Suggested Grant Proposal Format

The United States-Japan Foundation makes every effort to maintain a simple and clear application format. If at any time you have questions regarding the proposal format or application guidelines in general, please contact a program officer.

While grant proposals may vary in content, style, and length, USJF would appreciate it if the following suggestions were adopted. This format is for those applying for new grants only; please refer to the suggested renewal guidelines if you are applying for a second, or in rare cases, a third year of funding.

General Information: The final proposal must be written in English. Two copies of the proposal are requested. Please also submit an electronic version of narrative portion of the proposal to the Foundation's Program Officer, David Janes, at djanes@us-jf.org.

Overall Length of the Proposal: Please keep the length of the narrative portion (i.e. excluding the budget, resumes, and other appendix items) of the proposal to approximately 4,000 words or under. The proposal may be single or double-spaced. Proposals are circulated among the USJF staff and occasionally to anonymous outside reviewers. If your project is recommended to the Board of Trustees for funding, the Board will only see a summarized version of your proposal. Therefore, the content of your proposal is more important than the presentation.

Cover Sheet: Please complete the USJF cover sheet and submit it with your final proposal. (PDF 84KB)

Cover Sheet: Please complete the USJF cover sheet and submit it with your final proposal. (Word Doc 28KB)

Abstract: In one brief paragraph, please explain the who, what, where, when , how, and why of the project.

Project Description: Please describe what your project would look like if carried out as planned. Be as specific as possible, elaborating on words like study, explore, and examine. Detail who will be involved and how the proposed project will contribute to improved US-Japan relations. Explain why this project is needed at this particular time and provide details on the state of the field (e.g., what, if any other, similar projects have been or are being conducted on this topic or a similar topic), and elaborate on what is distinct or unique about your project. If your project is a multi-faceted one, please place the emphasis on the portion of the project that is being considered for the grant, rather than on the description of the entire project. (Approx. 1,500 words)

Objectives/Outcomes: Please state the specific objectives that your project will achieve. Who will your project impact in the short term and long-term? How will these objectives impact the field a whole? (Approx. 250 words)

Methodology: Although there may be some overlap between this section and the description section of your proposal, this is the place to emphasize how your project will accomplish its goals. What are the steps you will take to ensure the project is successful? Please include a detailed timeline of how the project will proceed. (Approx. 1,250 words)

Dissemination: Explain how you plan to disseminate and sustain the impact of the project's outcome? In what way will your project continue after funding from the Foundation is complete? (Approx. 500 words)

About the Applying Institution(s): Please explain why your institution and the personnel involved (and your collaborating institutions) are qualified, or best qualified, to conduct this project. Please focus on the relevant qualifications. (Approx. 500 words)

Complete Budget: Please include a complete budget (i.e. please show the entire cost of your project even if your are asking the Foundation to consider only a fraction of that cost). The budget should be calculated and presented according to the USJF budget guidelines (see below). The grant may be requested in US dollars and / or Japanese Yen.

Tax-exempt Status: For US-based organizations, please submit a copy of your IRS determination letter indicating you are a 501(c)(3) organization or are tax exempt for some other reason. Japan-based organizations are requested to submit some form of documentation demonstrating their nonprofit status; please consult with a program officer if there are questions. The Foundation does not make grants to individuals.

Optional Appendix Items: It is helpful for the Foundation to receive resumes from the main people involved in your project. In addition, you may feel free to include other information such as letters of support and annual reports which might help us understand your organization and project better. (Please note that the Foundation will not be able to return these items).

Suggested USJF Budget Format

Please present your budget figures in three columns (an illustrative model is provided below): (Column 1) the total expected cost; (Column 2) the portion you plan to request from the US-Japan Foundation; (Column 3) the portion you have secured from other funder(s) or plan to request from them. This column should include any cash contributions your organization plans to make to the project. Kindly present as much detail as possible for each line item (e.g., how many people are involved for how much time; how many trips; etc.). Please also specifically state how much funding from other sources has been provided for the project.

Definitions
In-kind Contribution: For USJF purposes here, "in-kind" contributions are defined as non-cash contributions such as hotel rooms, air tickets or air ticket upgrades, meals, etc. If there are significant amounts of in-kind contributions, feel free to add a fourth column and provide the details (i.e., best estimate market value) for each line item.

Overhead: For USJF purposes here, "overhead" includes rent, telephone, fax, copying, computer, mail, etc. Currently USJF will contribute no more than 10% of the sub-total of the project's expenses in overhead.

Funding Parameters
USJF will only pay for the lowest available fare for all transportation; "lowest available fare" is defined as advance purchase excursion (economy/coach) rate.

USJF will not contribute to the honorarium for those who are not making any material contribution (e.g., professional service, presentation briefing, paper, etc.) to the project.

Suggested Budget Format
Note: included figures are for illustrative purposes only and are NOT meant to reflect real, or realistic costs.

Items	Total	Amount being requested from USJF	Amount being requested (or secured) from other source(s)*
I. Salary	$50,000	$25,000	$25,000
Project Director(25% time for 12 months)	$25,000	$25,000	$0
Administrative Assistant (50% time for 12 months)	$15,000	$0	$15,000
Secretary (50% time for 12 months)	$10, 000	$0	$10,000
II. Consultants	$4,400	$4,200	$200
International Education Consultant (2 days @ $200 per day)	$400	$200	$200
Curriculum Consultant (3 days @ $500 per day)	$1,500	$1,500	$0
Japan / America Scholar(s) (5 days @ $500 per day)	$2,500	$2,500	$0
III. Travel	$36,700	$30,700	$6,000
Tokyo-New York (5 people @ $1,500 per trip x 2 trips)	$15,000	$10,000	$5,000
Hotel (5 people @ $150 per day x 10 days x 2 trips)	$15,000	$15,000	$0
Meals (5 people @ $40 per day x 2 trips)	$400	$400	$0
Admission Fees (i.e. museums and cultural events)	$300	$300	$0
In-country transportation (5 people @ $400 x 3 trips)	$6,000	$5,000	$1,000
IV. Program Costs	$400	$300	$100
Books (5 people x 2 books @ $20 each)	$200	$200	$100
Curriculum Materials	$200	$200	$0
V. Publication	$10,000	$5,000	$5,000
1,000 copies x 15 page report	$10,000	$5,000	$5,000
Subtotal	$101,500	$65,200	$36,300
Overhead	$20,000	$6,520	$13,480
TOTAL	$121,500	$71,720	$49,780

*Please state the name of the foundation(s)/donor(s) which have either been contacted or have extended funding.