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Sigma Delta Chi Foundation Grants
Sigma Delta Chi Foundation Grant Proposal Guidelines and Procedures

Home | Proposal Guidelines | SDX Funding Policy

The postmark deadline for grant proposals is February 19. Please review the past grant recipients here.

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— Guidelines
— Processing the Grant Application
— Grant Monitoring
— The Application
— Documentation
— Follow-up: Grant Performance Report
— Guidelines for continuing funding

I. Guidelines

The Sigma Delta Chi (SDX) Foundation seeks, accepts and manages funds for educational and training projects for the Society of Professional Journalists.

The SDX Foundation Board is responsible for the investment, management and disbursement of Foundation funds.

The SDX Foundation allocates funds to grantees periodically (usually once a year) on the basis of:

—Written requests and recommendations from the Board of the Society of Professional Journalists.
— The availability of SDX Foundation funds.
— The relevance and value of the request, as judged, independently, by the SDX Foundation Board.
— Evidence of the sound use of funds in projects requiring periodic funding.

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II. Processing the Grant Application

Applications are first reviewed and discussed by SDX’s Review Committee (the "Committee").

The Committee may request additional information if necessary.

Proposals are evaluated against competing proposals and the committee makes recommendations to the SDX board. The full board votes to approve or deny funding.

Any grant approved will be administered according to the instructions of the SDX Board.

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III. Grant Monitoring

The trust placed in the Sigma Delta Chi Foundation — by its own donors and contributors and its status as a tax-exempt charitable organization — requires fiscal integrity.

Requirements for grant recipients include the following:

—The grant must be used in accordance with the goals and purposes set forth in the grant proposal, for purposes clearly identified as educational and as charitable under applicable state and federal laws.
— When projects or programs are operated for less than the anticipated budget figures, all excess (unexpended) funds and any earned interest must be returned to the SDX Foundation.
—All grant recipients must submit a midterm (six months) and a final (annual) narrative report -- the grant performance report -- describing the process of the program or project as well as a financial report detailing how the funds have been used. These performance reports will be reviewed by the board to determine if the program or project is progressing as anticipated and to verify that the expenditures are in accordance with the grant proposal. If these reports are not submitted or reflect discrepancies, additional funding may be withheld.

The SDX Foundation maintains the right to order an independent audit or to recind funding for noncompliance.

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IV. The Application

No original documents should be sent. No portion of the applications and materials submitted are returned.

All grantees should submit the following, where applicable, in a document not to exceed five pages:

Contact Information: Name of the grantee, organization, contact person, title, address, phone, fax, e-mail address

Abstract / Summary: Please prepare a concise abstract/summary which briefly states the reason or goal of the proposal, the objectives and the activities that will be undertaken to achieve these objectives. The abstract should state the amount requested and it should provide a timeline for completion of the project.

Introduction: Describe the qualifications and background of the organization or individual(s) seeking the grant. The introduction should describe the applicant(s) in terms relevant to the context of the proposal. The introduction should include such information as:

— Organization. Why was the organization formed and whom does it serve?
— Management. Who specifically will supervise the use of these funds. What are their qualifications to achieve the goals of this project? What evidence supports the ability of the organization to implement this project? How will this project enhance or improve the organization’s goals and/or effectiveness?

Needs assessment: State the problem or opportunity your project addresses. Provide evidence to support the likelihood of achieving the stated objectives.

Objectives: Describe the anticipated objectives. Describe the expected impact of this program or project on the organization, on the industry, the problem to be solved or on the public.

Methodology: Describe the specific activities to be undertaken and the steps planned to achieve the stated outcome.  This should be the major segment of your proposal. Give details concerning who is doing what, how it will be done and when it will be done.

Evaluation: Describe how the program or project will be monitored and how the results will be evaluated.

Continuity: Address issues of continuity. Indicate if future funds will be required. Describe how the project will be sustained in the future.

Marketing and Promotion: Explain strategies for marketing and promoting the program or project so that the greatest amount of good will is realized. Indicate who will benefit from the product and how you intend to reach them. Recognize and ensure that marketing and promotion language will include an acknowledgement that funding for the project comes from the Sigma Delta Chi Foundation. Specific language should include the following wording: “ Funding provided by the Sigma Delta Chi Foundation, a tax-exempt, 501(c)(3) public foundation organized for the purpose of supporting the educational programs of the Society of Professional Journalists and to serve the professional needs of journalists and students pursuing careers in journalism – www.spj.org”

Budget: Prepare a detailed budget for the project which describes how Foundation (and any other) funds will be used.

Other: Describe any other matters that the board needs to know about the value of the proposal.

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V. Documentation

In addition to the (no longer than five page) proposal, please submit to the SDX Foundation copies of:

— Your organization’s 501 (c)(3), I. R. S. exemption letter or your 501 (c)(3) application the I. R S.
— Your organization’s mission statement.
— The names and addresses of your organization’s Board of Directors.
— Your organization’s most recent year-end financial statement.
— Your current month and year-to-date financial statements.

Please submit clear copies, using at least 12-pt. type, of all funding requests to:

Chris Vachon
Associate Executive Director
Sigma Delta Chi Foundation
3909 N. Meridian St.
Indianapolis, IN 46208
317/927-8000 x. 207

Please include:

— Grantee signature
— Grantee title
— Grantee address
— Date

Deadline: February 19.

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VI. Follow-up: Grant Performance Report

Grantees also are required to submit a Grant Performance Report.

Within 30 days following the expenditure of the grant, or within one year -- whichever occurs first – submit a brief Grant Performance Report to the Foundation which includes the following:

— A brief description of grant use: How have the funds been used?
— Have the goals of the program or project been accomplished?
— Who was served?
— What was the impact?

Attach any additional description as needed.

Also describe:

—The payee
— The recipient
— Payment date
— Payment amount
— Purpose of expenditure
— Submit any brochures, news articles or products created by the grant.
— If the grant funds have not been spent and the grant purpose not achieved, explain and provide a time table for completion.
— Please identify the author of the report. Include name, title, address, signature, date and phone number.

Submit the Grant Performance Report to:

Grant Performance Report
Sigma Delta Chi Foundation
3909 N. Meridian St.
Indianapolis, IN 46208

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VII. Guidelines for continuing funding

Prior to receiving additional funding, all projects and programs which seek renewals of funding are required to annually document performance. Performance Reports will be shared internally by the SPJ and SDX boards.

The funding of ongoing projects will be reviewed, annually, by the SDX Board based on:

— A recommendation to continue funding from the SPJ Board.
— A review of the program/project’s annual performance report.
— The availability of Foundation funds.
— The SDX Board’s independent determination that the program or project funds have been administered effectively to date.
— The SDX Board’s independent determination that the program or project remains relevant to SPJ goals.

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Direct questions about the SDX Foundation’s grants or grant proposal procedures to sdx@spj.org or call 317/927-8000.