Frequently Asked Questions

Before Submitting an Application

About Using the Grants Portal

Before Submitting an Application

How do I access Foundation guidelines for submitting a proposal?

Consult your Program Officer to learn which guidelines to use prior to starting a new proposal. All guidelines are accessed by clicking on the “Guidelines and FAQs” link in the top bar of the main portal page.

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How do I submit a grant proposal for my organization?

1)      Prior to submitting your online application, talk to your Program Officer at the Foundation.
2)      S/he will guide you through the process.
3)      Once your Program Officer has confirmed that the proposal is complete, s/he will advise you to submit it through the Grants Portal.

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When will my organization hear a response from the Foundation?

The Foundation only accepts and responds to invited proposals. Foundation staff review proposals on a rolling basis. Once a complete proposal is submitted, a decision is usually made within three months, and the applying organization is notified promptly at that time.

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About Using the Grants Portal

What can I do in the Grants Portal?

With a user account, you can: 1) edit your email/password log-in information; 2) begin a full application if your Program Officer has invited you to do so; 3) access draft and submitted applications; 4) give viewer permissions or transfer ownership of an application to a colleague; 5) check the status of submitted applications; and 6) submit grant requirements.

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How do I set up an account for my organization?

Click the Grants Portal icon on the “Resources for Grantees and Grantseekers” page on the Foundation website and you will be directed to create an account. Each organization should set up only one account using the email address of the president, executive director, or another authorized senior officer.

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What if several people in my organization plan to submit applications? Should each individual create separate accounts?

The Foundation asks that your organization select one log-in email address/password for use in all submissions. This should be the email address of the president, executive director, or another authorized senior officer. For organizations with multiple projects, unique identification numbers will be used to track grants and requirements.

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How do I start a new grant application?

Once you and your Program Officer have agreed that an application will be submitted, click on the “New Grant Application” link in the top bar of the main portal page.

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Can I start an application or grant requirement and then save it to finish later?

Yes, there is a “Save & Finish Later” option, which will close the application or report you are working on and return you to your main portal page. Be sure to save your work frequently. Note that your work on a particular page is saved only when you advance to the next page, or when you click “Save”.

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Are there limits to how many words or characters I can use in my responses?

The Foundation appreciates concise responses to open-ended questions; some fields have word limits.

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Are additional attachments required?

Yes, the Foundation typically requests several attachments. Your Program Officer will direct you to the appropriate grant guidelines and confirm the  attachments required. You will be prompted to upload these documents in the online process. If there are documents you cannot upload, you can email them to grants@sdbjrfoundation.org.

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Do attachments need to be in certain formats?

The Foundation prefers your attachments be in Word (.doc or .docx), Portable Document Format (.pdf) or Excel (.xls or .xlsx). The maximum size for all attachments combined is 100 MB. Files with extensions such as “.exe”, “.com”, “.vbs”, or “.bat” cannot be uploaded.

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Can a colleague review a draft application before it is submitted?

Yes, once you save the application you can give colleagues viewer permission or transfer ownership. These actions can be managed from your user account.

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Can staff at the S. D. Bechtel, Jr. Foundation view drafts as we develop our application?

No, Foundation staff cannot view the content of your application unless you email your primary contact a copy or grant viewer permissions.

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Will I have a chance to preview and/or print a copy of the application before submitting it?

Yes, click the “Printer-Friendly Version” link if you would like to print a copy.

Click the “Review & Submit” button to review the application in its entirety. If you are satisfied with the application, choose “Submit.” Once you do so, the application is submitted to the Foundation and you cannot change it. Note that the application will now appear as “Submitted” on your main portal page. Once you have submitted an application, you will receive an email confirmation that includes the full contents of your application. You can also email a copy of a submitted application or grant requirement to yourself or someone else.

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Why am I experiencing difficulty/delays when trying to upload files?

Several factors might cause a delay: 1) larger files can take longer to upload than small files; 2) the speed of your internet connection will affect how quickly your files are uploaded; 3) the file type may not be in an acceptable format; and 4) your web browser may be an older version that doesn’t support the grants portal.

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Why didn’t I receive an email confirmation when I submitted an application or grant requirement?

When an application or grant requirement is successfully submitted, a confirmation email is automatically sent to the email address provided for the user account. However, spam filters may block this email. Be sure to put grants@sdbjrfoundation.org on your email “safe list” before submitting your application or grant requirement.

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Who can I contact for assistance with the Grants Portal?

Please contact Grants Management at grants@sdbjrfoundation.org or 415.284.8811. Or use the “Contact Us” link on the main portal page to reach us with any questions or issues.

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Can I send grant requirements through the Portal, even if our application was not made online?

Yes, you can submit grant requirements through the Grants Portal no matter how you first applied for your grant. If you applied through the Portal, simply log in and you will notice “Requirements” in the top left section. Click on that tab and you will see a link to the appropriate requirement form for your grant, which you can complete and submit when the requirement is due.

Even if your organization did not originally apply for its grant via the online Grants Portal, after October 20, 2014, all documents are required to be submitted through the Portal—but be sure to contact Grants Management at grants@sdbjrfoundation.org or 415.284.8811 for assistance before you begin use of the Portal.

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Can I send additional materials, such as videos or photos, in support of an application or grant requirements?

Additional materials, such as videos and photos, are not required for submitting a new application or grant requirement. However, if you would like to submit additional items, please send them directly to your Program Officer.

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