- What is the best way to begin the application process?
The application process begins with the submission of a concept paper. Contacting program staff by phone or email prior to submission is only recommended when the applicant has a question that is not addressed by the guidelines or these Frequently Asked Questions and that must be answered in order to submit a concept paper.
Do applications have to be postmarked or received in your office by the deadline stated?
Applications (hard copy or electronic) must be complete and received in our office by the close of business (5 pm) on the application deadline. Late or incomplete concept papers will be postponed until the next grantmaking cycle.
If the deadline for application falls on a weekend or holiday, will you accept the application the next business day?
Yes, any application deadline that falls on a weekend or holiday will be moved to the next business day.
If I am submitting a concept paper electronically, how should I submit the documentation of tax exempt status?
You may email a scanned copy of the IRS exemption letter as a pdf or other universal format document, or you may mail a hard copy of the 501 (c)(3) letter so that it arrives by the concept paper deadline.
If I submit my request by email, will it be reviewed more quickly than if I send it through the mail?
No priority is given to requests that are submitted electronically over those that are received through regular mail. We require only one copy of your application. Please choose either hard copy or electronic submission.
- Will a concept paper be rejected if it exceeds the suggested length by a page or two? Exceeding the four page limit by a page or two is not prohibited, but is not encouraged. The four page limit is meant to convey to applicants that the concept paper should be concise. Please try to be succinct.
- Do you publish a list of grants?
Yes. The Trust’s grants list is updated quarterly on our web site, (www.hembar.com/coxtrust).
- If an application is denied and an organization is interested in reapplying to the Trust, what is the waiting period?
An organization whose application is denied at either the concept paper or full proposal stage must wait one year from the date of denial to reapply.
- What kind of budgetary information is required with a concept paper?
Please present the full preliminary program budget, including detailed revenue and expense projections. If you are applying with a fiscal agent, include the fiscal agent’s organizational budget along with the project budget. If an applicant is invited to submit a full proposal, additional budget information may be required.
- Does the three to four page limit on the narrative for concept papers include the budget?
No, the budget information may be in addition to the narrative.
- Do the Trustees set a fixed dollar amount to award in each program or geographic area?
The Trustees have not set particular amounts to be awarded in each area of interest, but intend that, over time, grantmaking will even out across program areas.
- Given the broad guidelines, does the Trust have a particular emphasis within each program area?
The Trust does not currently have a particular emphasis or focus within each program area. The Trustees are particularly interested in innovative programs, new programs or replication of exemplary programs.
- Are there areas that the Trust will not fund?
The Trust does not normally support:
- Buildings, equipment or land purchases
- Endowments, scholarship funds, or fundraising activities
- Loans to charitable organizations
- Deficit funding, general operating support, or support where the Trust may become the predominant source of support
- Programs or projects usually supported by the public sector
- Municipalities, municipal departments or public schools
(this does not apply to public colleges and universities) - Any attempt to influence legislation
- Requests from individuals
- Sectarian religious activity
- Organizations or activities outside New England
- Recent grantees, or extension of multiple year awards
14. If an applicant applies as a member of a partnership or collaboration, is the applicant prohibited from also applying separately?
- Applicants should not apply individually and as a member of a collaboration in the same grant cycle.
- If an individual proposal is rejected, an applicant may apply as part of a group before the expiration of the one year waiting period, but not for the same project for which funding was denied.
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If a group proposal is rejected, an applicant may apply individually before the expiration of the one year waiting period, but not for the same project for which funding was denied.
- Will the Trust consider multiple requests from applicants that are a part of a large, multi-departmental organization?
The Trustees want the Trust to benefit a broad range of organizations. If multiple departments at one institution are interested in applying, please coordinate your requests internally. Large multi-departmental entities, such as universities and medical institutions, should understand that the Trustees are unlikely to fund multiple projects from a single institution in a single year.
- Can I set up an appointment to discuss my project idea?
Because of the volume of inquiries received, personal visits to the Trust during the initial review process are not possible. Staff will meet with organizations that are invited to submit a full proposal and staff will contact organizations to set up those meetings after a full proposal has been invited.
- May I submit a draft concept paper for feedback in advance of a formal application?Due to the large volume of requests the Cox Trust receives, program staff do not review draft concept papers. If there is a question about a submission or we need additional information, staff will contact the applicant as part of the review process. If an applicant has a question about a submission, he should contact the program staff by phone or email.
- May I submit attachments with my request?
A reasonable amount of attachments may be submitted with a concept paper, but please do not submit:
- Annual Reports/Publications
- Letters of Support
- Photographs
- Videos, Cassettes, or CDs
- Audit or IRS Form 990