| Grant
Application Guidelines
John Randolph Foundation
HISTORY
The John Randolph Foundation was initially established as a
supporting organization to the John Randolph Medical Center
in 1991. Upon the sale of the Medical Center in August, 1995
to Columbia/HCA, a for-profit corporation, the Foundation became
an independent entity separate from the John Randolph Medical
Center.
The John Randolph Foundation (the Foundation or JRF) is a
non-stock, not-for-profit 501(c)(3) organization governed by
a volunteer board of trustees. The Foundation is a free-standing
source of funding and financial support to our community not
readily available elsewhere. Our goal is to identify and support
health programs and services and quality of life improvements
in the City of Hopewell and the surrounding areas [Prince George,
Chesterfield (South of 288 & East of Courthouse Road), Petersburg,
Colonial Heights, Ft. Lee, Dinwiddie, Surry, Sussex, Charles
City, and Southeast Henrico (Varina-South of I64)].
MISSION
Since its inception, the JRF has provided funding to those
non-profit organizations with programs that embody the Foundation’s
mission to:
- Promote good health concepts and practices.
- Support medical and allied health education.
- Actively participate in healthcare planning processes for
the community and monitorappropriate utilization of available
healthcare resources.
- Promote wellness and health education programs.
- Support appropriate entities in the reduction of substance
abuse, spousal abuse and violent crimes.
- Work to reduce cost of healthcare to senior citizens and
the disadvantaged.
In keeping with its mission the Foundation will provide monetary
assistance to non-profit organizations without regard to race,
religion or creed.
The Foundation is committed to helping improve the availability
of quality healthcare and quality of life standards for the
citizens of Hopewell and the surrounding areas. No grants will
be awarded directly to individuals, religious or political organizations.
FUNDING PRIORITIES
JRF supports a number of health-related programs, but it gives
funding priority to those organizations whose proposed program
and/or service addresses child health issues (ages 0-17), health
issues of senior citizens or barriers that prohibit people from
accessing primary medical care. Special consideration will be
given to organizations which support an area of need identified
as a priority in a needs assessment commissioned by JRF. These
identified areas of need are as follows:
- Hopewell – Adult Education (including
job training and placement), Primary Health Care, Mental Health
& Substance Abuse Services and At-Risk Families
- Charles City County – Preventive
Medicine and Health Screenings
- Chesterfield County – Mental Health
Services
- Colonial Heights – High Teenage
Pregnancy Rates
- Dinwiddie County – Mental Health
Services and Low Standards of Learning (SOL) Scores
- Petersburg – High Teenage Pregnancy
Rates, Low School Attendance and Low Standards of Learning
(SOL) Scores
- Prince George County – Health Screening
for Ambulatory Sensitive Conditions
- Surry County – Mental Health Services
and Low Standards of Learning (SOL) Scores
- Sussex County – Low School Attendance
and Low Standards of Learning (SOL) Scores
TYPES OF SUPPORT
Types of support that JRF will give to non-profit organizations
include: annual fund campaigns, emergency funds, general purposes,
equipment, matching funds, health related scholarship funds,
special projects, building funds, seed money, student aid in
the health field, technical assistance, consulting assistance,
program/services development, operating budgets, renovation
projects, conferences, workshops, seminars, lectureships, and
health related research projects at area universities and colleges.
GRANT ELIGIBILITY
The following entities may apply for a grant from the John
Randolph Foundation:
- A community-based public or private non-profit organization/agency
holding a 501(c)(3) tax exemption status and classified as
a 509(a) non-private foundation.
- A tax-exempt operating foundation under 501(c)(3) and 4940(d)(2).
- A governmental instrumentality or political subdivision.
GRANT CRITERIA
The requested grant money must help to improve the availability
of quality healthcare and quality of life standards for the
citizens of Hopewell and the surrounding areas. In addition,
the request must:
- Target a clearly-defined project or need;
- Display broad-based community commitment and collaboration;
- Demonstrate that at least 25% of the project costs
are underwritten by the community;
- Reflect strong organizational leadership;
- Present a viable plan to sustain funding after Foundation
funds are depleted; and
- Present a strong evaluation process of the project to the
Foundation as project moves forward.
GRANT REVIEW PROCESS
There are two steps to the Foundation's grant application process.
Step One is the submission of a concept paper.
Concept papers are accepted throughout the year. The review
process begins August 1 and February 1 of each year. Concept
papers received after either date will be held for the next
grant cycle (please see Deadlines). Step
Two is the application process for formal proposals.
Only applicants who have been invited to develop
a formal proposal should submit a proposal to the Foundation.
Detailed instructions for each step in the process follow.
Please Note: An invitation to submit a concept
paper or a proposal does not guarantee funding for a project.
Grant awards are only assured after: the application/review
process is complete; the Foundation Board of Trustees has made
final determinations regarding awards; and a satisfactory letter
of agreement has been finalized.
