Frequently Asked Questions

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• How do I get started?

  • Securing funds from private sources such as corporations or foundations requires teamwork. There are campus policies and procedures that guide our grant submission process. Working with the Corporate and Foundation Relations team will help you to understand and follow all relevant processes, including those focused on ensuring that your research or project funds can be accepted and spent as planned. To move your application/submission process forward most efficiently, please follow one of the following courses of action:

    1. If you believe that you have identified a possible philanthropic funding source or opportunity that aligns with your RSCA, contact the Corporate and Foundation Relations team using this form to discuss your project. You will be asked to provide details about your anticipated proposal and the funder guidelines or submission
       requirements that you wish to pursue.
    2. If you do not yet have an identified funding source, please take advantage of Pivot, a comprehensive funding database accessible to all faculty, students, and staff. Once you have identified a potential opportunity for which you are eligible, please contact
       the Corporate and Foundation Relations team using this form. You will be asked to provide details about your anticipated proposal and the funder guidelines or submission requirements that you wish to pursue.
    3. If you have secured the promise of, or the potential promise of, a corporate gift through your personal or professional network, please contact the Corporate and Foundation Relations team using this form so that we can support you to navigate the
       campus process for accepting the funds.

    Please do not contact the funder directly. The CFR team will determine if outreach to the funder is appropriate. (see also “Am I required …,” below).

    Identifying relevant funders requires time and thoughtfulness and is the most critical step in the process. Corporations and foundations seek projects that address their stated areas of focus. Even the most polished proposal will not receive funding if it does not align with the funder’s interests.

• Is my project a good fit for corporations and/or foundations?

  • Philanthropic organizations and corporate donors have their own goals and impact priorities. The selection process to receive corporate or foundation funding can be very competitive. To successfully engage a funder, your work must be innovative, help them to achieve their goals, and have the potential for significant impact in their focus areas. In general, corporations and foundations fund projects, not operations or endowments.
    While foundations tend to support universities or university-based efforts that align with their mission and selected funding areas, corporations typically interact with universities around three key areas:

    1. Recruiting/workforce development
    2. Research
    3. Corporate social responsibility initiatives
• How do I know if I should apply through the Tower Foundation or the Research Foundation?

  • SJSU has two separate entities that are authorized to support proposals to external funding sources: the Tower Foundation and the Research Foundation. The Tower Foundation and the Research Foundation work collaboratively to ensure that proposals are submitted through the correct SJSU entity based on a number of criteria. If either entity believes you should submit your proposal through the other, we will connect you with the appropriate colleague to support your submission process.

    In general, the correct entity is easily determined. However, there are some instances that require designated Tower Foundation and Research Foundation staff members to discuss which funder is most appropriate for the submission. We strive to make these
    determinations quickly. Contacting the Tower Foundation or the Research Foundation as early as possible will allow us to complete this process so that you have adequate time to
    meet the funder’s deadline.

    Here are some general rules of thumb to help you connect with the right campus entity:

    • If the funder is a government entity (including federal, state, or local agencies) or derives its funding from a government source, please contact the Research Foundation.
    • If you are exploring a corporate contract (not philanthropic support), please contact the Research Foundation.
    • If you are interested in philanthropic support from a corporation, foundation, or community organization, please contact Corporate and Foundation Relations.
• Am I required to contact the Corporate and Foundation Relations team before applying to a corporation or foundation?

  • It is in your best interest to contact us before starting work on your submission or applying to any private funding organization. In addition to updating you on the current status of SJSU’s relationship with the funder, we can also help you to strategize about how to present your work in a way that aligns with funder interests. There may also be restrictions around applying to particular corporate or foundation donors. For example, a funder may have placed limitations on the number of funding requests that SJSU may submit (see “What are … Limited Submissions?,” below); may have specific preferences regarding communication, or may be in negotiations with the Office of the President. Other examples include instances when the funder has asked SJSU not to discuss future requests until our current grant is complete or specifically prohibits communication with prospective grantees during certain periods of their funding cycle. By contacting us, we can alert you to circumstances that might impact the donor’s perception of your project and proposal or future engagement with our campus.

• How can Corporate and Foundation Relations help me? 

  • Our team maintains relationships with many corporations and foundations and can share useful history and information that may not be publically available. The Corporate and Foundation Relations team’s goal is to make the grant-seeking process easier and more accessible for our campus community. We provide the following support:

    • Offer guidance to those on campus who are interested in corporate and foundation fundraising.
    • Provide assistance in researching funding opportunities.
      Assist faculty and administration in strategy development based on our knowledge of industry trends.
    • Assist in the development of responses to funder RFPs (see “What are RFPs?”, below).
    • Work with principal investigators and program directors to develop proposals that align with funder interests and guidelines.
    • Facilitate the submission of proposals, including required documents and campus approvals.
    • Provide post-grant assistance, including tracking information about awards and reminders of when reports are due.
• Will the Corporate and Foundation Relations team write my proposal for me? 

  • The proposal narrative is best written by the principal investigator or program director as the subject matter expert. Our team is best suited to help you think through missing elements and polish your draft for final submission.

    Many funders request broad institutional information in addition to the details of your specific proposal narrative. Common elements include a brief history of SJSU, our mission statement, or language about institutional commitments to diversity. The Corporate and Foundation Relations team can provide the language for these portions of the proposal.

    Funders often favor programs that align with specific characteristics such as interdisciplinary programs, creative uses of technology for teaching and learning, or access to higher education for non-traditional or under-represented students. Many foundations support projects that have an impact beyond SJSU and/or projects that develop solutions to global problems. If a funder has shared their preference for proposals that include particular characteristics, it is in your best interest to give real thought and attention to incorporating these elements.

