We’re in the Money: Proposal Writing & Resource Development

Patricia Clark

Career Academy Support Network (CASN)

U.C.Berkeley

GOALS FOR THIS SESSION

To increase understanding of the basic elements of a Grant Proposal

To learn more about both Proposal Writing and Grantseeking

To acquire some powerful Proposal writing Tools

To realize that if we approach Proposal writing “bird by bird,” all things are possible.

Exercise: You Gotta Have Cause (plus your Elevator Speech)

• Complete the “You Gotta Have Cause” Exercise

• Think about Your One Minute Elevator Speech

• Pair and Share

Keys to Success

Create a Proposal Writing & Resource Development/ Partnership Development Team

Engage your Advisory Board & Other Stakeholders in Developing a Strategic Plan AND a related Fund & Resource Development Plan

Build a Proposal writing & Resource Development Kit

Keys to Success

Research Potential Funders Thoroughly

Target your Proposals CarefullyWrite a clear, concise proposal which

includes all forms/follows all instructions carefully

Major Components of a Typical Grant Proposal

Cover LetterSummary/Abstract Introduction/BackgroundNeed/problem/situation statement

– (sometimes includes CASE statement)Goals/Objectives

Major Components

Methods/Activities/Strategies/Work Plan/ Management Plan (often includes Organizational Chart, Qualifications of Key Personnel; sometimes includes Theory of Action)

Timeline (if not already included in work plan)

(NOTE: Sometimes funders require info on Qualifications of Key Personnel and/or an Impact Statement)

Major Components

Dissemination (when applicable) Evaluation/ Accountability Plan Sustainability/Future funding/

Institutionalization Budget & Budget Narrative/Justification Support Letters/Appendices Other requirements such as assurances,

sign-off sheets, etc.

Two Reminders

PAY CLOSE ATTENTION TO THE FUNDERS’ PRIORITIES, REQUIREMENTS, & CRITERIA !!!

DATA, DATA, DATA … Use Research, Statistics, Evidence, etc. Throughout !!!

Steps In the Grantwriting Process (one approach)

Developing Proposal Idea (and finding appropriate funding source/s)

Writing Compelling Need Statement (includes research/evidence)

Defining Clear Goals & Objectives Developing Methods/Activities/Strategies (includes research base/theory of action)

* Preparing Evaluation Component

Steps in the Proposal Writing Process

Preparing Budget Writing Introduction, Proposal

Summary/Abstract (possibly Cover Letter)

Gathering/Developing Support Letters/ Appendices

Putting Package Together//Mailing proposal in timely fashion//Follow up

Educational Planning -- Backwards

Step 1: What is Your Shopping List?

(BUDGET)

* Step 2: What is It You’ll be Able to Do That you Can’t Do Now? Describe it. Create a picture in the funder’s eyes. (ACTIVITIES)

Educational Planning -- Backwards

Step 3: Why is it that you want students/ teachers/etc. to do these things? (OBJECTIVES)

Step 4: Why did you pick this particular area of learning for the students to work on? (NEEDS)

Educational Planning - Backwards

Step 5: How was it that you said you would measure to be sure students have mastered the skills/successfully completed project, etc? (EVALUATION)

Step 6: TIDY UP: MAKE YOUR TIMELINE, BUDGET, STAFFING LIST, etc.

Educational Planning - Backwards

Lay out NEEDS – GOALS/OBJECTIVES –

ACTIVITIES – EVALUATION sequence

Step 7: Write a brief description of your proposed work (ABSTRACT)

Give Evidence Throughout…

Common Types of Proposals

Letter of Intent/Inquiry Letter Proposal Long/Formal Proposal/Application Common Grant Proposals On-Line Proposal

Proposals – The Close Relatives

Letter of Introduction (requests interview; does not include an actual request for funding)

Business Plan

Concept Paper

Developing the Proposal Idea

What is the community need that the planned project/initiative is addressing?

(Need/s Statement)

What would an improved community/ school situation look like?

Objectives

Developing…Proposal Idea

What can this organization/school/program do to improve the situation?

(Methods/Activities)

How will it be determined that the project has succeeded? (Evaluation)

How much will project cost? (Budget)

Developing….Idea

How will the project be funded in the future &/or institutionalized/incorporated into ongoing project operations?

