Best Practices for Creating an Effective Eligibility Quiz in Grant Applications

There are thousands of organizations in the world doing amazing work in your impact area. As a funder, you probably wish you could fund them all. Unfortunately, limited resources mean you need to make decisions about the specific community you serve.

To avoid wading through funding applications that don’t meet your program criteria—and wasting the time of those nonprofits submitting those applications—you should include an eligibility quiz before the formal application.

An eligibility quiz is an essential part of streamlining your grantmaking application process. When implemented correctly, it can save valuable time for both your grantmaking staff and potential grantees.

Here are a few best practices for designing and executing an eligibility quiz, so you can ensure a more efficient and effective application process.

What is an Eligibility Quiz for a Funding Application?

An eligibility quiz is a short series of straightforward questions designed to determine whether an applicant meets the basic requirements for your funding program. These quizzes typically consist of simple questions that can be answered with a yes or no. The quiz should only take a few minutes for your applicants to complete.

As the first screen applicants encounter, eligibility quizzes help ensure that only those who meet the qualifications for the funding program proceed to the full application stage. Additionally, for larger organizations with multiple programs, routing forms prior to the eligibility quiz can help applicants identify the program that best aligns with their work.

What Information Should Be on an Eligibility Quiz?

Your eligibility quiz should be concise, with questions reflecting the information provided in your program documentation. Here are common question topics for an eligibility quiz:

• Amount Requested: You can verify that what they need aligns with the amount available in the funding program. Options could be, “This grant provides between $5,000 and $10,000 in funding. Is the amount you are requesting within that range?” or “I understand this grant program awards $5,000 to successful applicants.”
• Location: If you serve specific counties or zip codes, reflect that in your question and answer options. The question could be, “Are you located in or do you serve the residents of Cole and Boone counties?”
• Focus Area: Include a list of options, such as youth literacy, nutrition, and workforce readiness. Ask if your applicant serves one or more of those impact areas. If the funding program is for a specific focus area, such as food insecurity, you can ask, “Does your program support improving access to healthy food?”
• Prior Funding: If you have restrictions on how often an organization can receive funding from you, make sure that is reflected in your eligibility quiz.
• Tax Status: Tax status is a common eligibility question. Your grant management system may also integrate with a data repository like GuideStar that will pull that information in based on the organization’s information.

Your eligibility quiz questions should be simple and have clear answers. Any question on your eligibility quiz should also be clearly addressed in your program documentation. You’ll want questions that can be answered with a check box or radio buttons because that makes it easier to set up automation. You also avoid errors due to misspellings or keystroke mistakes and save your staff time in reviewing open-ended responses.

Best Practices to Determine Eligibility

Creating an effective eligibility system involves careful planning and execution. Here are six best practices to help you streamline your grant application process.

1. Provide a Clear Description for the Purpose of Your Eligibility Quiz

At the beginning of your eligibility quiz, provide a brief explanation of its purpose. This helps applicants understand why they need to complete the quiz and what information you are looking for.

2. Keep it Simple and Short

Your eligibility quiz should require minimal time from your applicant and your staff. Use no more than 10 questions, preferably five or less, and the answers should be information the person knows without running multiple reports in their grant management system.

3. Use Automated Workflows

Automated workflows as part of the eligibility and application process can help move potential grantees forward and send appropriate communications based on their responses. This not only saves time but also ensures that applicants receive timely feedback.

4. Include a Declination Message

If an applicant does not qualify based on their responses, include a polite declination message. This message should let them know why they didn’t qualify and thank them for their interest. Providing clear feedback helps maintain a positive relationship with potential grantees.

5. Provide Contact Information for Error Resolution

Occasionally, an applicant may believe there was an error in their quiz responses. Provide contact information so they can reach out for clarification or correction. This ensures transparency and trust in your process.

6. Integrate with Data Repositories

Streamline the eligibility check process by integrating your application with data repositories. For example, your grant management system may have an integration with GuideStar Charity Check to automatically verify the organization’s tax status. This reduces manual checks and speeds up the process.

7. Build a Funding Application That’s Easy for Your Staff and Applicants

Your applicants have enough on their plate without lengthy application processes. Ensure that your funding application is user-friendly for both your staff and applicants. An eligibility quiz should not be a bottleneck but a gateway to a smooth and efficient application process.

Build a Modern Application Process

Incorporating an eligibility quiz into your grant application process is a strategic move that benefits both your organization and your applicants. With an intentional and well-crafted eligibility quiz and application process, you let your grantee know you value their time so they can do more of the impactful work you want to support.

Want to learn more about how you can build a modern application process for your grantees? Check out our guide, From Awareness to Funding: The Grantmaker’s Guide to a Streamlined Application Pipeline.