# Grants Committee: For CoW Grantees: Process Guide (Feb 2025) **URL:** \ **Category:** CoW Grants Program\ **Created:** [February 12, 2025, 5:04pm UTC](https://forum.cow.fi/t/grants-committee-for-cow-grantees-process-guide-feb-2025/2830 "2025-02-12T17:04:24Z")\ **Posts on this page:** 2\ **Page:** 1
**Author:** ![c3rnst](https://dub1.discourse-cdn.com/flex013/user_avatar/forum.cow.fi/c3rnst/32/219_2.png) [@c3rnst](https://forum.cow.fi/u/c3rnst)\ **Post date:** [February 12, 2025, 5:04pm UTC](https://forum.cow.fi/t/grants-committee-for-cow-grantees-process-guide-feb-2025/2830/1 "2025-02-12T17:04:24Z")
## Grants DAO Process Guide (Feb 2025) This guide provides a short summary of the lifecycle of a grant as a CoW DAO grantee or applicant. It serves as an overview of roles and responsibilities but does not replace official documents (e.g., [Grant Agreement Terms](https://bafkreifcftgaleyxkekkic36beyveiomqmlwyduyfh3s25zj3uyngr6ht4.ipfs.dweb.link/)). Applicants should refer to the appropriate documents for full details. While efforts are made to ensure accuracy, this guide does not guarantee correctness. Also, check out these [Grant DAO values](https://forum.cow.fi/t/template-for-rfps-incl-grants-dao-values/2816). * * * ## Step 1: Application Submission Applicants must submit a formal application on the Forum ([Section CoW Grants Program](https://forum.cow.fi/c/cow-grants-program) → “New Topic”) using the new [Grant Application Template](https://forum.cow.fi/t/for-grantees-grant-application-template/2768) (updated February 2025). Key components include: - Project Overview: Define the problem, proposed solution, and expected impact. - Objectives & Milestones: Measurable goals with clear deadlines (milestones must be delivered in order). - Grant Type: Specify whether the grant is milestone-based, time-based, or hybrid. - Funding Structure: - Each milestone is funded separately. Even if the final milestone is not reached, completed milestones can be paid. - If project completion is critical, allocate more funding to the final milestone or add “completion funding.” - Duration: Grants should not exceed six months unless justified and explicitly highlighted. - Budget & Fund Request: Provide a detailed cost breakdown. Payments are typically post-milestone unless justified for upfront funding (and explicitly highlighted). - Team Background: Relevant experience and expertise ( **exclude referrals** ). - Payment Address: **One** Gnosis Chain address must be specified (expected to match the signed proposal on Snapshot). * * * ## Step 2: Review & Decision ### 2a. Forum Review - The Grants Committee reviews applications (typically within two weeks). Lack of response signals disinterest, but ideally, a committee member responds within two weeks. - Other community members (including core team) are encouraged to engage in discussions and provide feedback. - Reviewers can pitch themselves and contribute expert opinions. - The Committee assigns a Steward (must be an individual from the committee) to: - Ensure all template elements are addressed. - Validate milestone structure and funding requests (obtaining expert input from the Reviewer). - Act as the main communication point for the applicant. - Assign a Reviewer before Snapshot voting to ensure available resources and proposal clarity. ### 2b. Moving to Snapshot - There is no required forum review period, but proposals should allow time for feedback. - The applicant submits the proposal to [Snapshot](https://snapshot.box/#/s:cowgrants.eth) for formal voting (the only official Grants DAO governance response mechanism). - NOTE: _For spam protection, you need 0.0005 xDAI on Gnosis Chain to post your proposal - You can use the Gnosis Chain Faucet available [here](https://faucet.gnosischain.com/)_ - Snapshot Voting Period: Three days (avoid weekends or holidays - pro tip: pre-schedule to start after e.g. a weekend). - If no Reviewer is assigned, the proposal is unlikely to pass. - Snapshot Proposal Requirements: - IPFS **link** to the CoW DAO Grant Agreement (serves as signing equivalent). - **Final** version of the application (incorporating discussed changes). - Link to the Forum post for reference. - Best Practice: Update the forum post with “Moved to Snapshot” and link the proposal. Steward Responsibilities: - Ensure the Snapshot proposal meets all formal requirements. - Notify the committee and flag any concerns before voting. * * * ## Step 3: Agreement & Execution ### Agreement Finalization If approved on Snapshot, the applicant becomes an official Grantee. ### Review & Payment Process - Milestones must be reviewed before payouts. - Grantees must request reviews/payments in the forum thread (tagging the Steward or Reviewer). - Review timelines vary based on availability and complexity. - Steward provides estimated