(Future funding/

institutionalization)

Problem Statement/Needs Assessment

Describes target population to be served Defines community problem to be addressed

AND need in geographical area where organization operates

Is related to purposes & goals of applicant agency/organization/school

Is of reasonable dimensions – not trying to solve all the problems of the world

Problem/Needs Statement (continued)

Is supported by relevant statistical evidence Is supported by statements from

authorities/experts Is stated in terms of constituency/client

(student) needs and problems – not the applicant’s

Is developed with input from constituency/ client & beneficiaries

Problem/Needs Statement (continued)

Is not the “lack of a program,” unless program always works

Makes no unsupported assumptions Is brief; interesting; free of jargon; makes a

compelling case

MAKING THE CASE: Building on the need statement

In some proposals, you:• Present your compelling need• Describe how your organization is UNIQUELY

qualified to address this need/ successfully implement this project

• Include a CASE STATEMENT – document how the mission/purpose of your organization is a perfect match with the funder’s priorities and this particular project

The CASE STATEMENT:

How/why your organization/Academy was started (what problems existed/what reasons for starting)

What is your organization/Academy doing now? Why? With what impact?

Where are you going? (Future)

Defining Clear Goals & Objectives

A GOAL is a broad-based statement of the ultimate result of the change being undertaken (a result that is sometimes

unreachable in the short term.) Goals are global, visionary statements (that

often create a sense of awe.)

Goals are not measurable. A Goal is “the end toward which effort is directed.”

Defining Clear Goals & Objectives

An OBJECTIVE is measurable, time- specific result that the organization/ school/ district expects to accomplish as part of the grant.

An objective is “observable & verifiable.” Objectives should be stated in quantifiable

terms. Objectives are realistic, capable of being

accomplished within time frame.

Objectives: Keep them S-I-M-P-L-E

Specific – indicate precisely what you intend to change through project

Immediate – indicate time frame during which problem will be addressed

Measurable – indicate what you would accept as proof of project success

Practical – indicate how each objective is real solution to real problem

Objectives: Keep them S-I-M-P-L-E

Logical – Indicate how each objective systematically contributes to achieving your overall goal(s)

Evaluable – indicate how much change has to occur for project to be effective

Writing Objectives

STANDARD OBJECTIVE FORMAT:

To increase the math scores of sophomores at Winston High School by 20% on the Mathematics Diagnostic Testing Assessment by June 2012 at a cost of $20,000, as measured by ____________.

NOW, TRY WRITING AN OBJECTIVE OF YOUR OWN

Methods/Activities

Flows naturally from problems & objectives Clearly describes program activities States reasons for selection of activities Describes sequence of activities Describes staffing of program Describes constituency/clients and their

selection (if applicable)

Methods/Activities

Presents reasonable scope of activities that can be accomplished within time and resources of program

Provides timeline of activities

Evaluation Component

Quantitative Methods Qualitative Methods Formative or Process Evaluation Summative or Outcome Evaluation Other terms: Baseline; Comparison Group;

Success Criteria; Assessments; Instruments; Internal Evaluator; External Evaluator

Other Aspects…

Future Funding, Institutionalization, Sustainability

Dissemination Budget Cover Letter Summary/Abstract Other Sections

Sources of Funding

Private Foundations & Philanthropic Trusts Corporations Government Agencies Local Businesses Service Clubs Community-Based Organizations, Religious

Organizations, Individuals

A Bit on Grantseeking

Grantseeking is About Building Relationships, preferably long term…. (Scenes from a Marriage)

Grantseeking is also about Doing Your Homework, Persisting with Passion, and Following Through.

Grantseeking on the Web

http://fdncenter.org http://www.schoolgrants.org Federal/State Department of ED sites – list

serves (http://www.grants.gov) CASN_News-subscribe@yahoogroups.com (Academy/high school newswire, includes funding opportunities)

Setting Yourself Up for Success

Toward a Grantwriting/Resource Development Kit (see packet)

The Devil is in the Details – some tips & some signs of a great grant (see packet) PLUS Ways to Involve Your Community

Remember: You Don’t Always Need a Grant Some Super Checklists (packet)

Next steps

Whatever we can dream, we can do. Make a plan. Commit yourself. What is your

personal next step? Remember to approach proposal writing “bird

by bird” Let’s Get it Started (a la Black Eyed Peas)

Staying in Touch

Patricia ClarkCareer Academy Support Network (CASN) patricia510@gmail.com patricia.clark@yahoo.com 510.524.0734; 510.504.3826 (cell) CASN_News-subscribe@yahoogroups.com