To assist you through the process of applying for a grant, when application is made to the Foundation, all required documentation (Items 1-19 attached) must be submitted in the quantities indicated. This information will not be returned to the applicant. Please be sure to show the Foundation's name at the top of your application.

Foundation funding should be considered part of the strategic plan of your organization. Advanced planning on any request is beneficial because you can then contact the Foundation office with any clarifying questions well ahead of the deadline.

   - Endowments, deficit financing, debt reduction, or ordinary operating expenses
   - Conferences, seminars, workshops, travel, surveys, advertising, fund-raising costs or research
   - Annual giving campaigns
   - Individuals
   - Projects that have already been completed
   - Public or private schools
   - Child care facilities

Organizations are encouraged to compile a list of their future needs and meet with Foundation staff to explore possible fits. There is no need to have an appointment to discuss your grant prior to application, but you are encouraged to contact the Foundation office if you have any questions. After your application is received, you will be contacted for a site visit. It is requested that the Executive Director of the organization participate in the scheduled appointment along with any other appropriate staff or board members.

Any discussion or indication of interest prior to or after submission of a written application should not be construed as a commitment from the Foundation

Personal conversations about the grant application or process with any of the members of the grantmaking decision panels or boards are discouraged.

The Foundation has a firm deadline date which means that the application must be in the Foundation Office before 5:00 p.m. EST on that day. Postmarks and electronic transmittals are not acceptable. If the deadline falls on a weekend or a holiday, the deadline is advanced to the next business day. All information required in an application must be complete at time of submittal. Applicants are encouraged to submit their completed applications in advance of the deadline.

When evaluating the application, the grant-making body attempts to determine the value of the project, the soundness of the sponsoring organization and the assurance of future maintenance and funding of the project.

Applicants will be notified in writing of the acceptance or rejection of their request.

After the grant is made, the organization is required to complete a Final Report of Grant Expenditure (sample below) with certain financial and programmatic information. Future grant requests will not be considered if reports on previous grants are not completed.

REQUIRED DOCUMENTATION
No more than five (5) pages - Font size no smaller than 11
Do not include a cover page.

Please use 8 ½" x 11" paper using the number and letter sequence shown below for identification purposes. Each copy of Items 1-10 are to be paper clipped together (no staples). Please do not bind copies or put into folders. If a question is not applicable to your grant request, please list the number of the question and state "NA".

ITEMS 1-11 (Ten [10] copies)
Items 1 - 9 should be no more than five (5) pages total. Item 10 may be a separate page.

ITEMS 12-20 (One [1] copy)

Legal name of organization (name on IRS exemption letter)
Physical address and mailing address
Contact person, title (including e-mail address, if available)
Telephone number
Fax number and web site address
Amount of money requested for this grant application and total cost of the project
Using no more than three (3) sentences, describe how grant funds will be used
Mission of organization, primary goals, and recent major accomplishments of the organization.
Project description (description must, at a minimum, address the following):

Number of clients to be served by this grant

The community need met by the proposal

What other local agencies or services address the same problem(s) and how they do so—a statement of how your approach differs from or augments these services

Plan for output measurement: the direct product of program operation (e.g. # of classes taught, # of participants served)

Plan for outcomes measurement: the benefit to participants during or after participating in the program

A timetable and/or work plan for the project

If your project/program will cost more than you are requesting from us, indicate how you will fund the balance. Show any in-kind support, other grants applied for and/or funds already received on your project budget.

If the program is ongoing, indicate a plan for continuing to fund the project after the initial grant period is over.

A line item budget for the project in which you are applying. Include both revenue and expenses (sample format attached and on website)
Board members have a personal responsibility to contribute financially to the organization. During the current fiscal year, how many board members have contributed? What percentage of the board has contributed? What is the dollar range of gifts and total amount contributed?

If applicable, letters of agreement from collaborating organization(s).
Quotations from three separate sources for any individual item or system over $1,000 requested in the grant and outlined in the budget
Amount of your agency’s endowment, if any; AND amount of endowment of affiliated organization and/or foundation, if any
Where applicable, the percent of your annual budget that goes to your national affiliate. Will any percent of THIS grant go to your national affiliate?
A copy of your organization’s audit or statement of income and expenses for the previous two years AND most recent 990 if applicable
Current annual agency budget with year to date actual and variances (revenue and expenses). Include next year’s budget if available.
A copy of the organization’s most recent 501(c)(3) determination letter, which is the IRS letter of exemption from federal income tax (not state sales tax exemption certificate) or other proof of federal tax-exempt status
A list of the Board of Directors, their addresses and occupations
A letter signed by the President/ Chairman of the Board authorizing submission of the proposal.

Note: If applicant is a foundation supporting a non-profit organization, Item # 8 should be answered for both foundation and organization. Items # 15, 16, 17 and 18 should be for both the foundation and the organization.

A final report of grant expenditure must be completed and returned to the William G. Selby and Marie Selby Foundation office as soon as all funds have been expended or by <due date will be inserted here>, whichever comes first. If the organization wishes to extend the grant period, it must secure permissions to do so by writing to the Foundation at the address below. Please be sure to show the Foundation's name at the top of your report.