JMU offers guidance to faculty on submitting philanthropic grant proposals to private foundations and strategizing partnerships with corporations. Explore the possibilities of partnering. Download our comprehensive Corporate and Private Foundation Funding Guidebook to learn more about the process.
Corporate and Private Foundation Funding Guidebook
Biology professor Katrina Gobetz and Shannon Gillen visit the Edith J. Carrier Arboretum to gather their research. “I could not have done this without JMU,” said Gobetz after patenting an innovative Animal Monitoring Station that stores video and measurements of tiny creatures, like mice and shrews, without trapping the animals. Her 3-D printed devices record the elusive wildlife without exposing the fragile creatures to possible starvation, hypothermia or harm from humans.
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Table Of Contents
Working with CFR......................................................................................................4 Key Distinctions Between CFR and OSP.......................................................6 Overview of the Philanthropic Grant-Seeking Process.........................8 Finding Funders.........................................................................................................8 Developing a Successful Proposal...................................................................11 Suggested Timeline for Submitting Proposals........................................14 Reporting.................................................................................................................... 17 Other Forms of Stewardship............................................................................18
Front cover photo: Students assist with the construction of raised garden beds, engaging in analyses of soil, plant and pollinator identification, and biodiversity and land use studies. JMU is a certified affiliate of the Bee Campus USA program.
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Corporate and Private Foundation Funding Guidebook
Working with Corporate & Foundation Relations
The Office of Corporate & Foundation Relations (CFR) within the Division of University Advancement facilitates holistic, strategic partnerships to bridge the gap between industry and academia, aligning company business objectives and private foundation funding priorities with the cutting-edge research, transformative projects and impactful programs led by JMU faculty, staff and students. Corporate Engagement Our team is dedicated to helping you build strategic partnerships with companies that align with your research and goals. We assist in identifying industry leaders and potential partners, facilitating connections that can drive your work forward. We collaborate with you to develop effective solicitation strategies to secure charitable sponsorships or gifts to support your work. For more information on the charitable sponsorship process, access our toolkit. We also help develop comprehensive outreach strategies, arranging meetings and campus visits with company representatives to build strong partnerships. By aligning your goals with JMU’s initiatives, we provide companies with strategic synergy, access to our talented students and increased visibility. These partnerships often lead to collaborative opportunities with JMU faculty, fostering innovation and bringing new ideas to market. Before pursuing external funding, please contact us to help maintain holistic partnerships and leverage our established relationships with specific companies. This ensures a coordinated approach that benefits both your work and the university’s broader goals.
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Foundation Relations We work with private foundations to align JMU’s strategic initiatives with your mission and funding opportunities, fostering mutually beneficial connections. We coordinate campus visits and facilitate discussions between foundation representatives and JMU faculty, researchers and academic leaders to foster collaboration. We assist in developing compelling philanthropic grant proposals that align with your mission and funding priorities, maximizing your chances of securing support. Additionally, we streamline communication for existing funding, ensuring timely, accurate and transparent reporting and stewardship. By leveraging our skills in proposal development and relationship management, we help you navigate the complexities of securing and managing private foundation funding. CFR provides the following services related to philanthropic grant funding : 1. Identify and connect with funding sources 2. Interpret application guidelines 3. Discuss and develop project concepts 4. Assist with developing proposals and budgets 5. Acquire required institutional documentation 6. Review and submit reports 7. Coordinate stewardship activities, such as donor visits and acknowledgment letters
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Corporate and Private Foundation Funding Guidebook
Dr. Modjadji Choshi, associate professor in the JMU School of Nursing, presents her project on appropriate technology in rural health innovation. Her project focuses on the development of a culturally-integrated educational program for rural South African villages to address common health concerns related to Western societal influences.
Key Distinctions Between CFR and the Office of Sponsored Programs (OSP) The table on the right can guide you in determining the classification of your funding. In some cases, it may not be obvious if an award is a grant/sponsored project or a gift/ philanthropic grant. In these cases, CFR and OSP will work together to review the documentation and decide which classification is most appropriate.
