Writing Successful Proposals

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WritingSuccessful Proposals

• Office of Information Communications
• Susan Gramling, MSLS
• GrantSource Librarian and
• Information Development Coordinator

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GrantSource Library

• 307 Bynum Hall
• Cameron Avenue
• [phone]
• Monday-Friday 800 - 500
• http//research.unc.edu/grantsource/

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Grant Source Library

• Susan Gramling
• 919-962-7766
• susan_gramling_at_unc.edu

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http//research.unc.edu/grantsource/
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Grant Source Library Services and Resources

• Print and electronic sources on fellowships and
  grants
• Grants awarded databases
• Assistance and instruction in funding searches
• Guidelines for proposal writing
• Assistance in locating application forms
• Files on Federal agencies and private
  organizations that offer funding

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Source Dr. Glenn H. Crumb, Presentation Grants
Puzzled About Finding Them?, Western Kentucky
University
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Introduction

• Proposal basics
• Write, revise, revise, revise
• Get feedback from colleagues

Resource for course Funding and Proposal
Writing for Social Science Faculty and Graduate
Student Research http//www2.irss.unc.edu/irss/
wigginshandouts/granthandout.pdf
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Topics for today

• Planning
• Researching potential funders
• Proposal elements
• Budgeting
• Review process
• Preparing for the next time

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Plan Before You Write

• Identify a project
• Assess project fit with overall personal goals or
  organizational purpose
• Think the plan through to the end
• Assess your expertise, resources strengths to
  approach the project
• Involve collaborators in planning

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Research Potential Funders

• Contact program staff to discuss your ideas
  assess fit with their priorities
• Study guidelines review criteria carefully
• Read previous successful proposals

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NCAC Folklife Division

• Contact first, then send written summary
• Wayne Martin
• 919-733-7877
• wayne.martin_at_ncmail.net
• Beverly Patterson
• 919-733-7878
• beverly.patterson_at_ncmail.net

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Folklife Programs

• New guidelines coming soon
• Three programs
• Documentary Program
• Public Programs
• Salary Assistance Grants

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Research Previous Awards

• Know your competition
• What have sponsors funded in the past?
• NCAC --http//www.ncarts.org/pdf/Quadrennial_Repo
  rt.pdf
• NEA--
• http//arts.endow.gov/learn/Facts/Contents.html

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Organizational Profile

• Brief overview history
• General description of activities
• Sample of specific activities
• Board staff composition
• Size and general demographics of
  community/audience served
• Evidence of commitment to equity issues
• Explain any budget deficit or surplus

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Project Description

• Clear description of project
• activities
• artists
• consultants key personnel
• audience
• project time schedule
• Why its important
• Support materials

Handout sample time and tasks chart
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Summary

• Summarize all important information from proposal
  
• Crucial first impression
• Write it last
• Write in laymans terms
• Convey enthusiasm

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Evaluation

• How will you know if the project is successful?
• Define evaluation criteria
• Identify a plan
• Types of evaluation- Process- Product

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General Budgetary Issues

• Itemize account for costs
• Budget should flow from your project plan
• Justify budget items
• Dont overestimate resource needs
• Dont underestimate resource needs either

Handouts Sample Budget Format
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NCAC Budget Issues

• Salary assistance public programs require 1/1
  match maximum 10K
• Documentary requires no match
• Looking carefully for fair equitable pay or
  other kinds of compensation for artists
• Awards differ from year to year

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Trends at NCAC

• Long-term impact very important
• Involvement of communities of artists themselves
• No history of funding very expensive equipment
• Infrastructure of presenter not as important as
  grassroots impact, outreach, and diversity

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Make It Shine!

• Well organized well written proposal
• Not a lot of jargon
• Good collaborations
• Originality
• Validating grassroots culture of artists
  communities

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Common Weaknesses (NCAC)

• Lack of collaboration with consultant, artist, or
  community served
• Oral history or other projects documenting past
  interested in folks arts that have a vital,
  contemporary form

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Is This Fundable?

