Grantwriting USA

Presented By: Terri Grissom

grissote@gmail.com

Introduction Activity Break into teams of 5. Discuss what makes a

grant successful. Be prepared to discuss your top 3 choices.

Now lets take a look at grant “Bloopers”, or the things that can happen that could jeopardize a successful grant.

Each group take their assigned “Blooper” and identify three ways to prevent it from happening.

Planning Process

What is the agency or client need that the plan is addressing?

What should an improved situation look like?

Planning (cont.)

What can this organization do to improve the situation?

How will it be determined that the project has succeeded?

Planning (cont.)

How much will the project cost?

How will the project be funded in the future?

Planning Stage

Establish program goals. Determine new program ideas or

concepts. Write a brief paragraph about these new

ideas. Share these ideas with administration.

Potential Partners

Career Tech Community Colleges Universities Community-based organizations Police Social Service Agencies Nonprofit Organizations

Parent/PTO’s Mayor/ City or County Offices County and State Court Systems Faith-Based Organizations County and City Commissions Chambers of Commerce Head Start Economic Development Agencies State Education Agencies Other Federally Funded Programs

Secure CommitmentsShared Resources – Obtain

letters of partnership for potential programs.

Letter of Partnership vs. Letter of Support

http://video.yahoo.com/watch/78412?fr=yvmtf

Begin To Search For Funding

Publications Library Resources Internet Newspapers/Newsletters Publications Meetings and Conferences

Library Resources

Public Libraries

University Libraries and Grant or Research Department

Create a grant library in your agency.

Internet Resources

Foundation Center – www.fdncenter.org School Grants – www.schoolgrants.org Guidestar – www.guidestar.com Dept. of Education – www.ed.gov Chronicles of Philanthropy –

http://philanthropy.com/

Grant Quote

Most grant projects require a

lot of time and energy.

.

You’ve Found A Potential Funding Source, Now What?

Write, email or call and request a copy or download a copy of the RFP.

Read the guidelines carefully. Make a list of questions. Make a personal contact with the funding

agency. Begin the writing process, following the

guidelines to the letter.

Winning Proposal Tips Have clearly defined client needs. Describe what staff will do. Present the material in a logical manner. Do not overuse agency jargon. Present detailed budgets and budget

narratives.

More Tips Disseminate information you have

learned in the process. Show how student achievement will

improve with this program. Follow all the guidelines specified in

the Request for Proposal. Submit a professional document. Make sure you meet the deadline.

Tips

Follow guidelines exactly

Short words are generally better than long complex ones

Use short sentences

Use contractions

Use short paragraphs

Grant Quote

Assume the readers know nothing about your organization or

your idea..

Peer Review Process

Peer Review Exercise

I. Introduction

Descriptive Information – When, How and Why the organization was started.

Organizational mission, goals and objectives. Honors received Previous funders Model Projects Credibility and ability Emphasis quantifiable data relevant to your

organization.

Activity

Grant Quote

Appearance is 5O% of your score.

Questions

Problem or Need Statement

What is missing from your program?

What aren’t you doing well? Clearly related to the mission. Supported by statistical

evidence. Contains emotion.

ExampleAdditional computers installed in our library will result in improved student achievement.

Better ExampleWenglinsky (1998) noted that for fourth-and

eighth-graders technology has "positive benefits" on achievement as measured in NAEP's mathematics test.  Interestingly,

Wenglinsky found that using computers to teach low order thinking skills, such as drill

and practice, had a negative impact on academic achievement, while using

computers to solve simulations saw their students' math scores increase significantly. 

