THE SUMITOMO FOUNDATIONFISCAL 2024 GRANT FOR
THE PROTECTION, PRESERVATION & RESTORATION OF CULTURAL PROPERTIESOUTSIDE JAPAN
Procedure & Instruction for Application
Applicants should apply for this program through the website of The Sumitomo Foundation (“theFoundation”). Please access to the website of The Foundation (https://www.sumitomo.or.jp/e/) for theapplication.

I. Procedure for the application(Step-1) Registration of the applicant’s e-mail address-Register the applicant’s e-mail address, selecting Category of Applicant, “Institution” for the applicant as
an institution or “Individual” for the applicant as an individual, and then “Temporary Registration of theWeb Application Notice” will be delivered to your registered e-mail address.
-Click “Acknowledgment” on the notice, and then the e-mail with Application URL will be delivered.
-Once the registration has been completed, the Category of Applicant cannot be changed. If necessary,please contact the Foundation.

(Step-2) Access to Application URL-Access to the Application URL to confirm the necessary process and documents/materials to prepare forthe application.

(Step-3) Input into “Application Format” and make application documents-Fill in basic information of the application into “Application Format”, which will be reflected on theapplication form(P1). Please refer to “Preview of Application(P1)”.
-Download a word-file of application form (Page 2-5) by clicking Format Download, and fill in otherinformation.
-After filling up the application form (P1-5) and preparing the accompanying materials (refer to II-(2)Accompanying materials as below), convert them to PDF files and upload to the system.

(Step-4) Send application data and acquire a registration number-After all application documents are uploaded, check “Apply” and click “Confirm” on the bottom of thescreen. Once the application has been properly accepted by the Foundation, a registration number will benotified to your registered e-mail address.
-If it is not notified within next business day, contact the Foundation immediately for inquiry, or it will
result in the failure of registration.

Note) Revision to the application after Step-4
Once Step-4 has been completed, the applicant cannot revise the application. For the revision, please request
the Foundation by e-mail with your registration number, which should clarify the points to be revised for
application form (P1) and should attach the files/data to be replaced for application form (P2-5) andaccompanying materials.

II. Application documents
The following application documents shall be submitted through the website.
(1) Application Form
Input
UploadContents
Application
System input
NoP1
project name, applied amount, information of(Page1)
into Application
applicant, conservator(researcher) &Format
recommender etc.
Application
Manual input
Yes
P2-3 project outline (description of property, condition(Page2-5)
into Word File& conservation/research planning etc.)
P4
information of conservator/researcher &recommender, means of announcement
P5
cost breakdown, funding plan, project schedule１(2) Accompanying Materials
Convert the following materials (except Photos) to PDF and upload them to the designated places on
the application system.
Required
Notes/Optional
Recommendation Letter
Required Principally, one letter to be provided.
PhotosApplicant Information
Resume of Conservator/Res
earcher or Recommender

Required
Optional
Optional

Estimated Cost Report
Project Schedule Report
Others

Optional
Optional
Optional

Use Zip file (Max: 20 pictures or 100MB)
Attach applicant’s summary, if necessary.
To be attached instead of filling “Details of Conservator(Researcher) & Recommender” of application (P4), ifnecessary.
To be attached for more details of cost breakdown andproject schedule of application(P5), if necessary.
Reports from conservator/researcher, information ofproject collaborator etc., if necessary.

III. Instructions for the application
Comply with the following instructions, or it may result in the failure of registration.

<Application Format (Application Page 1)>
1.

2.

3.

“Project Name” should be concretely named by using the name of cultural property. Don’t use an abstractnaming.
For “Name” of applicant, fill in the name of institution for the applicant as an institution, and the name ofindividual for the applicant as an individual. For “Responsible Person”, fill in the name of person who has
the authority to sign the grant documents.
Japanese Yen or US Dollar can be selected for the currency of “Applied Grant Amount”. The same
currency unit should be applied to “Project Cost for Grant Period” and “Total Project Cost”. The same ruleshould be applied to “Item-by-Item Breakdown of Total Project Cost” and “Funding Plan” (Page 5).
Please enter the amounts in units of 10,000 (ten thousand) yen, or in units of 100 (one hundred) US dollar,respectively. For example, if the amount is ¥1,550,000, please enter 155. If the amount is $12,500, please
enter 125.

