicants should submit a full applications.

Select whether a Letter of Intent or similar document is required as the first step in the application process.

Field Type: Radio Buttons


*Relevant Categories

The categories that best describe this opportunity.

Indicate the category (or categories) that best describes this grant opportunity. Many grant opportunities will fit into several different categories. Choose any categories that you believe your grantseekers would use to describe the grant opportunity, but please be judicious and select categories that encompass your grant rather than relate to your grant tangentially. This will allow users to narrow their search to specific topics relevant to their needs. If your grant absolutely does not fit into any of the categories below, contact the Grants Portal team at CAGrantsPortal@Library.ca.gov for assistance. Click on a category from left and move right to select. Note that the stock image assigned to your grant is determined by the first category selected. The categories are:

The State Library developed these categories based on feedback about the number of grant opportunities in different categories by various state agencies, discussions with grantseekers, and a review of other grant search tools. We expect to make changes to the list as the first few years of data allow for a better view into the number and type of grants made available by the State of California, as well as the search queries grantseekers use to find relevant grant opportunities.

Field Type: Rearrangeable multi-select listbox


Category Suggestion

If you selected Uncategorized, you may suggest a category for a future iteration of this list.

Field Type: Text


*Grant Purpose

A brief description of the goals and intended outcomes of this grant opportunity.

Provide a brief outline of the goals and intended outcomes of this grant opportunity. In most cases, this information should already be available in your department’s documentation. If this is not the case, consider the following prompt, “At a high-level, what does your department hope to achieve as a result of this program?”

Field Type: Text

Character Limit: 450


*Grant Description

A summary of the grant opportunity, including information such as project scope, priorities, allowable activities, partnership requirements, eligibility exclusions, grant award announcement mechanism, and/or past/average award size.

Provide an overview of the grant opportunity, including the project scope, priorities, allowable activities, partnership requirements (if applicable), eligibility exclusions or other key information that a grantseeker would need to know.
Also include the following information here:

Keywords: Ideally, any keywords describing this grant opportunity should appear in this narrative. When this is not the case, write, “Keywords: ” and then add a list of keywords. For example, if this grant is designed to support climate change, but climate change was not listed above, include it here. Grantseekers will use the search tool on the Grants Portal to seek out keywords such as “Foster Youth,” “Planning Grant,” etc.

Field Type: Text

Character Limit: 3200


*Eligibility: Applicant Type

Many grants are limited to certain applicant types. Select one or more of the following applicant types: Any applicant, Business, Individual, Nonprofit Organization, Public Agency, or Tribal Government.

Indicate the applicant type(s) eligible to apply for this grant opportunity. If you’re not sure which If you’re not sure which type your eligible applicants fall under, contact the Grants Portal team at CAGrantsPortal@library.ca.gov for assistance.

Indicate the applicant type(s) eligible to apply for this grant opportunity.

Field Type: Checkbox


Eligibility Notes: Applicant Type

Departments may include additional information about eligibility here.

If applicable, include any clarifications or additional information regarding applicant eligibility or priority. This may include information about the type of nonprofit organization, 501(c)(3) designation, size/annual budget, specific type of public agency, veteran-, minority- or women-owned business, etc.

Field Type: Text

Character Limit: 450


Eligibility: Geographic

Grant programs may be open to all eligible applicants without any geographic preference or they may have certain restrictions or priorities. The description of geographic requirements or priorities may include political subdivisions such as certain counties, cities, towns, special districts, etc. Eligible or priority geographies may also be described in broader terms, such as entire regions (e.g. the San Joaquin Valley) or by certain features (rural/urban, proximity to water, etc.).   

Provide details on any geographic requirements and priority communities, limitations, or exclusions. If noting rural/urban eligibility, be sure to indicate which definition of rural is being used as these can impact eligibility greatly. Note whether there are any differences in the requirements or priorities between where an applicant is located and where services will be provided.


Keywords: Ideally, any keywords describing this geographic requirements and priorities of this grant opportunity should appear in this narrative. If this is not possible, write, “Keywords: ” and then a list of keywords. For example, if the grant opportunity prioritizes public agencies in the San Joaquin Valley, also include the names of the specific counties and/or cities.

Field Type: Text

Character Limit: 450


*Funding Source (Previously known as Revenue Source)

The funding for grant opportunities made available by state agencies may originate from a number of sources including: annual budget appropriations, new legislation, ballot propositions, bonds or special funds. This also includes federal funds that are administered by the state through subgrants or other mechanisms and other funds that may originate from private or other sources, including foundations. Because of the difference in various reporting requirements, grantseekers are often interested in understanding whether the source of the funds are state, federal, private – or a mix. They are also interested in understanding the origin of the funds (I.e. particular legislation, bonds, ongoing special funds, etc.)