Table 1 – Assessment Program (MAP) (Grades 8-10 Testing) Target Area and State Percentages of Standards

Mathematics Science Reading/Language Arts

School 2003 2004 2005 2003 2004 2005 2003 2004 2005

11% 8% 5% 10% 9% 7% 13% 10% 9%

Soldan 13% 14% 12% 14% 16% 14% 31% 29% 30%

Vashon 11% 13% 12% 13% 13% 12% 23% 22% 22%

STATE 86% 83% 88% 83% 83% 84% 87% 86% 87%

Source: Missouri Department of Elementary and Secondary Education – Assessment Program (MAP), July 2006

Table 7 - Total Number And Percentage Of Graduates, Total Number Of Graduates Enrolled In Postsecondary Education Programs, And Total Number Of Low-Income,

First Generation Graduates Enrolled In Postsecondary Education Programs

Name Of School Year2002-2003

School Year2003-2004

School Year2004-2005  

(1) (2) (3) (1) (2) (3) (1) (2) (3) 

325/26% 63 16 323/25% 58 15 319/23% 56 17 

Soldan 78/29% 16 6 79/29% 19 5 80/29% 20 6 

Vashon 197/27% 55 17 181/23% 48 10 173/22% 39 17 

TOTAL 600 /27% 134 29 583/26% 125 39 572/26% 115 40 

(1) Total Number and Percentage of Seniors Who Graduated(2) Total Number of Graduates Enrolled in Postsecondary Education Programs(3) Total Number of Low-Income, First Generation Graduates Enrolled in Postsecondary Education

Programs  

Source: Division of Public Affairs, June 2006. 

Questions

Goals and Objectives

Goals are statements of broad, typically long-term results.

Objectives are statements of precise, measurable, quantifiable, time-phased results.

ExamplesGoal: To establish an after-

school tutoring program at the junior high.

Objectives Process Objective: Tutoring will be

available 4 days per week, 2 hours per day in the core curriculum areas of math, science, history and English for all students with a weekly grade of D or F.

Outcome Objective: 75% of participating students will raise their test scores in math, science, English and history by 4 percentage points by year two of the project as measured by the state assessments.

Example GoalTo increase the number

of Oklahoma students who are enrolled in the state scholarship program.

PROCESS OBJECTIVES

Quantify what services should be delivered by how much, how they will be delivered,

and/or to whom they will be delivered.

FOR EXAMPLE

Units of service providedNumber of people servedPercent of target population

participating in the program

Example Process Objective

A minimum of 20 OHLAP informational workshops will be provided by OHLAP staff to 8th grade students enrolled in participating school districts by the end of the first quarter of the project start date.

Example Process Objective

Process Objective: Tutoring will be available 4 days per week, 2 hours per day in the core curriculum areas of math, science, history and English for all students with a weekly grade of D or F.

OUTCOME OBJECTIVES

“What effect do we hope the project will have?” “What do we hope will be the results of the project?”

Sample Outcome Objective

The number of Oklahoma students enrolled in and completing a bachelor’s degree program will increase 15% upon completion of the Gear Up project.

Example Outcome Objective

Outcome Objective: 75% of participating students will raise their test scores in math, science, English and history by 4 percentage points by year two of the project as measured by the OCRT.

Goal Game Go to the corner of the room that

you think represents the following information

– Goal, Process Objective, or Outcome Objective.

To prevent or reduce rates of substance abuse and violent behavior among youth.

25 students will participate in a minimum of 40 hours of instruction in mathematics per summer for the duration of the project.

Student math scores will increase by 10% per year as measured by the EPAS math subscore at the 8th and 10th grade.

To increase student knowledge in math. To conduct a minimum of three professional

development seminars in math for a total of 24 hours of math content instruction.

Questions

Methodology

Tells how you will accomplish your goals and objectives.

A sequential work plan of events and activities.

State reasons for selection of activities (scientifically-based research)

Always include a timeline

Key To Scientifically-Based Research

Has an independent study been conducted on the product or program as part of a larger study?

Has this study been published in a professional journal?

Sample Timeline Objective: A minimum of 20 OHLAP informational

workshops will be provided by OHLAP staff to 8th grade students enrolled in participating school districts by the end of the first quarter of the project start date.

Activity Person Responsible Dates A presentation schedule OHLAP Coordinator Aug.-Sept.