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Office of Sponsored Programs (OSP)
Corporate & Foundation Relations (CFR) Gift/Philanthropic Grant Philanthropic grants are typically provided by private foundations, industry, non-government entities or individuals
Grant/Sponsored Project
Funding Source
External funding for sponsored programs can include the following types of sponsors: federal, state, Virginia city/county, industry, foundation, private/non-profit, non-VA government and other universities. Awarded funds are managed through the Office of Sponsored Programs - Financial Services.
Fund Management
Awarded funds are managed through the JMU Foundation
Description Represents an “exchange transaction” in which each party receives commensurate value
Represents a “contribution,” an unconditional transfer of cash or stock which is voluntary and non- reciprocal No contractual requirements are imposed. The gift may be for a stated purpose and is administered with the restrictions imposed by the donor at the time of the gift
Contractual Obligations
Allows the university to be penalized for nonperformance. Commits the university to a specific line of scholarly or scientific inquiry to be documented by a research plan or statement of work. Specifies commitment regarding the level of personnel effort, deliverables or milestones. Includes terms and conditions for disposition of tangible or intangible property
Reporting Usually has reporting requirements (including detailed financial reporting beyond summary of expenditures) or specific restrictions on how the money can be spent
Reporting is not a condition of the gift. No formal fiscal accountability beyond periodic progress reports and reports of expenditures as a form of good stewardship, rather than contractual obligation No required time period over which the work will be done (no completion deadline) Contributions are irrevocable (no request for unused funds to be returned to the awarding agency/ foundation/corporation) Does not include personnel costs
Period of Performance
Usually has a specified time period over which the work will be done (a start date and an end date) Sometimes requests that unused funds be returned to the awarding agency/ foundation/corporation
Right of Return
Personnel Might include personnel costs
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Corporate and Private Foundation Funding Guidebook
Overview of the Philanthropic Grant-Seeking Process 1. Develop a specific, meaningful, actionable project 2. Compose a one-page summary of your project to share with CFR 3. Research funders whose mission aligns with your project with assistance from CFR 4. Coordinate proposal preparation, review and submission 5. If awarded, carry out the project as outlined in the proposal 6. Practice good stewardship by coordinating all communication with funder through CFR, such as sending acknowledgements and submitting reports on time Finding Funders CFR can help identify private funders that may be interested in your project. We conduct this prospect research for projects that have been identified as high priority by University Advancement in coordination with the president, provost, deans and/or unit heads. To request corporate or foundation prospect research, please contact us at cfr@jmu.edu. Our team uses an array of industry-standard tools and resources to identify potential funders. These include both paid subscription services and free and publicly available services. The tools listed on the right are made available to the JMU community and can help you stay informed about new and upcoming Requests for Proposals (RFPs), as well as philanthropy trends and news.
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The following are options to begin researching potential funders:
Grant Forward is a search engine dedicated to helping institutions and individuals find grants to support their research. Its powerful system lessens the hassle of searching for funding opportunities with adaptable search filters and specialized search features. You can use this search engine without establishing an account or paying a fee. Our team uses this tool extensively. Access GrantForward. SPIN by InfoEd Global provides JMU faculty, staff and students with access to a comprehensive repository to search current funding opportunities. Instructions for accessing SPIN. Foundation Directory Quick Start allows you to find a foundation by name, EIN, location and assets, or giving range. Search the IRS Forms 990 and 990-PF for funders by those facets or by keyword. Access FDO QuickStart. Philanthropy News Digest publishes Requests for Proposals (RFP) and notices of awards as a free service for US-based non- profit and grantmaking organizations. Use “Search RFPs” to find current requests for proposals in your subject area. You can filter by state as well as set up a free account to receive alerts by topic. Access Philanthropy News Digest.
