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Grant Writing Workshop

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Dr. Linda Mason Oklahoma State Regents for Higher Education http://www.okhighered.org/grant-opps/ lmason_at_osrhe.edu 405-225-9486 * Staff- How salary is distributed ... – PowerPoint PPT presentation

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Title: Grant Writing Workshop


1
Grant Writing Workshop
  • Dr. Linda Mason
  • Oklahoma State Regents for Higher Education
  • http//www.okhighered.org/grant-opps/
  • lmason_at_osrhe.edu
  • 405-225-9486

2
  • What you will learn
  • Types of Grants
  • Locating Grants
  • Assessing Eligibility
  • Planning a Grant
  • Writing the Grant
  • Proposal Review and Follow-up
  • Grant Management
  • Hiring and Selecting Grant Writers

3
(No Transcript)
4
Types of Grants
  • Monetary award given by a government agency,
    foundation, corporation or other entity to fund a
    particular project
  • Generally given to organizations as opposed to
    individuals

5
Types of Grants
  • Special Project new project or project with
    limited timeframe research, solving a problem,
    developing something new, recruiting
  • Operating running program to meet community
    needs
  • Capital/Equipment specified amount for
    construction, renovation, expansion, purchase
    land or equipment
  • Endowments - planned gifts, will or trust, use
    the interest only, not the grant itself

6
US GIVING
  • of Total US Giving
  • 35
  • 14
  • 11
  • 9
  • 8
  • 8
  • 5
  • 5
  • 2
  • 2
  • 1
  • Type of Recipient
  • Religion
  • Education
  • Foundations
  • Human Services
  • Health
  • Public and Society Benefit
  • Arts, Culture, Humanities
  • International Affairs
  • Environment/Animals
  • Individuals
  • Unallocated
  • Source Giving USA Foundation, 2011.

7
Locating Grants
  • Government - Federal, State, Local
  • 26 Federal Agencies (900 programs)
  • Foundations - Second-largest source
  • 238 Oklahoma Foundations
  • 75,000 private grant making foundations in the
    US
  • Direct Corporations or Philanthropists

8
Locating Grants ENTREPRENEURSHIP GRANT RESOURCES
- FEDERAL
  • STARTUP AMERICA PARTNERSHIP - http//www.startupam
    ericapartnership.org/
  • NSF - NATIONAL SCIENCE FOUNDATION Small
    Business Innovation Research, Small Business
    Technology Transfer http//www.nsf.gov/funding/p
    gm_summ.jsp?pims_id13371
  • NIST NATIONAL INSTITUTE OF STANDARDS AND
    TECHNOLOGY - http//www.nist.gov/director/ocfo/gra
    nts/grants.cfm
  • EDUC US DEPARTMENT OF EDUCATION -
    http//find.ed.gov/search?clientdefault_frontend
    outputxml_no_dtdproxystylesheetdefault_frontend
    qBUSINESSGRANTSsa.x34sa.y9
  • US DEPARTMENT OF HEALTH AND HUMAN SERVICES NIH
    NATIONAL INSTITUTES OF HEALTH -
    http//grants.nih.gov/grants/guide/search_results.
    htm?yearactivescoperfa
  • SMALL BUSINESS ADMINISTRATION -
    http//www.sba.gov/teaming

9
Locating Grants ENTREPRENEURSHIP GRANT RESOURCES
- STATE
  • OCAST OKLAHOMA CENTER FOR THE ADVANCEMENT OF
    SCIENCE AND TECHNOLOGY http//www.ok.gov/ocast/
  • i2E INNOVATION TO ENTERPRISE http//www.i2e.org/
  • EDGE ECONOMIC DEVELOPMENT GENERATING EXCELLENCE -
    http//www.ok.gov/edge/
  • Partnerships with higher education institutions,
    i.e., US Department of Labor Trade Adjustment
    Assistance Community College and Career Training
    Grants Program - http//webapps.dol.gov/search/Adv
    Search.aspx?search_termTAACCCToffset0agcolla
    gcateagency_nameDOLsubmit1.x24submit1.y9
  • Higher education institutions CENTERS FOR
    BUSINESS AND ECONOMIC DEVELOPMENT

10
Searching For and Locating Grants
  • Finding the right grant opportunity is most of
    the time consuming work in grantsmanship. Plan to
    spend at least half to two thirds of your time
    in
  • finding the agency
  • investigating previous projects that the agency
    has funded
  • learning about the grant proposal requirements
  • Become familiar with your chosen grant funders.
  • Search locally first.

11
Hunting For Grants
  • SHOTGUN APPROACH vs. RIFLE APPROACH
  • SHOTGUN Shoot a scatter shot and see what falls.
  • Look for funding agencies, investigate what they
    fund, and apply for something from the agency.
    Your goals are broad enough to be modified to fit
    their goals.
  • RIFLE Take careful aim at one specific target.
  • Look for funding agencies that fund only
    what you want. Search for an exact match to fund
    your project using your specifically stated
    goals.