• What approvals will I need? 

  • You will need, at a minimum, the approvals of your department chair and dean, especially if your project will require time released from other obligations or additional lab or office space. Depending on the components of your request to the funder, you may also need the approval of the Tower Foundation and other campus representatives. This is typically completed through the required campus routing process. The Corporate and Foundation Relations team will provide details on those requirements and the timing necessary to secure campus approvals before the submission deadline.

• Who contacts the corporation or foundation? 

  • In general, the Corporate and Foundation Relations team representative is the most appropriate person to make contact with the corporation or foundation. We will work with you to determine how the project can best be presented and by whom. See also “Am I required ….?, ” above. 

• How do I create a budget? 

  • The Corporate and Foundation Relations team will support the creation of an accurate project budget that aligns with your planned activities, the prospective funder’s guidelines, campus costs, and the current required fringe and administrative fee rates of the Tower Foundation.

• What are indirect/overhead costs, and must I include these?

  • The terms “indirect/overhead costs” or “administrative fees” refer to costs that are not direct project expenses but are required for the acceptance and management of your funding. Proposals for philanthropic support from corporations or foundations generally require a 10% administrative fee assessed for Tower Foundation costs to manage your grant. The Corporate and Foundation Relations team will assist you in calculating these costs when your budget is created. If a corporation’s or foundation’s guidelines indicate “no indirect/overhead fees allowed, ” you are still eligible to apply and will not be required to secure cost-share funds for that purpose.

• Who reviews the proposal before submission? 

  • The Corporate and Foundation Relations team will guide you through the required review process, referred to as the “campus routing process.” In all cases, the principal investigator or project director must authorize the submission. Review and approval by a department chair, dean, Tower Foundation, campus Finance and Business Services, and Office of Research representatives (among others) may also be required. These approvals are necessary as the campus and the Tower Foundation are ultimately responsible for ensuring the funds are used appropriately and reported to the IRS and other appropriate entities.

• How do I actually apply for funding, and who submits the proposal? 

  • Each corporation and foundation has its own processes and procedures, and most maintain websites providing guidance to applicants. Study these carefully, and then contact the Corporate and Foundation Relations team to begin planning for your submission. Determining who will submit a funding request depends on a variety of factors ranging from funder preference to whether we have been directed to use one authorized individual/email to manage submissions. Please do not register for an account prior to speaking with our team. The Corporate and Foundation Relations team will provide guidance on the necessary submission steps for your prospective funder. Please do not submit on your own as there may be tax or other implications with unauthorized submissions.

• How long does it take to get funding? 

  • As each corporation and foundation follows its own processes and procedures, the timeline for funding is unique to each funder and, often, each funding cycle. Many funders include their anticipated decision date within their guidelines or on their website. In general, corporate and foundation funders take between three and six months to make a decision, followed by approximately one month to finalize funding agreements and
    distribute grant funds. However, some funders take considerably longer, occasionally in excess of twelve months.

    Corporate gifts can sometimes be funded very quickly. However, the timeline is always at the discretion of the donor. Funding cannot be used for expenses that have been accrued
    before the funding agreement has been finalized.

    The Corporate and Foundation Relations team can help with the preparation of your planning budget to account for potentially longer wait times.

• What are my obligations if I receive funding? 

  • Most funders will articulate key obligations to which applicants must agree before submitting a proposal. Your proposal also outlines your obligations: if you request funds to conduct certain research or program activities in exchange for support, then you are obliged to complete those activities if the funds are provided. Other obligations will be included in the award letter, and you agree to those activities with the acceptance of the funds. In general, your obligations will include any items outlined in the application guidelines, your proposal, and the funder’s award letter or award agreement, including narrative and financial reports.

• What are RFPs and Limited Submissions? 

  • RFPs are “Requests For Proposals.” These are issued by a funder to solicit proposals that address specific problems. The requirements for the proposals may be detailed and may specify the approach to the problem that the funder wishes to support. The RFP may also require proposals to meet other criteria such as dollar amount, time limits, or institutional collaboration.

    Some RFPs limit the number of applications that will be accepted from each institution. In these instances, the Corporate and Foundation Relations team works with the Office of Research to conduct a Limited Submission application cycle. Through this process, faculty members or program directors participate in an internal campus process to select the individual or team who will represent our institution by submitting a proposal that aligns with the RFP.

• Gift-in-Kind Donations 

  • Gifts-in-Kind donations are regulated by both campus policy and the IRS. Filling out this form will help us to ensure the donation can be accepted and the donor’s expectations 
    can be met. Please note that this form is for informational purposes only and does not constitute official acceptance of the Gift-in-Kind. All Gifts-in-Kind must be reviewed by
    the Gift Acceptance Committee as well as by other campus groups including FD&O and/or IT. Please do not accept or take possession of an in-kind donation without official approval by a designated university staff member. The approval process may take up to four weeks depending on the complexity of the Gift-in-Kind and the number of campus approvals required.

    Please keep in mind that the IRS allows the foundation to provide a maximum donation acknowledgment of $4,999.99 for used/refurbished equipment without a formal appraisal.
    Supporting documents will still be required to justify a value under $5,000.00. Typically comparative equipment from online sellers can be used to support values under $5,000.00 If the donor anticipates the donation to be of significant value, it can be well worth the effort to obtain a qualified appraisal. The institution is not able to pay for or provide appraisals, but the Corporate and Foundation team can support the donor in how to identify an appraiser who will meet the donor’s needs.

    For donations of new equipment, we require an invoice or receipt issued within 60 days of
    donation.

• What if my question was not answered? 

  • If your question was not answered by our FAQ’s, please contact us using this form, providing as much information as possible about your outstanding question.