FAQs |
We can help you with answers to some of the most frequently asked questions.
Headline
Getting Started
Question
Who can apply for a grant?
Please review what types of grants we support and our criteria, policies & processes.
Question
Do you have a letter of inquiry? Do we need to be invited to apply?
Yes, we do have a formal Letter of Inquiry process. All qualifying 501(c)(3) organizations, or those that are considered exempt such as governmental subdivisions, located in or benefiting Oswego County are invited to apply. Organizations seeking grants or wishing to explore possible projects must contact us to discuss your organization and grant proposal before applying.
Question
Can I e-mail or fax my proposal?
No. Our grant applications are only available online. Please contact us if you have questions.
Question
How do I apply for a grant? What is the first step?
Organizations seeking grants or wishing to explore possible projects must contact us to discuss your organization and grant proposal prior to applying. After the initial discussion, you will receive instructions on how to submit a Letter of Inquiry.
A Letter of Inquiry (LOI) must be submitted via the Online Grant Application System by the appropriate LOI deadline. If the proposal meets the stated guidelines and priorities of the Foundation, the organization will be asked to schedule a meeting with the foundation director and/or office administrator to discuss the proposal further.
If invited, a Grant Application must be submitted via the Online Grant Application System by the appropriate grant round deadline. Grant Application instructions will be sent to the applicant.
Please visit Apply for a Grant for updates on deadlines.
Question
When can my organization apply for a grant? When will we hear if our grant is approved?
Strategic Grant applications are accepted two times a year. The Board of Directors meets to review strategic grants in May and November. Applicants will be notified 7-10 business days following a board meeting whether their application has been approved (and at what funding amount) or denied. Mini-grants and Community Enrichment Grants are accepted four times a year. The Board of Directors meets to review mini-grants and community enrichment grants in January, May, July, and November. Applicants will be notified 7-10 business days following a board meeting whether their application has been approved (and at what funding amount) or denied.
Question
Do you offer scholarships?
We do not offer scholarships at this time.
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The Application
Question
Do I have to complete my application all at once?
No. At the bottom of the application is a “Save as Draft” button. We recommend you save your application often and before logging out. You can log in at a later time to continue working on your application.
Question
Is there a spell check feature?
No. We strongly suggest that you cut and paste into Microsoft Word.
Question
Why are there character limits to the application questions?
There are limits on the amount of text you can submit. You will see a character counter displayed below the entry field. This will actively tell you how many characters you have entered and will let you know when you are approaching the limit. You will not be able to save a draft of your application if you exceed the character limit. You are not required to reach the character limit!
Question
What size is your typical grant? What is the minimum or maximum amount of grant size?
There is no minimum or maximum grant size.
Question
What time do I need to submit my application by?
All applications must be submitted by 5:00 pm (EST) on the day of the deadline.
You will not be able to submit your application after that.
Please visit Apply for a Grant for updates on deadlines.
Question
What happens after we submit our grant application?
After you submit your grant, you will receive an email letting you know that your grant has been submitted and is pending review. Your grant application and funding request are reviewed by our Foundation Director and staff. During this process, the Foundation Director and staff may contact you for more information. Final grant decisions are made by the Board of Directors, typically within 6-8 weeks after the application deadline, at the next scheduled board meeting. Applicants will be notified 7-10 business days following a board meeting whether their application has been approved (and at what funding amount) or denied.
Question
What happens after our grant is approved?
You will receive a grant approval letter shortly after your grant is approved with payment information, terms and conditions, and instructions for completing the online grant agreement. All approved grant applicants are required to sign a Grant Acceptance Agreement via the Online Grant Application System prior to any funds being released by the Foundation. We will also discuss with you what type of publicity would be appropriate for the grant.
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Attachments
Question
What file formats will be accepted for attachments?
We prefer that you attach files in a PDF format (.pdf). We will also accept files in Microsoft Word (.doc or .docx) or Excel (.xls or .xlsx).
Question
How should I name my files?
You should give each file a name that identifies your organization and the type of required document it represents. For example, a file representing your budget for the previous fiscal year could be name “OrgName-budget FY2012.” Do not use any symbols except for a period or a dash, as symbols can interfere with the upload process.
Question
Is there a size limit for file attachments?
The maximum size for all attachments varies. If your attachment is larger than the allotted space, please contact us for assistance at info@shinemanfoundation.org or (315) 216-6644.
Question
I do not have the required attachments in electronic form. Can I make other arrangements to deliver them to you?
No. The online system will not allow you to submit your application unless you attach the required materials. If you do not have the documents electronically, you can scan the information into a PDF file. You can also use the “Fax to File’ option located under ‘Tools” section to the left of your application. Follow the instructions.
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Finance & Budget
Question
What does “fiscal year start and end dates” mean?
The term “fiscal year” refers to the twelve-month period or financial calendar that your organization uses. The start and end dates of the fiscal year can vary from organization to organization. Your accounting staff, board treasurer, or bookkeeper should be able to tell you when your fiscal year starts and ends.
Question
We’re a start-up with no financial history. How do we complete the financial section of the grant application?
Estimate the amount of in-kind support and volunteer hours your organization has received; include either actual or projected operating budget for the next year.
Question
What is “in-kind” support?
In-kind support means items or services that are provided for your project at no cost, and items that your organization will contribute to the project. For example, if a consultant has agreed to provide free services for the project, you should list the fee that s/he would normally charge for the same service. The dollar amount you list here should be the actual or estimated cost of obtaining the same item/service.
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Troubleshooting
Question
Help! Why did I lose my edits?!
There are a few common reasons why this can happen:
- If you stay on one page for an extended period of time without saving, your account may “time out” without warning.
- A weak internet connection may momentarily disconnect your computer while you are working on the application.
As a safeguard, we recommend that you:
- Save your application often
- Cut and paste your application answers after each question into a Word document to save as backup.
To restore your edits, try:
- Re-loading your internet page, as sometimes the browser will cache an older version of your page.
- Logging out, wait a few minutes, and then log back in and re-open your application.
Question
Why am I having problems uploading files?
- Double check that there are no symbols in the file name, the file type and size are OK, then try one or more of these suggestions:
- Sometimes the problem can be a corrupt file. Try saving a new, renamed version of the document.
- Try saving your file as a different type. For instance, if you tried to upload a (.pdf) file, try uploading the original Word or Excel version of this document. If it is a Word (.doc or .docx) or Excel (.xls or .xlsx) document, try saving it as a (.pdf) file and then uploading this version. If you scanned a document to create a (.jpg) file, try saving it in a (.pdf) format instead.
- Use a different computer to do the upload
Question
How do I print my application for my records?
If you would like a paper copy of your application for your own records, log in to the application portal and choose the Application Packet link. This will create a PDF of your application. You can print or save this document. You will always have access to your application by logging back into the application portal, even after you submit it.
Question
Who can I contact with questions? What if I have questions about how to complete the grant application?
Please email info@shinemanfoundation.org or call (315) 216-6644.