12
Locating Grants Plan a strategy for searching
  • Pick the federal agencies that will serve you
    read about them, talk to knowledgeable people
  • Pick 6-12 foundations that will serve you read
    about them, ask people
  • Look at these resources on a regular basis, at
    least 1 x per month.
  • http//www.grants.gov
  • http//fconline.fdncenter.org
  • Foundation Centers Oklahoma City, Tulsa,
    Muskogee, Enid, Durant, and Norman -
    http//foundationcenter.org/collections/
  • Find model programs and interview the directors!

13
Locating GrantsSearch Engines
  • A search engine is a data base that you may use
    to
  • find information by using key identifying terms.
  • Grants.gov www.grants.gov
  • Google www.google.com
  • COS-Pivot Community of Science Pivot _at_
    http//pivot.cos.com/
  • SPINPlus InfoEd _at_ www.infoed.org
  • Foundation Center Online www.fconline.fdncenter.
    org/
  • Foundation Grants to Individuals
    www.gtionline.fdncenter.org/
  • Grant Services www.grantservices.com
  • FedBizOps - www.fedbizopps.gov/
  • Charity Channel www.charitychannel.com
  • Goodsearch.com (Yahoo) www.goodsearch.com

14
Locating Grants Grant eNewsletters
  • All federal funding agencies and most foundations
    send eNewsletters with their grant information.
  • Grant Opportunities for Oklahoma Higher Education
    www.okhighered.org/grant-opps/ (weekly
    announcements)
  • GRANT NEWS Oklahoma State Regents for Higher
    Education (monthly announcements of grants
    obtained)
  • Philanthropy News Digest www.foundationcenter.or
    g
  • Philanthropy News Network Online
    www.pnnonline.org
  • Chronicle of Higher Education chronicle.com/
  • Don Peek (schools) www.schoolfundingcenter.com
  • Faith Based and Community Initiatives Digest
    c._lyn_larson_at_hud.gov
  • GuideStar Newsletter - messages_at_guidestar.org

15
Locating Grants Grant Resource Websites
  • Grant Opportunities for Oklahoma Higher Education
    www.okhighered.org/grant-opps/
  • (click on Grant Resources)
  • Cleveland State University - www.csuohio.edu/uored
    /FUNDING/other-fs.html
  • National Endowment for the Arts -
    http//arts.endow.gov/federal.html
  • Grant.gov (all federal grants)-
    www.access.gpo.gov/su_docs/fedreg/frcont07.html
  • University of Wisconsin at Madison -
    http//grants.library.wisc.edu/organizations/propo
    salwebsites.html

16
Locating Grants Grant Resources
  • Funders Online (Europes philanthropists) -
    www.fundersonline.org/grantseekers/
  • FundsNet Online - www.fundsnetservices.com/
  • Open Directory www.dmoz.org/Society/Philanthropy/G
    rants/GrantMaking_Foun
  • dations/
  • Oklahoma Foundations www.grantmakersofoklahoma.o
    rg
  • Foundation Center at Tulsa City-County Library
    http//www.tulsalibrary.org/foundation_center/
  • Foundation Center at Oklahoma City University
    Library http//www.okcu.edu/library/center.aspx
  • Foundation Data Book (all foundations by state)-
    www.foundationdatabook.com/
  • SSTI Weekly Digest (State Science and Technology
    Institute, Ohio) - http//www.ssti.org

17
Locating Grants Grant Information Sources
  • Federal Register Notice www.access.gpo.gov/su_docs
    /fedreg/frcont07.html
  • Catalog of Federal Domestic Assistance
    -12.46.245.173/cfda/cfda.html
  • IRS Form 990 www.grantsmart.org
  • Foundation Directory www.foundationcenter.org

18
Locating Grants Grant Information Sources
  • Annual Reports
  • Funders Guidelines
  • Agency Websites
  • Contact the Funding Agency by phone or email
  • NSF AWARDS ABSTRACTS http//www.nsf.gov/awardsear
    ch/
  • NIH AWARDS ABSTRACTS - http//report.nih.gov/awar
    d/organizations.cfm
  • RePORT Research Portfolio Online Report Tools
    http//projectreporter.nih.gov/reporter.cfm

19
Locating Grants 5 Top Ways to Get Funded
  • Read the RFP.
  • Read the RFP.
  • READ THE RFP.
  • READ THE RFP!
  • READ THE RFP!!!