Select the funding source for this grant opportunity:

Field Type: Radio Buttons


Funding Source Notes (Revenue Source Notes)

Departments may include additional information about the source of the funding here.

Specify information about the funding source that may be helpful to applicants, such as legislative authority, proposition number, bond name/number, federal grant program, etc.

Field Type: Text

Character Limit: 450


*Is Matched Funding Required?

Certain grants require that the recipient(s) partially or fully match the grant award amount with another funding source. Some grants may have a range of match requirements or offer additional points to applicants that provide more match funding.

Choose “Yes” or “No.” Certain grant programs do not require match if an eligible applicant meets certain requirements (budget, geography, etc.). When a department uses a sliding scale, it is not uncommon for certain categories of applicants to have no match requirements. In this case, indicate that no match is required and then provide more information in the Matching Funding Notes to indicate the range of match requirements. Follow guidelines created by your department or agency to determine if your program includes matched funding.

Field Type: Radio Buttons


Matched Funding Percentage

Enter the percentage of funding recipients are required to match.


Matched Funding Notes

Matching requirements or priorities vary greatly among grant programs. Some require a specific amount (or “floor”) for all applicants and provide additional points for match above that level. Others require a range, usually reflecting the resources of the applicant. What an applicant may use for match may also differ by grant program. Common limitations include the source of the match (federal, state) or the type (cash, in-kind).

Provide matching requirement details, including ranges, exceptions, priority for certain types of match commitments, limitations on the amount or source of match (state, federal, in-kind, etc.).

Field Type: Text

Character Limit: 450


*Total Estimated Available Funding

The total projected dollar amount available for this grant opportunity.

Input the total projected dollar amount available for this grant opportunity. Only input numbers; do not use punctuation such as commas or periods. 

Field Type: Integer


*Estimated Number of Awards

A single grant opportunity may result in one or many awards. Some grantmakers will know in advance the number of awards they expect to provide, while others may indicate a range or it may depend on the submissions received and the application process.

Provide the estimated number of awards your department expects to fund for this grant opportunity. This information is required by legislation. Select one of following options:

Field Type: Custom Inputs


*Estimated Award Amount(s)

The estimated amount of each grant award. Some grantmakers will know in advance, while others may indicate a range or it may depend on the submissions received and the application process.

Provide the estimated award amounts your department expects to fund for each award. Select one of the following options: 

Only input numbers; do not use punctuation such as commas or periods.

Field Type: Custom Inputs


*Funding Method

The way in which the grant funding will be delivered to the awardee. Disbursement methods include reimbursements (the recipient spends out-of-pocket and is reimbursed by the grantmaker), advances (the recipient spends received grant funds directly) or a combination of advances and reimbursements.

Select the disbursement method that matches this grant program:

Field Type: Radio Buttons


Funding Method Notes

Any details on the funding disbursement method

Use this field to include 1-2 sentences providing details on the funds disbursement method.

Field Type: Text

Character Limit: 450


*Grant Open/Publish Date

The date (and time, where applicable) that a department releases the grant information on the California Grants Portal. If the grant is Active (i.e. not Forecasted), the Open Date/Time is also when the grantmaker begins accepting applications. The Grants Portal will publish the grant opportunity on the open date/time selected.

Indicate when the grant should be made available in full on the Grants Portal (Open Date). Note that the Grant Open Date and Time should be at approximately the same time your department makes the grant opportunity (application, RFP/A, etc.) live on the department’s website.

Field Type: Date Picker/Time Picker


*Anticipated Open Date (required for forecasted grants only) 

The date on which the grantmaker expects to begin accepting applications for a grant.   

Provide the expected open date. Provide as much specificity as possible. If it is not possible to provide a month and a date, then provide a month. If it not possible to provide a month, provide a range (Jan-March of 2021). This is an expected date and as such it is understandable that it may change.  

Field Type: Textbox 

Character Limit: 20 


*Period of Performance

The period of time during which the grantee is expected to complete the grant activities and to incur and expend approved funds.

