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ROCHESTER AREA COMMON APPLICATION FORM
INFORMATION FOR GRANTSEEKERS & GRANTMAKERS
This form was developed in 1999 by the Rochester Grantmakers Forum and its Rochester Effectiveness Partnership to facilitate the application process for both grantmakers and grantseekers, and to focus on results. Grantmakers and grantseekers worked together to create it.
Before using the Common Application Form (CAF) please check the Guide to Grantmakers in the Rochester Area:
2002-2004
(The Guide) to see if your project or program matches the interest of the funder(s) you wish to contact. The Guide can be purchased from the Forum
(585/232-2380) or used at many Monroe County public libraries. Some funders prefer a letter or phone call as the initial approach. Follow procedures for each funder as described in the Guide.
A printable version of the CAF can be downloaded at no charge from this site,
click
here. A diskette with the CAF can be purchased from the Forum for $8. (Mail a check payable to the Rochester Grantmakers Forum to
919 Winton Road South, Rochester, NY 14618.)
The funders listed below have agreed to accept the Common Application Form. Where a dollar amount is included to the right of a name, provide items 1-10 described on the Application Content page when you are requesting that amount or more from the
funder. You may omit items 3 and 4, the logic model and rationale, if your request is lower than the figure listed next to the funder’s name. If no figure is included following a name, that funder wants items 1-10 for requests of any size. In addition:
(a) = Requires additional information
(b) = Requires letter of inquiry first
(c) = Call first
E.g.: ABC Foundation, $5,000, (c): Omit items 3 and 4 for requests below $5,000. Call before developing a proposal.
XYZ Corporation, $1,000, (a, b): Omit items 3 and 4 for requests below $1,000. Send letter of inquiry before developing proposal. Will request additional information on top of that requested in the Common Application Form.
The Smith Trust (b): Requires 1-10 for all proposals. Send letter of inquiry before developing proposal.
THE FOLLOWING WILL ACCEPT THE ROCHESTER AREA COMMON APPLICATION FORM
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Advertising Council of Rochester (a, c; use short form for
consultant, full form for community impact requests)
Agrilink Foods/Pro-Fac Foundation (use short form for all
requests)
ALSTOM Signaling Foundation, $5,000
American Wildlife Research Foundation
Ames-Amzalak Memorial Trust, $1000
Bausch and Lomb, $5,000
Caldwell Manufacturing Company, $5,000
Chase Pitkin Home and Garden, $500 (a, b)
Citibank, $10,000
Cornyn Foundation, $1,000
Delphi Automotive Systems, $1,000
Eastman Kodak Company, $10,000 (a)
Everett Charitable Trust, $10,000
Foundation for the Jewish Community, $10,000
Goldberg Berbeco Foundation (a; use short form for projects
with total budget under $10,000, full form for all others)
B. Thomas Golisano Foundation, $2,500 (a)
HSBC Bank USA – Rochester Region
Halcyon Hill Foundation, $5,000 (b)
HealthNow NY, (use short form for event underwriting under $1,000, full form for all other requests)
Daisy Marquis Jones Foundation, $6,000 (b)
Key Bank of New York, $10,000
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Suzanne Lee Charitable Trust
Oliver B. Merlyn Foundation
Mary S. Mulligan Charitable Trust, $5,000
Park Ridge Foundation, $1,000 (b)
RCIPA Community Health and Educ. Fndtn., $1,000
Rochester Area Community Foundation:
Distributions Committee, $3,000 (b)
Feinbloom Supporting Foundation, $3,000 (b)
John F. Wegman Fund, (b; use full form for requests of $7,500 or more, and for any requests with total project budget of $15,000 or more)
Rochester Female Charitable Society
Rochester Primary Care Network (for pre-selected
applicants only)
St. Mary’s Foundation, $1,000 (b)
Time Warner Communications, $1,000
Wegmans Food Markets, $1,000
Fred & Floy Willmott Foundation, $2,500 (proposal should be 1-sided and not bound or stapled)
M.C. and J.C. Wilson Foundation, $6,000 (b)
Women’s Foundation of the Genesee Valley
Wyman-Potter Foundation (use short form for all
requests; additional information may be requested)
Xerox Corporation, $2,500 |
APPLICATION CONTENT
Please note: A. Applications should be legible. Handwritten in black ink, word processed or typed are all acceptable.
B. "Organization" = group whose 501(c)(3) status is being used.
Please include the following in a complete application, unless the funder has indicated that you may leave out items 3 and 4. (See previous page, Information for Grantseekers, for guidelines regarding when you may omit items 3 and 4, the logic model and rationale.)
Executive Summary (This will take the place of a cover letter.) Please create in bulleted rather than narrative form. To save you time, we suggest that you wait until after completing the rest of the proposal to develop this section. We encourage you to limit this to one page or less. It should be a brief synopsis of your request, able to serve as a stand-alone piece for some.
- Organization name
- Project Definition
- Project/activity name
- One sentence summary of project/activity
- For this request, summarize:
- Why (community need)
- Who and how many (target population, including age, gender, ethnicity, other relevant characteristics)
- What (services provided)
- When (timeframe)
- Where (location of the work)
- What do you hope to accomplish (outcomes)?
- How does this request meet this funder’s priorities?
- State the total cost of this effort, and the amount requested from this funder.
- Signatures of CEO and a board representative, preferably the board chair or president.
- Information sheet (use attached form).
- Logic model (use attached form and instructions).
- Rationale (follow attached instructions).
- Program or Project Budget sheet (use attached form).
- Financial summary of your organization’s most recently completed fiscal year, including the original budget and actual revenue and expenses for that year.