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Corporate and Private Foundation Funding Guidebook
With the help of Madison Trust, Bailie Lavan (‘19M) and biology professor, Patrice Ludwig (‘96, ‘01M), began searching for the distance to help restore oyster colonies in the Chesapeake Bay watershed. “Working with the investors that I’ve gotten to know has really given me confidence as a researcher,” Ludwig said.
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Developing a Successful Proposal
Where do I start? Start with a Request for Proposal (RFP) from a corporation or foundation. If the RFP is related to your area of interest, CFR can help you develop a description of your current research that corresponds to the requirements listed in the RFP. -OR- Start with an idea for a project. If it involves partners in other departments, units or schools, begin talking with them early. Contact CFR for help finding funders with priorities that match your project. To determine if a funder is a good match, follow these steps: 1. Go to the funder’s website to learn their goals and grantmaking philosophy. 2. Review the funder’s proposal guidelines and grant database or list of recently funded proposals; these resources are usually the best indication of whether or not the funder would find your project compelling. CFR can provide research support, including tracking current and past gifts made to other universities and similar organizations. This information can be very helpful in preparing your request. 3. CFR can then help you confirm whether the funder is a good fit, and determine the approach and how to begin preparing for your submission.
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Corporate and Private Foundation Funding Guidebook
I’ve located the foundation that is a good match for my project. Now what?
Contact CFR for support. We ask that you complete the Grant Proposal Request Form so that we can get an idea of your work and you can think through the questions that will be further developed in your formal proposal: • What is the idea or problem you want to tackle? Why is it important? To whom is it important? • What gap does your project fill? What does your project aim to do? What are the outcomes? What will your research/project contribute? What will be understood when it is complete? • How will you achieve your goals? How long will it take? • Why will your project succeed? What will success look like, and how will it be measured? How will you share the results? • Will the project/research continue once grant funding ends? If so, how might it be funded?
Upon receiving your request, our office will consult with you to determine where we can assist you. This might include:
Creating a checklist of everything the funder requires you to submit with your proposal.
Developing a realistic timeline , working backward from the deadline for proposal submission.
Scheduling time to work on your grant budget. The funder may have an official budget template on their website.
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Requesting letters of support or commitment, if required. Make sure your recommenders are aware of all deadlines. CFR will draft letters for the president and/or provost if they are required.
If there are no submission guidelines, what format should I use?
Speak with CFR on the best course of action.
Most proposals include the following: • an executive summary
• background information about your institution and project • an explanation of why the project is important • a description of your project methodology • a description of what will be done and who will do it • the expected results and how they will be evaluated • a plan for sharing the results • a case for the sustainability of the project after grant funds are expended • the project timeline and budget
What should I do once I complete a draft of my proposal?
Ask colleagues to read your proposal. Provided advance notice, a CFR staff member can serve as an educated general reader and provide feedback and edits. Additionally, we will help you ensure that the budget reflects everything described in the proposal narrative and that the proposal narrative discusses everything listed in the budget. Then, you can make any remaining revisions and finalize the proposal for submission.
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Corporate and Private Foundation Funding Guidebook
Suggested Timeline for Submitting Private Grant Proposals
CFR suggests that you plan your timeline by working backwards from the submission due date. Below are a series of steps that can help you in your grant-seeking efforts. 1. Three to six months before deadline • Carefully read through the RFP; contact CFR for help with interpreting guidelines and starting the submission process • Draft a one-page summary (no more than 500 words), and submit the Grant Proposal Request Form to CFR. 2. Two months before deadline • Draft the proposal, budget and timeline for your project, and share these with CFR • If required, contact colleagues for letters of support or commitment 3. One month before deadline • Share proposal draft and budget with CFR and colleagues for edits and feedback 4. Three weeks before deadline • Incorporate edits and feedback into proposal draft and budget • Coordinate with CFR for a successful submission • NOTE: It is important that this is done in ample time for CFR to coordinate signatures and submission with the JMU Foundation.