20
Locating Grants Grant Proposal
Guidelines
  • RFP Request for Proposal
  • RFA Request for Application
  • FOA Funding Opportunity Announcement
  • Application
  • Solicitation
  • Grant proposal guidelines
  • Application

21
Assessing Funding Eligibility
  • Eligibility
  • Type of organization
  • Geographic restrictions
  • Population
  • Size of Award
  • Sufficient amount to complete program activities
  • Number of grants
  • Award size and duration
  • Project Focus
  • Project complements funders goals and priorities

22
Assessing Funding Eligibilitycontinued
  • Type of Activity
  • Specified use of funds
  • Restrictions
  • Matching funds
  • Expenditure limitations
  • Evaluation requirements

23
Assessing Funding Eligibility
  • Explore NSF award data http//dellweb.bfa.nsf.gov
    /
  • Look at NSF Transforming Undergraduate Education
    in Science, Technology, Engineering and Math
    http//www.nsf.gov/funding/pgm_summ.jsp?pims_id57
    41
  • Read grant solicitation

24
Planning a Grant ProposalLetters of Inquiry
  • Alternative to a call or visit (Investigate
    organization to find preference)
  • Do homework before the letter for previous
    funding history, types of projects, amounts
  • Provide information about your organization
  • Provide information about your proposed project

25
Planning a Grant Proposal Letters of Inquiry
  • 1-2 pages!
  • Par 1 -- Who are you? Mission, organization, you
    are seeking funds
  • Par 2 -- Why this agency? You understand their
    priorities
  • Par 3 -- What is the need? Clear and brief
  • Par 4 -- What's the plan? Bullet goals/objectives
  • Par 5 -- Why fund you? Uniqueness, qualifications
  • Par 6 -- How much? Broad categories
  • Par 7 Closing thank you, contact information,
    whether you will follow up with a phone call

26
How to Write
  • The Grantsmanship Center
  • 8 Reasons You Will Get Funded -
    http//www.youtube.com/watch?vS_KJZaoUbxUfeature
    youtu.be

27
Planning a Grant Proposal Letters of Intent
  • Introduction
  • Why you are writing
  • Mission and population served
  • Needs
  • Demographic and statistical evidence
  • Project Description
  • Link funders priorities and project goals
  • Solution
  • How it addresses need
  • Best practices

28
Planning a Grant Proposal Letter of Intent
continued
  • Project Plan
  • Activities, timetables, methodology
  • Organizational Capacity
  • Ability and commitment
  • Previous work and staff qualifications
  • Budget
  • Funding request, organizational support and other
    resources
  • Sustainability
  • Project continuation

29
Planning a Grant Proposal
  • Start with an innovative idea that addresses a
    specific challenge and/or need (purpose).
  • Start documenting need. Social/economic costs,
    beneficiaries, nature of the problem, impending
    implications?
  • Scan and identify grant opportunities.
  • .Or go backwards start with a grant opportunity
    and develop it into a proposal

30
Planning a Grant Proposal
  • Target a grant
  • Make contact with grantor agency!
  • Make sure your focus aligns to the grant criteria
  • Review successful and recent awards.
  • Identify partners, define roles and build
    partnerships as well as community support. It is
    a BEST PRACTICE to collaborate with partners for
    more impact. Many agencies and foundations
    require collaboration.

31
Planning a Grant Proposal Our plan
  • What do we want to do?
  • Improve mathematics and science learning for low
    performing students.
  • Why?
  • Because their grades are lower. Because their
    test scores are lower when they enter the school.
    Because they struggle to stay in school. Because
    they drop out in high numbers. (says who?)

32
Planning a Grant Proposal Our plan
  • How do we want to help?
  • Tutors
  • Cohort groups
  • Faculty mentors
  • Engage students in math and science activities,
    research, projects
  • Why?
  • These are the best practices for improving
    learning and retention (says who?)

33
How to Write
  • The Grantsmanship Center - Make a checklist -
    http//www.youtube.com/watch?vwN737SGEHgofeature
    relmfu

34
Planning a Grant Proposal Proposal Components
  • Institutional Support
  • Letter of Inquiry
  • Letter of Intent
  • Transmittal Letter
  • Title Page
  • Abstract
  • Table of Contents
  • Project Description
  • Evaluation Plan
  • Dissemination Plan
  • Budget
  • RCR Training Plan

35
Planning a Grant Proposal Proposal Components
  • Proposal Summary/Abstract
  • Project Description
  • Statement of Need or Significance
  • Problem and Background research support
    national, state, local
  • Preliminary research or pilot project
  • Statistical data, opinion of an expert, anecdotal
    story or testimonial
  • References, bibliography
  • Purpose(s)
  • Goal(s)
  • Objectives
  • Methodology
  • Design and Timeframe
  • Work charts of activities, responsibilities,
    dates
  • Personnel titles and descriptions

36
Planning a Grant Proposal Proposal Components
  • Resources
  • Partners - Organization/Partner Organization
    Descriptions
  • Personnel Resumes of all personnel and partners
  • Institutional support Commitment letters,
    institutional descriptions and data
  • Community support
  • Prior funded projects
  • Evaluation Plan
  • Internal and External Evaluators
  • Quantitative and Qualitative Measures Aligned to
    Goals
  • Formative Evaluation Techniques
  • Summative Evaluation Techniques
  • Measures
  • Dissemination plan
  • Budget and Budget Narrative
  • Budget form
  • Narrative budget explaining each numerical item
    in detail
  • Attachments (bibliography,
    resumes, brochures, annual budgets,

  • IRS determination documentation..)