Since departments vary in the information they have at the time of the grant opportunity, select a number (e.g. 18 months), a specified range (e.g. Oct 15 2020 – June 1 2021), or a combination (any 12-month period between July 1, 2020, and June 31, 2023), etc. The purpose of providing this information is to aid prospective applicants in understanding whether the grant period is short (for example, a year or less) or longer (two, three, four years, etc.) If the department knows that all funds must be expended by a certain time that is very helpful, too.

Provide the period of time during which the grantee is expected to complete the grant activities and to incur and expend approved funds. Be as specific as possible. For example, if the exact start date is unknown, include something like this, “18 months, ending no later than March 31, 2022. Grant activities must last a minimum of 12 months.”

Field Type: Text

Character Limit: 20


*Expected Award Announcement Date

The date on which the grantmaker expects to announce the recipient(s) of the grant.

Provide the expected award announcement date. Provide as much specificity as possible. If it is not possible to provide a month and a date, then provide a month. If it not possible to provide a month, provide a range (Jan-March of 2021). This is an expected date and as such it is understandable that it may change.

Field Type: Textbox

Character Limit: 20


Application Deadline

The date (and time, where applicable) by which all applications must be submitted to the grantmaker. Programs that do not have an application deadline are noted as such.

Enter the application deadline. If there is a time deadline in addition to the date, click the Add Time(s) box and enter the time. Unless you specify otherwise (for example, 5:00pm), the system will assign a default time of 11:59pm. Additionally, enter the time in the 24:00 format (ex: “17:00” instead of “5:00pm”; “23:59” instead of “11:59pm”). 

Field Type: Date Picker,  Time Picker


Electronic Application Submission Method

The electronic method by which applicants may submit applications.

AB 2252 (Stats. 2018, Ch. 318), requires that “each state agency shall provide for the acceptance of electronic proposals for any grant administered by the state agency, as appropriate.” Indicate whether applicants may submit either via email or online application. If the grant program does not allow for electronic submission, select “none.”

Field Type: Radio Buttons w/Textbox


Electronic Application Submission Method URL/Email

The website or email address applicants may use to submit applications.

Provide a URL or email where applicants may submit applications. This is not required if electronic submissions are not allowed.


*URL for Full Grant Details

The URL that provides full and complete details of the grant opportunity.

Provide a link to the specific grant opportunity (e.g. the full RFP or additional information) hosted on your agency’s website. If the only information available is an RFP/RFA, provide that link directly. Please do not provide a link to a general grants page. Grantseekers will want to see information about the specific grant opportunity submitted to the Grants Portal. Spaces in the URL are not allowed on the online form, please make sure your file names do not have spaces before they are uploaded on your website.

Field Type: URL


*URL of Grantmaking Agency/Department

The URL for the agency or department offering the grant opportunity.

Provide a link to the agency or department website offering the grant opportunity. 

Field Type: URL


URL to Subscribe to Grant Updates

The URL where applicants or others may sign up to receive notifications from the state agency about this or other grant opportunities, if available.

If your department’s website includes functionality allowing applicants to subscribe to updates or announcements about grants provided by your department, provide the link here.

Field Type: URL


URL for Planned Events Information

If there are any known events such as workshops, public forums, meetings planned for this grant, provide a link to the page where applicants can find event details.

If there are any known events for this opportunity, provide a link to the page where applicants can find event details. You may also update this information at any point while the grant window is open.

Field Type: Textbox


Public Point of Contact Name (PPoC)

*Public Point of Contact Email Address

*Public Point of Contact Phone Number

The email and phone number applicants may use to contact the grant program. Not all grant programs assign a single person as a point of contact. In these cases, a contact email and phone will still appear.

Provide an email address and phone number that applicants may use to make inquiries or request information about the grant opportunity. If the department has identified a specific person responsible for fielding public inquiries, include that person’s name. If there is no single person responsible for public inquiries, leave this field blank. Note: The name (if included), email address and phone number will be made available on the grant’s detail page.

Field Type: Email, Textbox


*Primary Administrative PoC (for the State Library): Name / Email / Phone Number
*Secondary Administrative  PoC (for the State Library): Name / Email  / Phone Number

This contact information is for internal use only. It will only be used when a representative from the State Library needs to contact the grantmaker for administrative purposes. This information will not be provided on the Grants Portal or data.ca.gov.
Please provide two different points of contacts.

Field Type: Textbox, Integer


*Number Application Submissions Received

The number of applications the department received for this grant opportunity. Departments can add this information after the application window has closed.

The Grants Portal will send an email reminder to you 14 days after the application window has closed. Upon receipt, log into the grants dashboard and input the number of applications received.

Field Type: Integer

Last Updated 3/8/2022