2004

will be created by emailing all Gear Up Staff

participating school district

counselors.

Activity J J A S O N D J F M A M

Order all materials and supplies X

Install technology and automation system, catalogue books

X

LMS to attend training X

Host parent activities X X X X

LMS/Teacher collaboration X X X X X X X X X X

Library Committee Meeting X X X X

Professional Development X X X X X X X X

Meet with evaluator X X X X

Increase library hours X X X X X X X X X X

Library linkages X XX X X X X X X X

Activity Person Responsible Timeframe Milestones

Form Advisory Committee to begin

Healthy Student Survey

Project Director;

Community Partners

August 2009 to meet

quarterly

Minutes of meetings

Sign in sheets

Survey results

Supplies and materials ordered Project Director;

Coordinator

August-September

2009

Supply inventory

Materials distributed to all

teachers

Technology ordered Vendor: District staff November-December

2009

Technology functional

Technology Installed District staff December 2009 Technology utilized by

staff

Establish training schedule Project Coordinator;

vendors

September 2009 Annual training calendar

established

Host professional learning

communities for PE teachers

Project Coordinator; PE

teachers

October 2009 –

ongoing bi-monthly

Meeting minutes

Sign in sheets

Questions

Future Funding (Sustainability)

Show how you will continue to fund your project in the future.

Discuss both maintenance and future program funding.

Accounts for other needed expenditures if the program includes the purchase of equipment.

Sustainability

Existing resources Agency will absorb costs Fee for Service Collaborative partnerships Fund Raising events Future grant development

Questions

Evaluation What will be evaluated? What are the methods to evaluate each

objective? Who will do the evaluation? Explain the information gathering

process. Explain test instruments or

questionnaires to be used. What will you do with the information

you gather?

Evaluation Cont’d

Formative Evaluation – Generate information that will improve the effectiveness of the project during the granting period.

Summative Evaluation – Collection of data used to judge the ultimate success of a completed project.

Evaluation Cont’d Will you use a sample of participants

(focus groups)?

What procedures will be used to determine if the program was implemented as planned?

Who will conduct the evaluation?

What reports will be written?

Year 1 Year 2 Year 3

Activities 1st Sem

2nd Sem

1st Sem

2nd Sem

1st Sem

2nd Sem

Summarize advisory group planning meetings X X X

Finalize pre/post test for teachers X

Administer pre/post test during training X X X X X X

Administer reflective journals during training X X X X X X

Teachers complete training evaluations X X X X X X

Meet with advisory group and project staff X X X

Data inputting, maintenance and analysis X X X X X

Content analysis of training curriculum X X X

Refine workshop trainings based on survey results analyses X X X X X

Write annual reports X X X

Write and submit conference proposal(s) X X X

Write Final Report X

Additional dissemination activities X X X

Questions

Grant Quote

Grants should never your cost

your agency money.

.

Budget

Budget

Should tell the same story as your narrative.

Should include both a budget summary and budget narrative.

Be detailed in all respects. Delineate costs covered by the

funder and cost by other agencies.

Budgets Should Include

Personnel salaries and fringe benefits Consultants Space and utilities Equipment Supplies Travel Staff development Other costs

Writing Tips for Budgets

Make sure your calculations are as clear as possible.

Fuzzy: Travel = $324

Specific: Local mileage for project director, 100 miles/mo. X $.27/mile X 12 months = $324.

Writing Tips for Budgets Estimate office supplies at an average

of $350/year/key person. List the components of your fringe

benefit rates. In multi-year budgets, allow for yearly

increases in salaries. Include training costs for new

equipment.

Budget Mistakes

Don’t overlook budget support for such things as service or maintenance contracts, insurance, shipping and installation.

Don’t forget to ask what your in-direct cost rate is for your district and include in your budget.

Indirect Costs Administrative costs (running the

organization that cannot be specifically identified for a program)– Facility costs (rent, utilities, insurance, taxes– Legal services– General/Administrative salaries (accounting,

administrative, executives, etc.)