37
  • Planning a Grant Proposal
  • Compelling Needs Statement
  • Heart of your entire case for support!
  • Capture attention!

38
Planning a Grant Proposal Using Statistics
  • Statistics Tell
  • How much?
  • How many?
  • How often?
  • How severe?
  • How costly? but dont overwhelm! Short!

39
Planning a Grant Proposal Using Statistics
  • Sources
  • US Census Bureau www.census.gov
  • Bureau of Labor Statistics www.bls.gov
  • Oklahoma Department of Commerce
    www.okcommerce.gov
  • Employment Security Commission
    www.oesc.state.ok.us
  • Local Chambers of Commerce, nonprofits,
    professional associations

40
Planning a Grant Proposal Using Statistics
  • Oklahoma Regents for Higher Education
    www.okhighered.org
  • Oklahoma Education Information System (OEIS)
    http//www.okhighered.org/studies-reports/
  • National Center for Educational Statistics (NCES)
    College Career Tables Library, part of
    DataLab - http//nces.ed.gov/datalab
  • What Works Clearinghouse ERIC education
    database ten Regional Educational Laboratories
    national Research and Development Centers -
    http//ies.ed.gov/
  • (OK) Education Oversight Board -
    www.schoolreportcard.org/
  • Local universities, school districts (less
    reliable state and national data verified)

41
Creating Sense of Urgency
  • Statistics
  • Approximately ___women were murdered in the US by
    their husbands or boyfriends in 1993.
  • National Need Compared to Local Need
  • In the US, is estimated that ___percent of
    teenagers have tried drugs by age 17 this means
    that at Glory Side school ___ of seniors may
    have..
  • Leader/Expert Quotes
  • Dr. Flock said children who witness spouse abuse
    have a ___ percent chance of .
  • Case Statements
  • Mary Quick, a typical Family Outreach Center
    client, suffers from ..

42
HOW TO WRITE
  • Write simply - http//www.youtube.com/watch?vGdV
    d9RXr0Ssfeaturerelmfu

43
Writing a Grant Proposal Sample Needs Statement
44
Writing a Grant Proposal Sample Needs
StatementStudent support to go to college
  • When 24-year-old Tyesha Penn decided to attend
    Tulsa Community College Metro Campus
    (TCC-Metro), she almost quit before walking
    through the door. Trying to navigate the
    complexities of enrollment through the Internet,
    Tyesha, an African-American single mother of two,
    found the process overwhelming. I was confused,
    she says. I wanted to go back to school for a
    better future for my kids, but I felt like I was
    in over my head. With an income of

45
Sample Needs StatementUndergraduate research and
education for science, technology, engineering
and mathematics student majors..
  • Seventy-five percent of high school seniors
    intend to go to college. Of those, 43 percent
    actually enroll in college, and one-third of
    these becomes a STEM (science, technology,
    engineering and mathematics) majors (Science and
    Engineering Indicators, 2002). College freshmen
    who plan to pursue a career in STEM disciplines
    too often become discouraged, sidetracked into
    other majors, or committed to other life-style
    choices and fail to matriculate to graduation.
    Regional universities in Oklahoma retain 67
    percent of all first year, full-time freshmen,
    but graduate only 29 percent (OSRHE 1999-2000).
    Barriers to retention of all students in college
    apply as well to STEM students

46
Sample Needs Statement Medical research
project
  • Drug treatment has fallen short of getting most
    treated hypertensive to go (BP below 140/90 mm
    Hg). A highly promising behavioral treatment is
    guided breathing, which involves a device that
    guides the patient to slow the breathing rate 6
    to 10 breaths/minute (the typical respiration
    rate is 16 breaths/minute or more). The guided
    breathing intervention is typically used.

47
Sample Needs StatementTutoring program for
at-risk students.
  • The Johnsonville School District has the highest
    high school dropout rate in the state of Texas.
    The district has found that the three most common
    reasons students drop out of high school are
    failing grades, a lack of interest in school, and
    a lack of parental support. To combat the dropout
    problem, the Johnsonville School District is
    seeking grant funding to implement the Stay in
    School Program district-wide. The program will..

