2024 Japan Foundation New York
Grant for U.S.-Japan Community Grassroots Exchange Program
Guidelines
I. Description
Japan Foundation (JF) recognizes the value of cultural exchange on the grassroots level todeepen mutual understanding between the U.S. and Japan. This program aims to support thecreation or/and expansion of Japan-themed programming and activities for local communities
and beyond.
Proposed programming must be Japan-related; however, the types of events may vary (e.g., inperson workshop, online lecture, etc.) as well as the topics (e.g. culture, business, professional
development, Japanese Studies etc. excluding Japanese Language).
Additionally, JF values the sustainability and development of programming beyond JF support.
A project that includes the establishment of a new position to design and implement the Japanrelated programming through this grant program will be given higher priority.
Japanese Studies departments at U.S. universities and U. S. based nonprofit organizations with501(c) (3) status that promote grassroots cultural exchange are welcome to apply.
II. Requirements
Projects are required to include the following:••••

Minimum of 10 or more events, such as a series of lectures, seminars, workshops, oractivities that support dialogue and networking during the project period;
Project length can be no longer than twelve (12) months;
Projects must begin between September 1, 2024, to March 31, 2025. Preparation for theevents may be included in the grant period;
A minimum of twenty percent (20%) of the total project budget must be secured from
non-JF sources such as the applying institution, a collaborating institution, and/or othersources.

III. Priorities
Projects with one or more of the following qualities will be prioritized:•••

Demonstration of impact on targeted communities and tangible outcomes;
Demonstration of fresh and innovative outreach activities;
Sustainability plan that is clearly articulated and extends well after JF support:
1•••Attention towards underserved areas of the Midwest, South, and Mountain states as well
as non-traditional audiences that have not been previously exposed to Japanese cultureand topics;
Projects proposed by or involving collaboration with a Historically Black College orUniversity (HBCU) and/or Community College;
Projects that collaborate with larger community in the region (K-12, universities,museums, businesses, Japan-related organizations, organization/institution in Japan etc.).

Proposals that are the same or very similar to previously supported projects will be given a lowerpriority. Additionally, ongoing projects will be given a lower priority unless a new aspect to theprogramming is demonstrated, such as expanding audience reach or increasing offerings.
IV. Eligibility
Higher education institutions in the United States with Japanese Studies and/or Japanese
language programs and organizations that promote grassroots cultural exchange between theU.S. and Japan.
Organizations must have 501(c)(3) status under the Internal Revenue Code.
The following organizations are not eligible:• JOI host sites for Year 21 (2023-2025) and Year 22 (2024-2026)• Japan America Societies/ Japan Societies
JF will not consider proposals for the following:• Commercial activities;• Political activities, election campaigns, or religious activities;• Activities in support of specific doctrines or claims;• Language education programs.
*For Japanese Language education grants, please contact the JFLA office.
V. Grant Coverage
The grant amount is up to $30,000 and inclusive of indirect costs. Amounts will be decided afterreviewing the project in terms of scale and necessity. Grant coverage is for up to 12 months.
••••

Personnel (staff salary) & Honoraria (speaker etc.)
Travel (transportation costs) and Per Diem (hotels and meals)
Conference Costs (room rental, AV equipment rental etc.)
Report & Publication Costs (printing costs, etc.)2

JF will support indirect costs of up to ten percent (10%) of the actual direct costs JF supports.
A minimum of twenty percent (20%) of the total project budget must be secured from non-JF
sources such as the applying organization, a collaborating institution, and/or other sources.
JF will not consider the following items for support:• Capital fund and endowment drives, debt reduction, or the creation or support of awards
or grants;• Operating costs unrelated to the project being supported;• Design, construction, or maintenance of buildings or monuments;
Procurement of equipment (including software) or purchase of land.
VI. Application and Review Process
Full proposals must be submitted by 5:00 p.m. Friday, July 12, 2024 (EST) through JFNY
website.
JFNY Website: https://ny.jpf.go.jp/grants/grants-for-global-partnerships/grant-for-u-s-japancommunity-grassroots-exchange-program/
For the application submission process, please see the instructions below.
If you have any questions, please contact GEEprogram@jpf.go.jp
All applicants will be notified the review result around late August 2024.
VII. Grant Application Instructions
Grant Applications must be submitted through our online application portal. Complete the form
and upload the required attachments.
Grant Application Form
(1) Applicant Information• Name of Submitting Institution• Legal Status: Submissions will only be accepted from higher education institutions in theUnited States with Japanese Studies and/or Japanese language programs, and organizations
that promote grassroots cultural exchange between the U.S. and Japan with 501(c)(3) statusunder the Internal Revenue Code.
• Official Website of Submitting Institution3

• Authorized Representative: The authorized representative is the individual within theapplying institution who is legally responsible for administering grant funds.
• Project Director: The project director is the individual responsible for the content andstatus of the project.
* The Authorized Representative and Project Director cannot be the same individual.
(2) Project Information•Title of Project•Project Description: Please provide a concise summary of the project.
•Collaborating or Participating Organizations and Individuals•Proposed Grant Period: Please keep in mind that JF grant funds must be expended during
the grant duration, which includes preparation through implementation. The Grant Period
can be up to 12 months.
•Project Cost: Indicate the Total Project Cost (including in-kind contributions and theAmount Requested from JFNY), as well as the date by when funds are required.
•Previous JFNY, JFLA, or Japan Foundation Center for Global Partnership Grants:
Include the name of the project(s), the project reference number(s), the amount of theaward(s), and the date(s) received. If you haven’t received any grants from these entities
before, please write “N/A”
Attachments
A. Narrative Description of the Project
B. Detailed Budget (use JF excel template)
C. Curricula Vitae for the Project Director and the JF supported staff member
D. Organization Information Form
E. Proof of 501(c)(3) status
F. Institutional Information
The maximum size for all attachments combined is 25 MB. Please note that files with certain
extensions (such as "exe", "com", "vbs", or "bat") cannot be uploaded.
A. Narrative Description of the Project: The following must be included:4