STEP ONE: CONCEPT PAPER/LETTER
If you have a project which meets the Foundation's criteria,
please submit the attached “Executive Summary” form
and a three-page concept paper to the Foundation. Provide,
in as much detail as possible, the following information:
- 1. The problem or community need which
the project will address.
2. A description of the proposed project,
how it addresses the community's needs and how it relates
to the mission of the Foundation.
3. The anticipated results or impact of the
project on the community.
4. A time frame of activities.
5. A description of the applicant's organization.
6. The local leadership and community support
for the project.
7. Plans for sustaining the project after
Foundations funds are depleted.
8. Estimated total project costs and the amount you are seeking
from the Foundation. (The concept paper must indicate that
a minimum of 25% of total project costs will come from
the community through either cash or in-kind contributions.)
9. List contact person, name of organization,
address and phone number.
When submitting the Concept papers/letters, please follow these
guidelines:
- They should be no longer than three (3) typewritten, double-spaced
pages (excluding the “Executive Summary” form)
- Use standard font size (12 point)
- Use letter-sized paper (81/2" X 11") with 1"
margins
- Number each page. Page One will be the attached “Executive
Summary Form.”
- Do not send attachments of any kind with the concept paper
(they will not be acknowledged or returned)
- At this stage, the Foundation will respond to concept paper
inquiries only. It will not respond to unsolicited formal
proposals or to general requests for funds.
- Submit one original and eight (8) copies
of the concept paper to the Foundation.
The Grant Committee will review concept papers and correspond
with applicants regarding request for formal proposals. Applicants
will be notified by March 1 or September 1, depending on the
cycle (please see Deadlines).
STEP TWO: FORMAL PROPOSAL
If your concept paper meets the Foundation's criteria and appears
to provide an innovative health and quality of life related
funding opportunity, you will be asked to submit a formal proposal.
If this is the FIRST TIME your organization
has been invited to submit a full proposal, or if you have not
received a JRF grant during the past two years, you must follow
the guidelines listed below for a “FULL PROPOSAL.”
If your organization has been a recipient of a JRF grant during
the past two years, see the guidelines on the following page
for submission of an “ABBREVIATED PROPOSAL.”
GUIDELINES FOR “FULL” PROPOSAL
A FULL PROPOSAL MUST CONTAIN:
I. Summary: Brief Overview
of the Organization and Project and Mission Statement . Please
use the attached “Executive Summary” form. This
will be the first page in the proposal. A cover letter is not
necessary.
II. Fiscal Agent: Include a one (1) page
letter of intent from the individual who will serve as fiscal
agent and supervisor of the proposed project. Include name of
contact person and organization, mailing address and phone number.
III. Introduction (up to 3 pages)
A. History of Organization
B. Purpose of Organization
C. Philosophy
D. Programs currently offered
E. Recipients of services
F. Profile of staff, board volunteers
G. Demographics
H. Organizational achievements
IV. Statement of Request: Problems/Needs/Conclusion
(up to 3 pages)
A. Brief statement of problem (purpose of request). Include
specific needs to be met and goals of program; who will benefit;
what good will program do.
B. Description of how your program/project will meet needs
C. Amount of request
D. Period during which program/project is to be implemented
E. Contact person, telephone number and mailing address for
request
F. Description of existing programs or projects which would
meet the same or similar needs to be met by the proposed program/project
in the community
V. Evaluation of Program/Project (no more than
2 pages)
VI. Future Funding (no more than 1 page)
[alternative sources of funding and outstanding funding requests
for this program/project]
VII. Detail Program/Project Budget
VIII. Supplemental Information (Attachments)
- A. Audited financial statement for past year and/or IRS
Form 990
B. Current year's budget
C. Fund raising history
D. Organizational Chart
E. Letter of Determination from Internal Revenue Service [Section
501(c)(3)],
a full copy. Organizations that have not received a Letter
of Determination by April 1 or October 1 may not submit a
formal proposal.
F. List of Services
G. List of Board Members
H. List of Management Staff
I. Support Letters (3) from community (individuals, businesses,
agency, industry)
J. Additional support documents to assist in your request
(e.g. survey)
K. If applicable, six month and final progress reports from
last John Randolph
Foundation Grant
GUIDELINES FOR “ABBREVIATED”
PROPOSAL
(for use if your organization has been a recipient of a JRF
grant during the past two years)
The Abbreviated Proposal must contain the information
marked “REQUIRED” below. If the section is marked
“OPTIONAL,” complete this section only if the information
is different from the information submitted in your organization’s
previous Full Proposal.
I. Summary: Brief Overview of the Organization
and Project and Mission Statement. Please use the attached “Executive
Summary” form. This will be the first page in the proposal.
[REQUIRED] A cover letter is not necessary.
II. Fiscal Agent: Include a one (1) page
letter of intent from the individual who will serve as fiscal
agent and supervisor of the proposed project. Include name of
contact person and organization, mailing address and phone number.