48
Writing a Grant Proposal
  • Write your needs statement.

49
Planning a Grant ProposalProject Plan and
Description
  • What you plan to do to
  • address the need.

50
Writing a Grant ProposalProject Description
  • What?
  • Goals and Objectives
  • Why?
  • Best Practices/Effectiveness
  • How?
  • Tasks/Activities
  • Who?
  • Qualified Program Personnel
  • When?
  • Time Line

51
Writing a Grant Proposal Effective
Goals/Objectives
  • Goals - Broad statements reflecting ultimate
    results of accomplishment.
  • Decrease dropout rate.Increase retention rate.
  • Objectives Measurement of what the organization
    will do to accomplish goal.
  • Hold 54 tutoring sessions for.between Sept. and
    May
  • Activities - Specific Tasks or Strategies
  • Design and develop tutoring model
  • Analyze 100 samples of..
  • Outcomes Measure change as a result of project.
  • 85 of students participating in.returned to
    school

52
Planning and Writing the Grant Proposal
  • Write 1 goal and 2 objectives.

53
Planning and Writing the Grant ProposalProject
Timeline
  • Goal Primary goal of the Meal Consortium is to
    allow homebound elders to live independently.
  • Objective Increase number of individuals using
    the Meal Consortium by 5 percent.

54
Planning and Writing the Grant Proposal Sample
Timeline
  • Activity Month 1 2 3 4 5 6
    7 8
  • Hire coordinator
  • Recruit two social workers
  • Identify target elders

55
Planning and Writing the Grant Proposal
  • Make a timeline.

56
Planning and Writing the Grant Proposal Project
Personnel
  • Who will manage the project?
  • Who will be involved in the project?
  • What are their qualifications?
  • What are their responsibilities?
  • What is the management/organizational structure
    for the project?
  • Are you using existing personnel or hiring
    someone after the award? If hiring, add a job
    description

57
Planning and Writing the Grant Proposal Project
Personnel Documentation
  • Assure funding agency you have the qualified
    staff to carry out the project.
  • Job Description
  • Vita or Resume
  • Key Responsibilities
  • Project Experience
  • Organizational Chart

58
Questions to Consider
  • Are goals/objectives/activities logically derived
    from needs statement?
  • Have you explained why you selected activities or
    methods?
  • Is the timing and order of events clear and
    understandable?
  • Is it clear who will perform specific activities?
    Are they fully qualified?
  • Are proposed activities feasible considering
    resources?
  • Is the proposal easy to read? www.plainlanguage.go
    v/

59
Planning and Writing the Grant Proposal
Management Plan
  • How organization is structured and the resources
    available.
  • Key personnel
  • Organizational structure
  • Finance
  • HR
  • Unique features, i.e. volunteers, student
    workers, leveraging other workers. For example,
    SE ranked 6th in the nation in Native American
    graduates in 2011.

60
Planning and Writing the Grant Proposal
  • Write your management plan, description of
    personnel, organizational chart, and description
    of institution and partners.

61
Planning and Writing the Grant Proposal
Evaluation Plan
  • Documenting Results and Impact

62
Planning and Writing the Grant Proposal
Evaluation Benefits
  • Strengthens proposals in eye of reviewers.
  • What works best.
  • Learn what is going well and what is not.
  • Program improvement during the project


  • Ensures project is operating effectively.
  • Recipients of public trust.
  • Create a replicable model for others to use.

63
Planning and Writing the Grant Proposal Planning
Evaluation
  • What questions will evaluation answer?
  • What are the specific evaluation plans and time
    frames?
  • What data will be collected?
  • Who will be evaluated/what will be measured?
  • When will data be collected?
  • What strategies, tools, or instruments will be
    used?
  • Who will conduct the evaluation?
  • Who will write and receive the report?
  • How will the information be used to improve the
    project?

64
Planning and Writing the Grant Proposal
Evaluators
  • Internal versus external evaluator or both
  • Funder requirements
  • External outside entity
  • Funding availability rule of thumb
    approximately 10 of project cost
  • Qualified candidates
  • www.okhighered.org/grant-opps/ (click on Grant
    Writing Resources)

65
Planning and Writing the Grant Proposal
Assessment Measures
  • Quantitative
  • Number driven
  • Bottom line
  • Products
  • Qualitative
  • Quality
  • Perceptions and experiences of participants
  • Adjust programs and procedures

66
Planning and Writing the Grant Proposal
Evaluation Processes
  • Formative Evaluation
  • Ongoing process of measuring project
    effectiveness
  • Regularly scheduled data collection monthly,
    yearly?
  • How well completing project activities - timeline
  • Summative Evaluation
  • Final results each year or at end of total
    project
  • Length of grant
  • Goals and Objectives
  • Instruments - a description of scales to assess
    attitudes, skills and other outcomes related to
    STEM fields - http//www.pearweb.org/atis/tools/b
    rowse?middletrue
  • Methods - some simple ways to analyze outcome
  • data - http//tinyurl.com/Analyzing-Ou
    tcome-Data 

67
Planning and Writing the Grant Proposal
  • Write a brief evaluation plan.

68
Planning and Writing the Grant Proposal
Dissemination Plan
  • How will you share information about project
    discoveries and resources?
  • Who will you target?
  • What communication tools will you use?