1. Project Objectives: Please describe the goals and significance of the proposed
project. In addition, please describe the organization’s needs and how this grant would
help meet these needs.
2. Project Methodology: Please be as specific as possible when describing project
methodology including timeline, a list of the 10 events (minimum) and each event
summary planned for the project period including information on the type of event,when the event will be taking place, participants, intended audience, expected audiencesize, and a job description if the grant fund is requested to cover personnel costs.
3. Participating Organizations and Individuals: Please specify the names, affiliations,and titles of all proposed participants. Please explain the role of each individual
involved in the project as well as the rationale for including these individuals.
4. Dissemination Plan: Please describe clear publicity plan for outreach activities
which includes the method of dissemination (for example, specific social mediaplatforms).
5. Anticipated Outcomes: Please explain the expected impact and outcome, anddescribe quantifiable accomplishments of the project. Additionally, please describeviable sustainability plan after JF support concludes.
6. Status of Preparation: Please explain any research and/or work done in preparation
for the project prior to proposal submission.
7. Benchmarks: Please include clear benchmarks and plans for evaluating the project.
B. Detailed Project Budget: Please use the JF budget template to detail the expectedexpenditures and income for the project. Please include in-kind donations and funds from othersources including those from the applying institution. A minimum of 20% of project costs mustcome from other sources.
C. Curricula Vitae: Curricula vitae for the project director and the JF-supported staff member(if the JF-supported staff is a new hire, this may be submitted when employment begins).
D. Organization Information Form: Please fill out the JF form to provide details about yourorganization’s Board Members, Staff, Membership, Financial Information, and Regular5

Programming. Annual reports of 2022 and 2023 or other pertinent information about theapplying institution should be attached.
E. Proof of 501(c)(3) Status: A copy of the official IRS determination letter stating thesubmitting institution has 501(c)(3) status must be included.
F. Institutional Information: Please submit annual reports from 2022 and 2023 or otherpertinent information about the applying institution.

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Additional Grant Information■ Regulations and Laws
Grant programs of JF are operated in accordance with the relevant regulations and laws of theJapan Foundation.
JF is intolerant of any fraudulent activity from the application process through the grant duration.
Once a grant has been provided, committing any form of fraud with regard to JF grant funds
could result in penalty measures such as revocation of decision to provide a grant in whole or inpart, request return of rescinded portions of the grant including late payment charges, suspensionof the application for a certain period of time, and/or other legal actions (Ref. “Act on Regulationof Execution of Budget Pertaining to Subsidies, etc.” (Act No. 179 of 1955)).
■ Obligations
The Grantee shall acknowledge JF’s financial support when the Grantee produces any materialsrelated to the Grant Project such as publicity materials (e.g. websites, catalogs, posters, flyers,etc.), conference materials, books, videos, etc.
The Grantee shall include the designated quantity of publicity materials and deliverables to JF
with the Final Report.
The Grantee shall submit the Interim Project Report after 6 months and the Final Project Report
and the Financial Report when the project has been completed.
■ Disclosure of Information
When a request for information, based on the “Act on Access to Information Held byIndependent Administrative Agencies” (Act No. 140 of 2001) is received, materials such as
submitted application forms will be disclosed (unless stipulated by law as not to be disclosed).
Japanese law requires that all material submitted to JF be subject to public disclosure after thescreening process is completed, with the exception of personal information.
Information concerning projects that we support, such as the name of the grantees and projectdescriptions, will be made public in the Annual Report, on the website, and in other public
relations materials of the Japan Foundation.

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■ Access to Personal Information
JF handles personal information appropriately in accordance with the "Act on the Protection ofPersonal Information Held by Incorporated Administrative Agencies, etc." (Act No. 59 of 2003)(the “Law”) and other applicable laws. Details of the Japan Foundation's privacy policy can bereviewed at the following website:
http://www.jpf.go.jp/e/privacy
JF provides the information (including the personal information) given by the applicants on theapplication form, attached documents, project reports and deliverables (including without
limitation, photographs taken during or prior to this program) (the “Information”) to outside
consultants in the screening process and the projects evaluation.
For projects that we support, details of the personal information such as the names of theauthorized representative, project director and other key participating individuals will be madepublic along with the project information in the Annual Report, on the website, and in otherpublic relations materials of the Japan Foundation.
There may be other cases in which JF uses the personal information written on the application
form:
••
•

To send public relations materials of other Japan Foundation activities.
To send questionnaires after the project has ended.
To seek professional comments on the relevant fields.

The Information may be used or provided for purposes other than those listed in items above, inthe cases provided under Article 9, Paragraph 2 of the Act, such as cases where such Information
is provided to a government agency, an independent administrative institution, a local
government or a local independent administrative institution (the “Government Agency, etc.”)
which uses such Information to the extent necessary for executing its duty or business stipulatedby the laws and regulations and where there are reasonable grounds for using the Information.
Applicants are requested to inform all individuals whose personal information appears on theapplication materials that the above-mentioned policy shall also apply to those individual’s
personal information. By applying to this program, participants agree to the use of personal
information for the above-mentioned policy.

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