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Information

Sylff Leadership Initiatives

Update. Mar. 23,2010

Sylff Leadership Initiatives intends to encourage members of the Sylff community* to “take initiatives” in planning and implementing two categories of projects as specified below.

(1)　Social actions
　　　Social actions refer to projects benefiting the community, the public, and society in general to bring
　　　positive changes and influence within the Sylff community and beyond.
(2)　Forums/conferences/seminars/workshops etc. (hereafter called “forum project”)
　　　Forum projects address contemporary issues of social relevance and have academic and social
　　　influence within and beyond the Sylff community.

*Definition of Member of the Sylff community
Members of the Sylff community are defined as “current or graduated Sylff fellows, members of the Sylff steering committee, and Sylff administrators.”

Conditions for Participation

1.　Eligible Applicants

The main applicants must be at least two individuals who fall under the definition of members of the Sylff community as stated above.

Note: Proposals are NOT eligible for funding when:

• Members from non-Sylff communities are the main initiators and/or organizers of the project.
• Members of the Sylff community use this program to finance another project or donate the fund.
• Main purpose of the project is for profit-making (profit-making for the sake of social action may be approved).
• Natural sciences and engineering form the main scope of the project.

Collaboration with individuals and organizations beyond the Sylff community will be welcomed as a positive influence if the proposed social action or forum project is under the ownership of Sylff fellows and administrators.

2.　Awards

(1)　The amount of the award depends on the proposed budget but cannot exceed US$20,000
　　　per application during the same fiscal year.

　　　Note: Extra funding may be approved if two or more Sylff institutions/ fellows associations
　　　collaborate. The Scholarship Division reserves the right to accept or decline such a request.

(2)　The following expenses can be covered:
　　　International travel, domestic transportation, living expenses, renting a meeting room/hall,
　　　refreshments for meetings, acquisition of resource materials, printing and copying costs,
　　　disposable goods, supplies, communication costs.

Note: The following expenses cannot be covered:

• Salaries for personnel
• Purchase of properties and assets
• Other items as determined by the foundation

(3)　Approximately 10 projects per year shall be approved for funding. The total budget for this program
　　　is US$100,000/year. If the annual budget is fully spent during the fiscal year, the Scholarship
　　　Division may consider an extra budget, but this is not guaranteed.

3.　Requirements after Participation

Awardees must submit the following documents to the Tokyo Foundation.

　　　1. Submitting Reports
　　　　　Social Action project: Midterm narrative and financial reports, final narrative and financial
　　　　　reports (prescribed forms to be provided by the Sylff Leadership Initiatives coordinator)

　　　　　Forum project: Final narrative and financial reports (prescribed forms to be provided by the Sylff
　　　　　Leadership Initiatives coordinator)

　　　2. Sharing outcome/output
　　　　　Sharing outcome or output with the Foundation in a variety of formats, including an article on the
　　　　　Sylff website, DVDs, and CDs, is a requirement for funding.

Application and Selection

1.　Period of Application

Applications are accepted throughout the year; however, applicants should note the following:

Note:

• Applicants who have been funded during a fiscal year cannot apply for second funding during the same fiscal year (April 1 to March 31 of the following year).
• The above rule also applies to proposals in which applicants differ but the nature and participants of the second proposal are related to those of the first proposal.
• Also, collaboration between the same institutions/associations cannot be funded twice during the same fiscal year.

Accordingly, applicants can apply for further funding in different fiscal years.

2.　Application and screening procedures

Application and screening procedures are conducted in the following 2 stages:

(1)　Preliminary Application (Concept Paper)
　　　Applicants must submit a concept paper at least 4 months before the project is implemented
　　　(exceptions may be considered; please contact the Scholarship Division).

Note: The paper must not exceed 850 words and should include:

• Names and contact information of applicants (there must be at least two applicants who are Sylff fellows)
• Category: (a) social action or (b) forum project
• Issue in question, its background and significance
• Proposed objectives and activities
• Potential participants
• Roles of Sylff fellows/institution, non-Sylff organizations or individuals collaborating
• Social relevance
• Approximate budget and schedule

　　　The concept paper will be reviewed by the Scholarship Division; a successful application will proceed to formal application procedures.

(2)　Formal Application
　　　Applicants whose concept paper have been approved by the Scholarship Division are invited to
　　　submit a formal application consisting of the following:

　　　1) Application Form (prescribed form downloadable (Word))

　　　2) Detailed Proposal
　　　The detailed proposal must be within 2,500 words in total, and should address the following:

• Issue: What is the issue in question and why should you address/undertake this issue?
• Proposed objectives and activities: Based upon the issue, explain your plan on proposed activities and objectives.
• Intention: Convince reviewers that your project proposal has the good intention of bringing about a positive input to the Sylff community and society.
• Relevance and significance: In what way is the proposed project relevant and significant to society?
• Feasibility: Convince reviewers that the proposed project is feasible.
• Number: Indicate the number of project participants in the proposed project and the planned number of members of the audience for the forum project (not applicable in case of social actions) and their roles.
• Expected outcome: List the expected outcome(s). Please note that it should be clear and attainable within the project itself.
• Others: Describe other aspects which will help reviewers understand the proposed project.

　　　3) Budget (prescribed form downloadable (Excel))

　　　4) Schedule

　　　5) Brief biographical sketches of applicants and other members
　　　　　Submit biographical sketches (each within 120 words) of applicants and other members
　　　　　including their backgrounds, current status/occupation, academic/professional interests, and
　　　　　role in the proposed project.

　　　6) Two letters of recommendation
　　　　　Submit two letters of recommendation from those who are able to support the applicants and
　　　　　their proposals. It would be preferable for one of the two letters to be written by someone from
　　　　　the Sylff steering committee but this is not a requirement. Please ask the referees to seal their
　　　　　recommendations in an envelope and send them directly to the Scholarship Division.

The Scholarship Division reviews the formal applications. The Scholarship Division may arrange for a phone interview with the applicant and his/her referees, on-site interviews, and/or other consultations. Successful applications shall then be submitted to outside experts for final review. The Foundation shall make a final decision based upon the experts’ review.

3.　Notification

Notification on the results of the application review will be provided with consideration of sufficient lead-time for implementation of the project.

4.　Awards Disbursement

　　　(1)　The fund will be disbursed to either a Sylff institution or organization that is committed to the
　　　　　　proposed project, but not to individuals. An exception in which the fund is disbursed to an
　　　　　　individual may be considered in an extraordinary situation.

　　　(2)　The disbursement of the award shall not be based on the proposed budget, but on actual
　　　　　　expenditure; this will be done in two installments. The first installment will be 60 percent of the
　　　　　　proposed budget which shall be paid prior to the project. The second installment will be the
　　　　　　difference between the actual expenditure and the first installment. This shall be paid after the
　　　　　　completion of the project and submission of the final financial report.

　　　(3)　An Agreement shall be signed among the applicants, their home Sylff institution or relevant
　　　　　　institutions, and the Foundation for award disbursement.

This announcement is also available in PDF.

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