69
Planning and Writing the Grant Proposal
Dissemination Plan
  • Communication Tools
  • Name the state and national conferences
  • Publications, i.e. journal articles (name 3
    journals)
  • Newsletters, mailed announcements (name them or
    make up your own newsletter and mailing list)
  • Web Sites (existing ones and your own)
  • Social media, Pod casts, Wikipedia, Blogs,
    Webinars (use OK OneNet)
  • Interactive Television Videoconferences (use OK
    OneNet_
  • Commercial Television Ads or Public Service
    Announcements
  • News Releases write them, published free
  • Newspaper Ads - pay
  • Community Organization Meetings short
    presentations
  • School Classes guest speaker
  • Speakers Bureaus
  • Posters, billboards, public bus ads, bus-stop ads
    - pay

70
Planning and Writing the Grant Proposal
  • Write a brief dissemination plan.

71
Planning and Writing the Grant Proposal Budget
  • Budget justifies expenses and aligns with
    proposal narrative.

72
Planning and Writing the Grant Proposal
Budgeting Steps
  • Establish budget period.
  • Estimate expenses.
  • Decide whether and how to include overhead or
    indirect costs. Remember that overhead costs are
    real!
  • Estimate donated goods and services based on real
    costs and valid sources.
  • Estimate project revenues.

73
Planning and Writing the Grant Proposal
BudgetDirect Expenses
  • Consider Implementation, continuation, and
    phase-down costs.
  • Salaries and increases.
  • Utilities, insurance, rental space, and
    equipment.
  • Food, transportation, and telephone.
  • Evaluation systems, audits, accounting systems,
    and dissemination activities.
  • Materials and supplies.

74
Planning and Writing the Grant Proposal
BudgetIndirect or Overhead Costs
  • Shared by all of the program and entity but
    difficult to assign specific amounts to any one
    program, i.e.
  • Liability Insurance
  • Copier Lease
  • Financial Management
  • Security
  • Utilities
  • Parking space
  • Recovery of indirect costs
  • Funders guidelines
  • Organization guidelines

75
Planning and Writing the Grant Proposal
BudgetIn-Kind Matching Funds
  • Read funders definition carefully.
  • Can the match be an in-kind contribution (i.e.,
    goods, facilities or services)?
  • Personnel Contractual
  • Fringe benefits Construction
  • Travel Miscellaneous
  • Equipment Indirect Charges
  • Supplies

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Planning and Writing the Grant Proposal
BudgetCash Match
  • Cash match (hard cash)
  • Work with business manager to explore
  • General operating funds
  • Specialized allocations
  • Other state or federal grants (allowable)
  • Private sector grants
  • Set up a fund internally for matching

77
Planning and Writing the Grant Proposal Budget
Principles
  • 0 mistakes! (at least 3 proofers)
  • Consistent format numbers, dollar signs,
    decimals, commas
  • Ask for enough, but just enough.
  • Clearly justify your figures with real estimates,
    real travel locations, real mileage, real
    salaries (no estimates).
  • Tell your story. If someone cannot understand
    your project from reading your budget, start
    over.
  • Include ALL project costs, ALL internal
    contributions, ALL partner contributions, and
    plans for sustaining the project.
  • When you do not have a person hired for a
    position, include a clear job description.

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Planning and Writing the Grant Proposal Sample
Budget
79
 
80
Planning and Writing the Grant Proposal Budget
Presentation
  • Present your budget in 4 different ways
  • Narrative format (a short summary that refers to
    percentages and precedes the standard format).
  • Visual format, such as a pie chart that reflects
    the percentages mentioned in the narrative.
  • Standard numerical format.
  • Budget justification (details about each
    numerical item and follows the standard format).

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BudgetSample Preceding Narrative
  • The overall annual budget for the Center for
  • Women and Children is projected to be 465,000.
  • Of this amount 53 is for salaries and benefits,
    37
  • is for programs and services to women and
    children,
  • and 10 is for administration and fundraising.

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BudgetSample Visual Format
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BudgetSample Standard Form(usually provided)
  • Item Annual Expense
  • A. Personnel (Salaries, Wages)
  • Executive Director 65,000
  • Administrative Assistant, .5 FTE 22,000
  • Program Director 38,000
  • Program Assistant 32,000
  • Development Director 38,000
  • Membership Coordinator 32,000
  • Office Assistant 26,500
  • Total Personnel 183,500
  • B. Benefits Medical/dental coverage 22,000 
  • C. Contractual
  • 1. Web design and maintenance 11,500
  • 2. Accounting (monthly) 500

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Budget Justification
  • Thoughtful narrative per each item
  • Summary overview
  • Discuss any significant increases or decreases
    compared with last year's or next year's budget
  • Important figures (such as a high per unit cost).
  • For example, if your 250,000 organization has a
    75,000 increase in rent, explain why. If you
    hire a manager at ½ the salary, explain why and
    how much full salarie would be.