Indirect CostsMust be approved by a cognizant agency

Make sure you don’t double dip

Must send in new indirect cost rate sheet each year and change your budget accordingly

No indirect costs on funds not drawn down

Cannot claim indirect costs on equipment, training stipends

Can only claim indirect costs of the first $25,000 of consultant line item

Ma and Pa Kettle

Cost Sharing Requirements

• Mandatory and voluntary committed cost sharing must be documented for cost accounting purposes, tracked, and reported

70

Cost Share Requirements Abide by the match contributions

that were approved in your application.

Can change your match sources. Subject to the same administrative

regulations as your direct costs. You must assess and document your

match contributions consistent with federal regulations.

71

Sources of Cost Share Non-Federal sources including grants

Any necessary and reasonable costs paid by the grantee and verifiable in the accounting records

The value of third party in-kind contributions

Rule of Thumb- Does your program benefit in any way from this activity or expense and how can I document it?

72

Cost Sharing Rules to Live By…

Count only one time. Incurred solely to advance the

project. Cannot be shifted from one

project to another. Must occur during the grant

period. Can not include Federal dollars.

73

Valuation of Cost Share Contributions

Volunteer services– Description of the activity

– Date of the activity

– Name and signature of a volunteer

– Number of hours worked

74

Valuation of Cost Share Contributions

Rates for professional volunteer services must be consistent with those paid for similar work in the local labor market.

Reasonable volunteer work rates can be established by Labor Standards. (http://www.dolib.mo.gov)

Volunteer rates should be consistent with those paid by the grantee to its employees performing similar work.

75

Valuation of Cost Share Department of Labor rates can

only be used for adults over age 18

Volunteers 15-17 years of age can be valued at the minimum wage

Students under the age of 15 cannot be used as match since they are not covered under labor standards

76

Valuation of Cost Share

Facility Usage– Only areas that can be identified as

regular daily use in the program can be captured as match.

– You must use the annual depreciation expense for the building times the percentage of total square footage occupied by the program.

– The depreciation expense may be found in your organizations’s annual financial summary report.

77

Valuation of In-Kind Contributions Reasonable, allowable, and

allocable fringe benefits may be added to the valuation of the match.

78

Equipment– Office and specialized equipment for

special activities (i.e. sound system, microphones for special assemblies) can be used as match.

– Donated equipment is valued at the total market value at the time of the donation if the title was passed to the grantee.

– If the equipment is not owned by the grantee; then the far rental value of the equipment can be used as match.

79

Donations and Contributions

Contributions or donations including cash, property, and services, made by the governmental unit or education institution regardless of the recipient, are allowable match.

80

Budget Exercise

Grant Quote

Be sure your budget request ties directly to your project.

.

Questions

Appendices

501 © (3) Board of Directors list Annual report or audit Resumes/Job Descriptions Organizational Chart Map of service area Letters of Partnership

Summary or Abstract

It is the last thing you write.

It is the first thing a funder reads.

It may be the only thing a funder reads.

Use a grabber.

Summary Questions Who are you and what is the mission of

your organization? What is the proposed project (title,

purpose, target population)? Why is the project important? What will be accomplished during the

project? Why should your organization do the

project? How much will the project cost?

Cover Letter

Brief description of project. Statement that the project fits the

funder’s mission. Always include a contact person

and a telephone number. Keep it at one page.

Grant Quote

Edit your work and ask someone

unfamiliar with your project to read your

final grant.

.

Preproposal or Letter of Intent

Introduction of applicant organization

Description of problem

Objectives

Overall plan of work

Prepoposal or Letter of Intent

Discussion of approximate dollar support

Current contributions and future (post-project period) commitments.

Include signatures.

After the grant is mailed Don’t bother them during the review

cycle. If you are turned down, ask why? Write them and thank them for

considering your project. Ask them if the problems could be

addressed and resubmitted. Ask who else might be interested in

this project.

Questions

For Certificates:Email

anita@grantwritingusa.com