Frequently Asked Questions
VFH Grant Guidelines
- 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 VFH 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.
THE ONLINE APPLICATION
- Can I print a copy of the questions and requirements before I start working online?
Yes. At the top of the application screen, you will see the words "Print Question Legend." Click here to generate a printout of all 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 "Print 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 then save to your own computer. You then upload them to your application and use the "Save as Draft" before they will become part of the application. More detailed instructions accompany the "Fax to File" feature. - How do I attach multiple documents (eg. 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 green box that suggest sending each document as a separate fax and instead stack your documents. "Fax to File" will convert the stack 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 in part on the quality of the fax machine used. - 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 one 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 your best 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 in part 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?
VFH requires a matching printed version (one copy) of your online application that is submitted with the cover sheet. Print this and have both the Project Director and the Fiscal Officer sign the cover sheet before mailing. - What is meant by "Preferred Email" or "Preferred Address"?
Some applicants have more than one email or mailing address, eg., 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 application using the "Print 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 a 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
VFH Grants may not be used to support the following:
- Advocacy or political action programs that promote a particular solution or point of view
- Creative or performing arts, unless they are used in a supporting role to enhance discussion of issues
- Research or writing unless these are integral to programs having a direct public audience
- Subvention of publications
- Courses for credit, except those designed especially for teachers
- Acquisition of equipment
- Building construction, restoration, or preservation
- Refreshments or entertainment
- Meals, other than necessary travel expenses for program personnel
- International travel
- Indirect costs
- Projects whose primary audience is children or youth
- More than 50% of a project's total cost
- Expenses incurred or paid out before a VFH grant award is made
- More than $500 paid to any one speaker for one presentation or one day’s participation.
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.