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Sample Budget Justification
  • Executive Director, Dr. Joan Smith - The budget
  • request is for .5 FTE director _at_ 95,000 annual
  • salary plus fringe at 28.
  • Administrative Assistant, Ms. Mary Smith - The
  • budget request is for .5 FTE administrative
    assistant
  • _at_ 37,500 annual salary plus fringe at 22. She
  • will be .5 FTE for the Oklahoma GEAR UP
  • Program at the same time. Office space is being
  • contributed to the project by the Oklahoma GEAR
  • UP program.

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Get Budgeting Help!
  • If you are new to budgeting or want to take a
    moment to be sure that you are up-to-speed on
    preparing a budget, there are sources available
    on-line that have good budget examples. One
    tutorial may be found at the Foundation Center's
    website http//fdncenter.org/learn/classroom/prop_
    budgt/index.html 
  • Work with your budget officer!

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Writing a Grant ProposalBudget
  • Create a budget and budget forms.

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Responsible Conduct of Research Training for
Students and PostDocs
  • Plan required
  • NSF
  • NIH
  • 8 hours
  • Live methods not all online
  • Research faculty
  • 9 topics
  • Single contact record keeper

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RCR Training Topics
  • conflict of interest personal, professional,
    and financial
  • policies regarding human subjects, live
    vertebrate animal subjects in research, and safe
    laboratory practices
  • mentor/mentee responsibilities and relationships
  • collaborative research including collaborations
    with industry
  • peer review
  • data acquisition and laboratory tools
    management, sharing and ownership
  • research misconduct and policies for handling
    misconduct
  • responsible authorship and publication
  • the scientist as a responsible member of society,
    contemporary ethical issues in biomedical
    research, and the environmental and societal
    impacts of scientific research

90
Planning and Writing a Grant ProposalSupporting
Documentation
  • Organization's IRS determination letter
  • DUNS number fedgov.dnb.com (Dun Bradstreet)
  • Central Contractor Registry (CCR) www.ccr.gov
  • E-Business POC M-PIN password
  • AOR Authorized Organization Representative
    (CEO)
  • Board members and affiliations
  • Contributions of Board Members
  • Organizations budget
  • Organization brochure/current newsletters
  • Latest annual report
  • Strategic plan
  • Supplemental funding sources
  • Letters of commitment

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Letters of Commitment
  • Must have substance!
  • Avoid duplicate wording
  • All partners
  • Major personnel and consultants
  • Include
  • Need perspective
  • Why proposal will solve need
  • What support will they provide the project?
  • Donate equipment/funding
  • Hire graduates
  • Identify participants
  • Serve on committees
  • Sustain after the grant period

92
Letters of Commitment
  • Write a sample letter of commitment.

93
Writing a Grant ProposalAbstract or Summary
  • Proposal initiative
  • Project name, funding competition
  • Statement of need
  • Goals
  • Measurable objectives
  • Key activities
  • Impact on problem
  • What will improve and how many will project
    impact over project duration.

94
Writing a Grant ProposalAbstract or Summary
  • Short 1 paragraph to 1 page
  • This is the summary that is sent to your local
    congressional office, and they use it to send out
    news releases. It should have all important
    information but no proprietary information.

95
Submission Process
  • Oklahoma DOES NOT have a central point of contact
    requirement except for Homeland Security funds
  • Read submission requirements early
  • Individual or Partnership
  • Drives grant/process
  • Clearly defined roles
  • Lead organization
  • Subcontract
  • Fiscal sponsor
  • Plan Ahead (submit at least 1 week early)
  • Follow Funder Process
  • Application Instructions
  • Technical requirements
  • Checklist
  • Electronic (Electronic takes TIME, sometimes days
    or weeks!) or Paper

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Double Check
  • Create checklist of required items and
    supplements.
  • Proposal elements
  • Criteria
  • Technical requirements (proof font, tabs,
    margins, style)
  • Submittal requirements (hard copy, e-copy)
  • Budget
  • Outside readers evaluate.
  • New pair of eyes to evaluate work. Get three
    persons to review one close, one semi-close, and
    one cold. Try a teenager or a grandmother.
  • Track submission with follow-up note, call, or
    electronic verification.

97
Small group assignments
  • 1 Project Description Statement of Need
  • 2 Project Description Solution
    methodology, timeframe, workcharts of
    activities, responsibilities, dates
  • 3 Resources Organization description,
    partners descriptions
  • 4 Personnel List of titles, responsibilities,
    resumes
  • 5 Institutional Support institutional
    support description, previously funded
    projects

98
Small group assignments
  • 6 Community Support Leveraging other project
    resources
  • 7 Budget Budget form, budget narrative,
    graphic representation, budget summary,
    inkind support of gifts
  • 8 Evaluation Plan Description of plan,
    description of external evaluator, external
    evaluator resume, evaluator commitment letter,
    advisory committee members
  • 9 Dissemination Plan methods, timeline,
    budget requirements

99
Proposal Review Process
  • Guidelines vary by entity
  • Selection criteria and scoring
  • Published in solicitation and federal register
  • Available from Program Director
  • Peer review