review timelines (iterations may be needed; partial payouts can be proposed by Steward/Reviewer). - Once approved, the milestone is included in the next end-of-month payout cycle (typically by the 15th of the next month). - The Grants Committee has a 30-day payment term after a completed milestone and payment request. - Payments are in xDAI or COW tokens (converted if needed) and only on Gnosis Chain. - GRANTEES MAY SUBMIT AN INVOICE (new from April 2025) - please get in touch with your Steward for more information. - Milestone-Based Grants: Paid after milestone review. - Time-Based Grants: Paid based on worked hours, included in payout cycles (subject to Reviewer approval). ### Reporting & Communication - Follow the approved proposal – Deliver milestones and objectives as agreed. - Actively communicate progress – Stewards may prompt updates, but grantees are responsible for timely reporting. - Best practice: Maintain updates in predefined channels (e.g., GitHub). - **Official communication must be in the forum thread of the original application** ## Modifying the Scope of a Grant - Minor changes (no vote required): Small deadline extensions, budget shifts within milestones, minor deliverable clarifications, and partial payouts can be approved by the Steward and Reviewer. - Major changes (Snapshot vote required): Budget increases, significant scope changes, extensions beyond six months, changes to payment structure, or grantee reassignment require a Snapshot vote. - Process: Grantees request changes in their forum thread, and the Steward assesses whether a vote is required. Approved changes must be documented transparently. - New milestones or continuations, renewals or similar shall always be seen as a stand-alone new grant application (with the newest template + terms & new forum thread + vote). * * * ## Step 4: Grant Completion & Termination ### Completion - The grantee successfully delivers all milestones, submits a final report, and receives final payment. ### Termination - By the Grantee: Requires a 30-day notice via the forum. - By the Committee: Can be terminated via Snapshot vote (typically 30-day notice, but immediate in urgent cases). - Immediate Termination Reasons: Misuse of funds, harmful actions against CoW DAO, lack of communication, or force majeure. - Best Practice: Terminations should not be a surprise. If communication is lacking, at least one formal warning in the forum should be issued before immediate termination. - Grants do not expire automatically – they must be formally terminated. - If milestones are not met without justification, the committee may initiate a Snapshot vote for termination. - Post-Termination: Only completed work is compensated. Appeals can be made via DAO governance. * * * ### Summary of Responsibilities #### Grantee Responsibilities - Submit a well-structured grant application based on the new template and respond to feedback. - Deliver milestones and work according to the approved proposal. - Actively request milestone reviews and payments in the forum thread. - Communicate progress regularly and align with milestone deadlines. - Maintain transparency and responsiveness to stewards and reviewers. #### Steward Responsibilities - Ensure the grant proposal meets all formal requirements. - Validate the structure of milestones and funding requests. - Act as the primary liaison between the grantee and the Grants Committee. - Assign a Reviewer before Snapshot voting and ensure the proposal makes sense. - Provide an estimated review timeline and facilitate communication. - Flag concerns or missing requirements before formal votes. #### Reviewer Responsibilities - Can be external, from the core team or the committee iteself - Assess feasibility of milestones and funding structure. - Provide expert input on deliverables and technical execution. - Review milestone submissions and approve payouts. - Guide the Grantee if technical support is needed. - Recommend partial payouts or required revisions if necessary. - Communicate clearly on expectations and necessary changes. #### Grants Committee Responsibilities - Oversee the grant process and ensure fair evaluation. - Engage in discussions and provide feedback on proposals. - Assign a Steward - Vote on grant proposals and termination cases via Snapshot. - Ensure funds are allocated properly and uphold accountability. - Provide governance oversight and handle disputes or appeals. * * * - Feedback is encouraged! If you have suggestions, post in this thread, please 🙂 ---
**Author:** ![c3rnst](https://dub1.discourse-cdn.com/flex013/user_avatar/forum.cow.fi/c3rnst/32/219_2.png) [@c3rnst](https://forum.cow.fi/u/c3rnst)\ **Post date:** [February 13, 2025, 9:32am UTC](https://forum.cow.fi/t/grants-committee-for-cow-grantees-process-guide-feb-2025/2830/2 "2025-02-13T09:32:54Z")