• Depends on the competition
• Judged by criteria and relationship with
  competitors

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The Review Process

• Process varies by sponsor
• Remember - reviewers may not have expertise in
  your field, may not share your interest and
  enthusiasm for the project, may be overworked and
  underpaid
• Key point Make your proposal easy for the
  reviewer to read

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NCAC Review Process

• Reviewed by program officer
• POs written summary applications sent to
  panelists
• Panel convenes discusses, with presentations
  from PO
• Panelists vote, not PO
• Applications assigned ratings, with highest funded

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Reviewers look for

• A doable project (resources, approach)
• A project worth doing
• Systematic, logical development of ideas
• An easily-read, accessible proposal

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Writing Style

• Be clear, concise and direct
• Write in a positive manner
• Use the active voice, rather than passive
• Avoid jargon - someone outside your field should
  be able to read
• Use headings, bullets, formatting and white space
  to increase readability
• Proofread for grammar, spelling and typographical
  errors

Handout Grant Writing
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This means you

• Read carefully and follow scrupulously the
  guidelines provided by the sponsor
• This includes points to be addressed
• Also includes spacing, margins, font size,
  number of copies, page limitations
• If no guidelines, double-space, use generous
  margins and 12-point type

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Common Reasons for Rejection

• Mechanical Reasons
• - Submission deadline not met
• - Guidelines not followed exactly
• - Incomplete or unclear descriptions of one or
  more elements
• - Highly partisan positions on issues
• - Poor writing quality
• - Carelessness and inattention to detail

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Reasons for Rejection continued

• Methodological Reasons
• - Lack of originality
• - Methodology unsuited to purpose
• Personnel Reasons
• - Unfamiliarity with field
• - Unqualified to perform work
• Cost-Benefit Reasons
• - Not agency priority for this year
• - Unrealistic budget
• - Costs out of proportion to potential benefits

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Preparing for the next time

• If not funded, dont give up!
• Ask sponsor for reviewers written comments, if
  available
• Ask if it would be worth submitting another
  proposal in the future
• When revising, be responsive to reviewer comments

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Summary

• Project planning is key
• Project should fit overall goals or plan
• Choose potential funders with a good fit
• Write with reviewers in mind
• Budget should fit your project plan
• Dont despair if proposal is unfunded

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Applying to Other Sponsors

• Use Funding Opportunities resources to identify
  potential sponsors
• http//research.unc.edu/grantsource/fundopps.html
  
• Assistance in proposal writing
• http//research.unc.edu/grantsource/grantwriting.h
  tml

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Orange County Arts Commission

• Grantwriting workshop
• Thursday, Oct. 10 from 7-8 pm
• Chapel Hill Public Library
• Deadline Monday, Nov. 25, 2002
• Contact Martha Shannon, 919/245-2335 or
  mshannon_at_co.orange.nc.us
• WEB www.artsorange.org

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Proposal Elements

• Summary
• Problem statement/needs assessment
• Goals and objectives
• Methodology/project description
• Qualifications/resources
• Evaluation
• Budget and budget justification

Online Guide http//www.learnerassociates.net/pro
posal/
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Problem or Need Statement

• Identify problem or need
• Indicate importance or significance
• Cite examples, statistics, etc.
• Relate to sponsors mission or goal
• Dont take for granted that the reader will know
  whats on your mind

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Project Goals and Objectives

• Desired outcomes
• Address need or problem statement
• Brief, focused, to-the-point
• No more than two to five objectives
• Each should flow logically to the next
• No one objective should make or break the others
  or the overall project

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Methodology/Project Description

• Describe activities to be undertaken why
• Flows naturally from problems objectives
• Describe staffing sequence of activities
• Provide evidence of planning
• Reasonable scope

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Qualifications

• Demonstrate to the reader that you are capable of
  doing what you propose
• Describe project directors qualifications
  expertise
• Other available resources, including key
  personnel technical resources
• Describe organization, its purpose, goals
  programs project administration
• Offer statistics endorsements

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University Clearance

• Proposal development forms
• http//research.unc.edu/osr/osr_prop_dev.html
• Frequently asked questions
• http//research.unc.edu/services/prop_faq.html
• Online internal processing form
• http//research.unc.edu/osr/ipf.html
• Office of Sponsored Research

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Office of Sponsored Researchhttp//research.unc.e
du/osr/

• Financial review and administrative guidance
  during proposal preparation and prior to
  submission
• Processes and signs proposals and awards for
  extramural funding
• Institutional oversight administration
• Contract and grant negotiation
• Training and development
• Administrative and financial management for
  regulatory compliance

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Human Subjects Researchhttp//research.unc.edu/se
rvices/human_sub.html

• Requires IRB approval
• Certification required
• Address all points in NIH instructions
• Computer based training course available
• Brochure Responsible Conduct of Research at
  http//research.unc.edu/gsr/responsible_conduct.pd
  f