<Application (Page 2-5)>

1. Fill in required information within designated spaces and pages. Neither supplemental/additional
papers/materials attached to the application form nor any modified forms are acceptable. Especially,please be cautious to keep “Project Outline” (Page 2-3) within 2 pages.
2. No hand writing is acceptable Use PC and fill out in Japanese or English at the font size of 10 to 11 point.
3. For “Project Outline” (Page2-3), fill in the summary of description, condition and plan of the property,respectively. For more details, the reports from conservator (researcher) can be attached asaccompanying materials. For “4. Special Mention” (Page 3), fill in or attach the information considered asnecessary to judge the realization or continuousness of the proposed project, which includes theinformation regarding a governmental permission required to conduct the project (if applicable), and aproject collaborator and its relation with the applicant (if any).
4. For “Details of Conservator (Researcher) and Recommender” (Page 4), summarize them as much aspossible. The resume/CV can be attached as an accompanying material, by taking note “Resume/CVAttached” on the relevant space.
5. For “Item-by-Item Breakdown of Total Project Cost” (Page 5), direct expenses required for the project
should be applied (in case of preliminary surveys, expenses listed in APPENDIX should be applied). For aseveral years’ project, figure up each year of “Item-by-Item Breakdown of Total Project Cost” and “FundingPlan” (Page 5). In case the figures are not fixed, fill in NA. More details for “Item-by-Item Breakdown of２

Total Project Cost” and “Project Schedule” (Page 5), cost estimated reports or project schedule reports fromconservator (researcher) can be attached as accompanying materials after describing the summary ofthem on the application, if necessary.

<Application for Existing Project currently under Grant>

Update the progress of exiting project at “Project Outline” (Page 2-3) and “Project Schedule” (Page 5) aswell as the actual figures (or expected figures) of “Item-by-Item Breakdown of Total Project Cost” and“Funding Plan” (Page 5). In case that serious amendments to projected total costs, funding plan andproject schedule are conducted or expected, clarify the details and the reason, and describe them in theapplication.
More details of the progress, reports from conservator (researcher) can be attached as accompanying
materials.

<Accompanying Materials>

Prepare one Recommendation Letter to recommend the cultural property by explaining its historicalbackground and cultural value from academic points of view. Please don’t provide any Recommendation
Letter to recommend only the applicant or the conservator (researcher). Furthermore, please take notethat the recommender should be a 3rd party independent from the applicant and its affiliation. SelectPhotos within 20 to include the whole pictures as well as partial pictures adequate to catch detailedconditions.
Finally, for the efficient process of review, fill in the necessary information into the application forms as
much as possible by minimizing the volume of accompanying materials.

IV. Inquiry for the application
For inquiry for un-notification of registration number, revision to the application after step-4, revision to
the category of application as well as any other inquiries regarding the application, contact the Foundation
at the following e-mail address.
kaigai.bunkazai@sumitomo.or.jp

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APPENDIX
Applicable Expenses(For preliminary surveys)
Remarks

Applicable Expenses
Transportation

Transportation for business trips (*)

Accommodation

Accommodation for business trips

Communication &Transportation
Rentals① Communication (e.g., telephone, mail)② Transportation (e.g., couriers)
Rental of:① Instruments/apparatus/equipment (including lease/rental of computer hardware, licensing of computer
software use, data handling, etc.) (**)
② Materials (e.g., books, databases)
Procurement of:① Consumables and special purpose instruments/apparatus/
equipment (e.g., stationery, facsimile paper, copierpaper, custom-made goods) (**)
② Materials (e.g., books, databases)
Remuneration for:① Cooperation/advice rendered by third parties otherthan Applicants and their collaborator(s)② Assistant work rendered by temporarily-employed thirdparties③ Other services rendered by third parties contracted for
non-essential parts of the preliminary surveys forApplicants or their collaborator(s) (e.g., interpretation,translation, stenographing, filling-in of prescribedquestionnaires)

Procurements

Remuneration:① Survey Cooperators② Survey Assistants③ Other Third Parties

Printing and Dissemination

Printing, including copying services, and publication of survey results

Meetings

Rental fee and refreshments for meetings

Other Expenses

Admission fees for research symposia and other expenses,
which are to be specified(*) Limited to round-trip economy-class actual fare for shortest routes between nearest airports.
(**) May include expenses for upkeep of equipment and goods, if any.

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