[REQUIRED]
III. Introduction (up to 3 pages) [OPTIONAL]
A. History of Organization
B. Purpose of Organization
C. Philosophy
D. Programs currently offered
E. Recipients of services
F. Profile of staff, board volunteers
G. Demographics
H. Organizational achievements
IV. Statement of Request: Problems/Needs/Conclusion
(up to 3 pages) [REQUIRED]
A. Brief statement of problem (purpose of request). Include
specific needs to be met and goals of program; who will benefit;
what good will program do.
B. Description of how your program/project will meet needs
C. Amount of request
D. Period during which program/project is to be implemented
E. Contact person, telephone number and mailing address for
request
F. Description of existing programs or projects which would
meet the same or similar needs to be met by the proposed program/project
in the community
V. Evaluation of Program/Project (no more than 2 pages)
[REQUIRED]
VI. Future Funding (no more than 1 page)
[alternative sources of funding and outstanding funding requests
for this program/project] [REQUIRED]
VII. Detail Program/Project Budget [REQUIRED]
VIII. Supplemental Information (Attachments)
A. Audited financial statement for past year and/or IRS
Form 990 [REQUIRED]
B. Current year's budget [REQUIRED]
C. Fund raising history [REQUIRED]
D. Organizational Chart [OPTIONAL]
E. Letter of Determination from Internal Revenue Service [Section
501(c)(3)],
a full copy. [OPTIONAL]
F. List of Services [OPTIONAL]
G. List of Board Members [OPTIONAL]
H. List of Management Staff [OPTIONAL]
I. Support Letters (3) from community (individuals, businesses,
agency, industry) [REQUIRED]
J. Additional support documents to assist in your request
(e.g. survey) [OPTIONAL]
K. Six month and final progress reports from last John Randolph
Foundation Grant [REQUIRED]
For both the Full Proposal and the Abbreviated Proposal,
the following guidelines apply:
- The narration of the formal proposal should be no longer
than ten (10), typewritten, double-spaced pages (excluding
the “Executive Summary” form).
- Use letter-sized paper (81/2" X 11") with 1"
margins.
- Number each page. Page One will be the attached
“Executive Summary Form.”
- Submit one original and eight (8) copies of
the entire proposal to the Foundation.
SPECIAL INSTRUCTIONS, POLICIES AND INFORMATION
- Please examine your proposal carefully to ensure you have
provided all the
information requested by the Foundation and that your concept
paper or proposal
meets all the specifications outlined in the guidelines.
- The Foundation will not review incomplete proposals or
those which do not follow the Foundation's specifications.
- All attachments and additional materials should be submitted
with the formal proposals.
- Applicants are responsible for verifying the receipt of
a concept paper or proposal in the Foundation's office by
the deadline. The Foundation will not review applications
that are received after the deadline.
- · An organization may receive no more than one grant
per calendar year. Additionally, an organization may not receive
grants during two consecutive funding cycles.
- · The Foundation's Board of Trustees will review
each proposal and inform applicants of its decision in as
timely a manner as possible.
DEADLINES
Concept papers are welcomed throughout the year and will be
reviewed on a rolling basis. Review cycles begin February 1
and August 1 of each year. Specific dates for the Spring and
Fall cycles are below. Concept papers and proposals must be
received in the Foundation office by 4:00 p.m. on the specified
due date, unless specified differently. If the due date falls
on a Saturday, Sunday or a holiday, then it is due the next
business day by 4:00 p.m.
The Foundation Board of Trustees' Grant Committee will review
completed formal proposals and determine grant awards by June
30 and December 31 of each year. It may take up to six months
for a project to go through all of the steps of the review process.
Spring Grant Cycle
February 1 Deadline for receipt of concept
papers.
March 1 Notice regarding
development of formal proposals.
April 1 Deadline
for receipt of formal proposals.
June 30 Grant awards
announced by Foundation Board.
Fall Grant Cycle
August 1 Deadline for receipt
of concept papers.
September 1 Notice regarding development
of formal proposals.
October 1 Deadline for receipt of
formal proposals.
December 31 Grant awards announced by Foundation Board.
CONDITIONS FOR GRANT ACCEPTANCE
- Each grantee must sign a letter of agreement with John
Randolph Foundation, which delineates the terms and specific
objectives of the project and must return the complete
original letter to the Foundation.
- An evaluation will be required for every funded project.
The focus of this evaluation should be based on how effective
the project is in achieving its stated goals, and in turn,
how achieving such goals will improve the health and quality
of life of this community.
- Each grantee must agree to submit requested data and
reports on a timely basis and to assist with the review
process as requested. Failure to do so could result in
termination of funding.
EXECUTIVE SUMMARY
Please click here for the
Executive Summary
and include it as the cover page for your concept paper and
formal proposal.
Please submit your completed grant request- one original
and eight (8) copies to:
Grant Program Officer
John Randolph Foundation
112 North Main Street, P.O. Box 1606
Hopewell, VA 23860
For more information about the grant process or the
Foundation, please contact:
Josie Craighead-Bailey, Grant Program Officer or
Lisa H. Sharpe, Executive Director
Phone: (804) 458-2239
Fax: (804) 458-3754
Email:
jrfgrants@covad.net or
lsharpe@covad.net
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