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Funded in 2021 through Madison Trust, the Africa Medical Relief project began collecting valuable medical equipment and supplies that would otherwise go to waste in the U.S. They then packed and sent large shipping containers to Nifas Mewucha Hospital in Dijibouti, West Africa.
5. If awarded • Share acceptance letter and any communication with the funder with CFR • Take note of reporting requirements and deadlines • Develop a list of what will be needed for reporting • Coordinate with CFR for review of draft, reports, and successful submission of reports
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Corporate and Private Foundation Funding Guidebook
Computer Science major Alex Furlich served as team storyteller during the first cohort-based X-Labs Reimagined Internship with Reston-based Ellucian. The experience encouraged him to add a Communication Studies minor.
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Reporting Most funders will require you to prepare a grant report or multiple reports. Reporting requirements and due dates are typically listed in the award letter. Reports are generally due every six months or one year from the award date. Please note that while it is not a contractual obligation, providing the funder with accurate, detailed and timely reports is not only good stewardship practice, it is a mandatory part of our workflow. CFR is happy to assist with report drafting and submission. A well-crafted report can have a positive effect on the way funders view your work, as well as JMU, and greatly increase the university’s chances of receiving future funding. Failure to comply with reporting requirements will jeopardize JMU’s chances of receiving future philanthropic grants. If your proposal is funded, your primary responsibilities include: • Ensuring that all elements of the project are successfully completed and follow the proposed timeline • Providing the impact and results of the project as spelled out in the grant application • Working with the appropriate accounting personnel to manage the budget and obtaining financial reports — expenses need to conform to the budget submitted with the proposal • Submitting reports in a timely manner Philanthropic grant reports generally include the following: • A summary of project activities conducted during the grant period • A discussion of outcomes, including successes, challenges and lessons learned • A description of the impact of the project and funding • A summary of expenditures
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Corporate and Private Foundation Funding Guidebook
Halfway around the world, JMU students are investing in and learning from a rural community at Madison Camp Kenya. Since 2018, the local Nasaruni Academy educators and our pre-service teachers studying abroad have been working together on research and refining classroom practice.
Other Forms of Stewardship Stewardship refers to activities performed to ensure that the appropriate gratitude and recognition are expressed to funders. This also includes communication regarding the impact of the project and the use of the philanthropic grant funds, i.e. reporting. Stewardship is the last phase of securing a philanthropic grant and the first phase in developing the next request. With every interaction, we are building a relationship, whether or not we receive the funding requested.
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If the proposal is funded, CFR will coordinate with appropriate parties (president, vice president of advancement, and/or dean), and will send a letter acknowledging receipt of the gift on behalf of JMU. If the proposal is not funded, CFR can help coordinate a time to speak with a funder’s program officer to receive feedback on your application, if this is an available service. This is an opportunity to understand what worked and what didn’t. It is also a stewardship activity as it shows you are serious about a future partnership and are willing to put in the effort to make your proposal successful. Additionally, as part of stewardship, CFR often hosts corporate and foundation representatives on campus. These events enable the university community to recognize and thank our partners for their support and to cultivate future philanthropy. To ensure that an event is successful for all participants, CFR works with relevant campus partners and the corporation or foundation representatives. A multi-unit visit may include tours of facilities; meetings with student organizations; or convenings of university leadership and faculty, depending on the interests of the corporation or foundation. If you would like to discuss the stewardship of a particular philanthropic grant, please contact our office first before coordinating activities.
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Corporate and Private Foundation Funding Guidebook
Jonathan Spindel, a professor in the College of Integrated Science and Engineering, presents “Virtual Reality Video Game for Vestibular Rehabilitation Therapy (VG-VRT)” to Madison Trust in 2022. The project focuses on the development of a virtual reality interface to assist patients with balance issues in completing rehabilitation exercises.
Corporate and Foundation Relations MSC 4401, 481 Bluestone Dr.
Harrisonburg, VA 22807 (540) 568-3196 Phone cfr@jmu.edu www.jmu.edu/give/CFR
11/2024
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