& & YORK RESEARCH Applying to Foundations – How to Support an Application and Tips for Administrators Shirley Freek Senior Development Officer, University Development Sarah Whitaker Sr. Research Officer, Office of the Vice-President Research & Innovation August 30, 2011

& YORK RESEARCH What Types of Foundations are There? Public Foundations vs. Corporate vs. Private Foundations with peer review processes vs. relationship building Canadian vs. International Foundations

& YORK RESEARCH What do Foundations Support? Everything! Impact, impact, impact! Human scale – “change a life or save a life”

& YORK RESEARCH Example Foundations Ford Foundation grant application process through web based forms. MasterCard Foundation microfinance and youth earning does not accept unsolicited applications Glaxo-Smith Kline Foundation Corporate foundation with industry-related focus

& YORK RESEARCH Example Foundations con’t W. Garfield Weston Family Foundation youth education land conservation science in Canada’s North “Trustee initiatives” medical and nutritional research programs in the arts and culture community and heritage projects education and the environment

& YORK RESEARCH Project Information Required Questions to have answers to before approaching a Foundation include: Does the Division of Advancement have an existing relationship? Can the research initiative be broken down into distinct funding opportunities? Is your “ask” amount realistic? Will students be involved? How? And how many? What opportunities exist for collaboration? Are other partners involved? Is there a completed budget and timeline? Where does the project go after the initial funds are exhausted? – sustainability What do next phases of the research cost? What is the IMPACT? – inside and OUTSIDE of the academy Will this gift/grant require formal recognition?

& YORK RESEARCH Eligible Foundations Each Foundation is different in terms of spending regulations. Rules of thumb include: –Students –Staffing costs (conditional) –Production of research outcomes –Dissemination of findings

& YORK RESEARCH What Costs do Foundations Not Cover? –Course release/faculty salary –Staffing costs (conditional) –Travel and accommodation –Overhead –Capital costs –Large project contingencies allowances –Full budgets (Foundations generally prefer to be one of several funders)

& YORK RESEARCH Eligibility to apply Each Foundation has it’s own rules around eligibility. Check the website thoroughly for institutional eligibility and eligibility of particular research costs. Follow up calls are often necessary to confirm eligibility and interest of the Foundation in your project. Applicants may have to be “invited to apply”.

& YORK RESEARCH ORUs within an application Financial Administration Workshop and conference services General grant/project administration Internal peer review process Liaison with Advancement / Development, ORS, Research Accounting, Procurement, etc. Web and other social media support Reporting to funders

& YORK RESEARCH Common Errors Common errors when approaching foundations include: –No white space, no adjectives –Poor general document presentation –Assumption of entitlement –Lack of human connection –Failure to meet stated objectives/criteria –Requests for the wrong budget and/or wrong project –Competing with ourselves!

& YORK RESEARCH Strategies for success Read the instructions / website / evaluation criteria Contact Advancement or local Faculty Development Officer for information on York connections and other activity Create a checklist using application and adjudication criteria Know your adjudication audience – research the board/family Focus writing on the reader of the application Contact colleagues who have put applications together before Have the application reviewed internally/externally by staff and faculty

& YORK RESEARCH Support services for staff and applicants Faculty-based Research Officers Sr. Development Officer, University Development/ Faculty-based Development Officers ORU Coordinators Sr. Research Officer, VPRI Associate Deans Research Associate Vice-Presidents

& YORK RESEARCH Support services con’t Office of Research Services –Michelle Galloro, Research Applications Coordinator –Mala Thakoor, Information Officer –Alon Teper, Technological Information Officer

& YORK RESEARCH Submitting an application through York Office of Research Services Office of Research Services (ORS) review available 10 working days before deadline All applications must be accompanied by an ORS Checklist Deadlines vary by competition – check with ORS and/or your Research Officer Advancement / Development Researchers and staff will work closely with Advancement/Development staff to help qualify a prospect, craft required documents to make an approach and discuss appropriate stewardship/recognition options. Manages the data base of prospects/donors and proposals A tailored approach will be developed for each Foundation.

& YORK RESEARCH Documents and other resources Websites: Division of Advancement Website: York University Research Website: Documents: Internal –Research Costs Table –Letter of Support Form –ORS Checklist

& YORK RESEARCH Contact Faculty-based Development Officers (Liberal Arts & Professional Studies, Environmental Studies, Fine Arts, Health, Science and Engineering) Shirley Freek Senior Development Officer, University Development Sarah Whitaker Sr. Research Officer, VPRI Michelle Galloro Research Applications Coordinator, ORS