- If you are a 501(c)(3) organization, a copy of the IRS determination letter advising that your organization is exempt from taxes under Section 501(c)(3) of the IRS code, and that the organization is not a private foundation as defined in Section 509(a).
- Listing of organization’s Board of Directors with their affiliations.
- Most recent audited financial statement and accompanying management letter for a complete fiscal year of the organization. If your financial statements have never been audited, indicate why – e.g. you are too small, or your organization is too new.
- Annual report, if available, or a brief description of the scope of your organization’s work.
INFORMATION SHEET
GRANT APPLICATION TO (name of funder):
Organization Information
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Name & address of applicant organization:
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Is the name at the left the same as it appears on the IRS 501(c)(3) Letter of Determination? __yes __no
If not, explain: |
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Telephone Number:
Fax Number:
E-mail:
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For current fiscal year:
Organization’s total budgeted revenue:
Organization’s total budgeted expenses:
Fiscal year: __________ to __________
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Chief Executive Name and Title:
9-digit Federal Employer ID #:
Year organization incorporated: |
Revenue Sources:
___ % government (city,county, state,
federal)
___ % United Way
___ % membership
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___ % fees
___ % grants
___ % investment income
___ % fund raising (e.g.
events, gifts, bequests, etc.) |
Information for This Request
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Name of this program or project:
Program/project contact person: Name:
Phone #:
Total cost of this effort:
Amount requested from this funder:
Type: __Capital
__ Construction
__ Renovation
__ Equipment
__Endowment
__Program/Project
__General Support
__Other (describe)
Date funds needed by:
Date by which funds will be spent:
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List other potential and actual sources of support - put an "*" by those committed, noting any matching fund requirements.
Amount Funder
List major funders of program/project for past two years if applicable:
Amount Funder |
Rochester Area Logic Model
(See Logic Model Packet guidelines and sample logic models.)
Program/Project________________________ Agency____________________________ Date________________________
Program/Project Time frame:______________________
Program/Project Goal:________________________________________________________________________________________
Names & titles of those with key roles in developing logic model:
| Inputs ($’s, staff, volunteers, materials & other resources required)
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Activities (What the program does with the inputs to achieve its outcomes)
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Projected Outcomes (Effects on knowledge, attitudes, skills, behavior, condition or status during or after the program/project)
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| Quantify inputs wherever possible (e.g. "2.5 FTE social workers," "270 volunteer hours") |
Activities should be quantified (e.g. 2 support groups/10 moms ea./2 hrs/wk for 4 mos.) |
Shorter-term Outcomes
put a "*" next to those you will measure |
Longer-term Outcomes
put a "*" next to those you will measure |
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(Add additional pages if needed.)
RATIONALE
(Please include the following. We strongly encourage you to limit the total length of the rationale to 4 pages or less.)
- Need/demand
(present in bulleted format, and where possible, include local statistics, community priorities, etc)
- Summarize the need for your planned work.
- Summarize customer demand for this work.
- Outcomes
For each outcome you will track, as identified in your logic model, indicate how you will know if you succeed in achieving it, using the following format.
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Outcomes |
Indicators/Measures (What will you measure to know if you reach your outcomes?) |
Targets/Performance Standards/Projected levels of success/What will tell you that you have achieved your outcomes? |
By when will targets be achieved? |
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- Activities (use bullets or a chart where possible)
Why do you believe the activities listed in your logic model reduce or eliminate the need described in item A on this page?
- Organizational capacity to undertake project
- What is your organization’s mission, and how does this project relate to it?
- Summarize similar program accomplishments in the past, including the extent to which your outcomes were reached (use bullets or a chart where possible).
- Links with other agencies
- If this is a collaborative effort, complete the following:
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Collaborating organizations |
Contact person |
Phone number |
Role(s) of partners |
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Do you know of other groups doing similar or related work? If so, how does your work differ from or complement theirs?
What is the future of the program or project beyond
the grant period?
- In terms of programming, summarize what is envisioned.
- If it is to continue beyond the grant period, how will you support this project?
In no more than ½ page, say anything else you want to about this request.
5. PROGRAM OR PROJECT BUDGET SHEET
A. Provide the following information regarding the program or project for which you seek funds.
SUPPORT/REVENUE
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Total Anticipated Support/Revenue |
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1. Requested grant |
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2. Fundraising events |
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3. Gifts/bequests |
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4. Miscellaneous contributions |
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5. Foundation/corporate grant support |
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6. United Way |
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7. Grants/contracts: govt. agencies |
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8. Program service fees |
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9. Membership dues |
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10. Investment income/transactions |
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11. Sales: services, products, crafts |
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12. Miscellaneous revenue |
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13. Subtotal Direct Support/Revenue |
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*14. Proration: General & Management
Income |
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15. Total Support/Revenue |
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*General organizational funds/income that are applied to this
program/project, eg. endowment earnings, general contributions.
EXPENSES
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Total Expenses |
Expenses Covered By Requested Grant |
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16. Salaries of provider staff |
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17. Fringe benefits |
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18. Professional fees (contract, consultant) |
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19. Supplies (consumable) |
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20. Printing and postage |
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21. Occupancy |
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22. Phone and fax |
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23. Travel and meetings |
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24. Training |
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25. Evaluation |
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26. Equipment purchases |
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27. Miscellaneous expenses |
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28. Subtotal Direct Expenses |
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**29. Proration: General & Management Expenses |
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30. Total Expenses |
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** Administrative staff and/or other general organizational expenses
applied to this program/project. B. If you feel elements of your budget need explaining, please do so in no more than ½ page.
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