Grant Guidelines FAQ
Can I apply for funding as an individual?
No. Only incorporated non-profit organizations are eligible to apply.
Does my non-profit organization have to have 501(c)3 status?
No, but it must be an incorporated non-profit.
Does the non-profit organization have to be located in Virginia?
No. Non-profit organizations located outside of Virginia are eligible to apply if their project deals with a subject or subjects directly related to Virginia and a significant audience within the state is anticipated.
The application deadline falls on a Saturday, Sunday or holiday. Is my proposal still due that day?
Yes. Because the applications are now submitted online, we close the application window at 5 p.m. on the deadline day. The required matching print version of the electronic application (one copy) must be postmarked no later than 48 hours after the deadline.
What is Cost Share?
All Virginia Humanities grants must be matched with at least an equal amount of Cost Share, which can be in the form of cash or in-kind contributions from non-federal sources. Sources and amounts of anticipated Cost Share should be indicated at the time of the proposal.
- Cash cost share is any monetary donation to the project, usually from “outside” or third-party sources (another grant, for example).
- In-kind cost share is any other contribution, including but not limited to un-reimbursed travel, volunteer time, facilities use, and staff salaries not paid by the grant.
Do I need to have all my personnel confirmed ahead of time?
Yes. The participation of all speakers, advisors, consultants and other project personnel should be confirmed by the time the proposal is submitted.
Who is considered a “humanities scholar”?
The term “humanities scholar” may include:
- Teaching or research college faculty
- Local historians or independent scholars who have a strong record of scholarship
- Professional museum curators
- Librarians, writers, and others whose work is strongly grounded in the humanities
- Persons representing various cultural traditions—a Native American tribal chief, for example—if they are recognized as spokespersons for their traditions.
Online Application FAQ
How do I submit a Letter of Intent?
Go to the Grants application site (you will need to create an account if you don’t already have one) and choose the LOI for the appropriate grant type – Rolling, Summer, or Winter Grants. Complete instructions are included in each LOI form.
Can I print a copy of the questions and requirements before I start working online?
Yes. Click here to download a pdf of all the questions.
How do I print a copy of my responses to the application questions? Can I do this before submitting the final version?
Once one or more questions have been answered and “Saved as Draft” you will see the words “Application Packet” at the top of the screen. Clicking here will generate a printout of all questions and any answers and uploaded documents.
How do I submit someone else’s paper resume or CV with my application?
Look for the “Fax to File” tool on the left-hand side of the application screen. This feature provides a fax number that you can use to attach printed documents, photographs and images, and/or multiple-page documents to an application. Faxing to this number only creates digital documents that you will save to your own computer. You then upload them to your application and be sure to “Save as Draft” so they will become part of the application. More detailed instructions accompany the “Fax to File” feature.
How do I attach multiple documents (e.g. three resumes, a series of photographs, several letters of support) to my application?
Look for the “Fax to File” tool on the left-hand side of the application screen. This feature will convert multiple pages into a single document that can then be uploaded and saved as one file and be attached to your application. Ignore instructions in the blue box that suggest sending each document as a separate fax and instead send all your documents at once. “Fax to File” will convert the documents to a single PDF file. This feature allows you to submit documents that keep their formatting and look like the original, although picture quality is dependent on the quality of the fax machine used. Important: Uploading a second file into the same text box will overwrite the first file.
How do I choose whether to use a text box, upload a document, or use the “Fax to File” feature?
Text boxes allow you to copy and paste information from a digital document into the online application. If you are not satisfied with the way a document looks after it has been copied and pasted into a text box – perhaps because of formatting changes, or inadequate space in the text box – you may prefer to upload the document using the “Browse” button below the text box. If your documents are not digital already – for example, a mailed letter of support or a printed flyer or photograph – the “Fax to File” feature is another option. Find it on the left-hand side of the application screen. This feature allows you submit documents that keep their formatting and look like the original, although picture quality will be dependent on the quality of the fax machine used. Faxing to this number only creates digital documents that you save to your own computer. You will then upload them to your application and use the “Save as Draft” button to attach them to the application. Additional detailed instructions accompany the “Fax to File” feature.
I have uploaded a document and can still see the file name listed in the grey text box, but the green status notice below still reads “No file uploaded.” What do I do now?
Scroll to the bottom of the application and select “Save as Draft.” By saving, you attach any uploaded files to the application.
How do I sign the online cover sheet?
Virginia Humanities requires a matching printed version (one copy) of your online application be submitted with a cover sheet. Print this and have both the Project Director and the Fiscal Officer sign the cover sheet before mailing these documents.
What is meant by “Preferred Email” or “Preferred Address”?
Some applicants have more than one email or mailing address, e.g., work and home. Please let us know which you prefer to use for grant related correspondence.
How many copies of my application and supplementary materials do I need to provide?
After you have completed your application and submitted it electronically, you need to print your completed application using the “Application Packet” feature at the top of the application screen. Use white, letter-sized paper. Staple the complete copy in the upper left-hand corner. Do not use binders, covers, or title pages. Make one copy for your own files and one to mail along with the required cover sheet. The cover sheet should be signed by both the Project Director and the Fiscal Officer for the proposed grant. If you have oversized documents, bound materials, sample CDs or DVDs that could not be attached electronically, send 16 copies of those along with your printed application.
Restrictions on Funding
Please see What We Don’t Fund.
All applicants should download the Grant Guidelines (doc) and read the proposal requirements thoroughly. The above information is only a brief overview created for your convenience.