100
Review
  • Lets review the document we have created.

101
Become a Reviewer
  • WHY?
  • Learn to write better grant proposals
  • Learn about the funded grants of the agency
  • Learn the process and improve your odds
  • Network with others like you
  • Simplify your writing
  • Provide a service
  • HOW?
  • Tell the recipient of a grant
  • Email the funders, program director, head of
    agency
  • Apply online provide a vitae and short synopsis
    of why you may be of help
  • Need not have grant experience, just content
    expertise

102
Life After the Submission
  • Proposal is Accepted
  • Yay!!!
  • Negotiated. This is VERY OK!!!
  • Proposal is Rejected
  • Have 8 hours of depression and regroup.
  • Obtain reviewer comments.
  • Make personal visit.
  • Plan a resubmission with improvements.
  • All might not be lost...
  • Write Thank You
  • In either case, keep writing. BE PERSISTENT!
  • Consider it planting a seed for future growth.

103
Remember REJECTION IS GOOD!
  • CRITICISMS
  • CLARITY
  • BETTER PLAN

104
Grant Administration
  • Financial Administration Critical
  • Determine allowable/unallowable costs
  • Maintain records
  • Financial and staff
  • Publicity
  • Determine cost accounting standards, OMB
    Circulars
  • Accounting
  • Procurement
  • Personnel
  • Property management
  • Travel
  • Reporting

105
Hiring and Selecting Grant Writers
  • Using an outside grantwriter may seem to be
  • the best method of success in grant seeking,
  • but maybe not Ask
  • Does our organization have the skills required
    for this project? (no hire)
  • Is this a short term project or require long term
    commitment? (long term in house)
  • Does this project require outside objectivity?
    (yes hire)

106
Hiring and Selecting a Grant Writer
  • PROs
  • On time
  • On budget
  • Honest
  • Attention time given to project
  • Experience
  • CONs
  • External values
  • Have to gain knowledge
  • Lack of passion
  • Lack of relationships
  • Expensive with no guarantee

107
Principles of Working With a Grantwriter
  • Prepare a one-page Scope of Work
  • Get referrals
  • Cost, Confidentiality Statement, Code of Ethics
  • Pay a fee, not a - same amount whether grant
    is funded or not
  • Interview 3 at your expense
  • Select based on chemistry, calendar, cost
  • Turn loose! Let the professional work.
  • Final report - hours spent on meetings, research,
    writing - costs of materials, postage, copying

108

Linda Mason, Ed.D. Oklahoma State Regents for
Higher Education lmason_at_osrhe.edu 405-225-9486

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Book References
  • Joseph Barbato and Danielle S. Furlich, Writing
    for a Good Cause The Complete Guide to Crafting
    Proposals and Other Persuasive Pieces for
    Nonprofits, Simon and Shuster, 2000.
  • David Bauer, The How To Grants Manual
    Successful Grantseeking Techniques for Obtaining
    Public and Private Grants, 3rd, Oryx Press,
    Phoenix, AR, 1995.
  • Alexis Carter Black, Getting Grants The Complete
    Manual of Proposal Development and
    Administration, Self-Counsel Press, Bellingham,
    WA, 2006.
  • Bev Browning, Grant Writing for Dummies, 2nd.,
    Wiley Publishing, Hoboken, NJ, 2005.
  • Mim Carlson, Winning Grants Step by Step,
    Jossey-Bass Publishers, San Francisco, 1995.
  • Arlen Sue Fox and Ellen Karsh, The Only
    Grant-Writing Book Youll Ever Need, Publishers
    Group West, 2006.
  • Kenneth Henson, Grant Writing in Higher
    Education A Step-by-Step Guide, Prentice Hall,
    2003.

111
Interesting Articles
  • Hiring and Working With Grantwriters and
    Consultants Know What You Need and Let Them Do
    It! Linda Hauser, Wednesday, May 04, 2005,
    http//charitychannel.com/.
  • Positioning Grant Writers For Success -
    www.raise-funds.com/040202forum.html
  • The Buck Starts Here Karen Markin, The
    Chronicle of Higher Education, February 21, 2005.
  • Know the Process, Improve Your Odds Brian
    Cobb and Stacy Abate, February 22, 2006.
    http//charitychannel.com/.
  • Lessons in Evaluation How Serving on Grant
    Panels Could Make You a Better Writer Jennifer
    Phelps, July 7, 2004, http//charitychannel.com/.
  • Lets Ask for One Million Dollars or Why
    Successful Grantsmanship Isnt Like Buckshot
    Katherine Felts, April 8, 2003,
    http//charitychannel.com/.
  • Tips for New Grant Writers Shelly Uva, March
    12, 2002, http//charitychannel.com/

112
Helpful Websites
  • Oklahoma State Regents for Higher Education -
    www.okhighered.org/grant-opps/
  • NCURA YouTube - http//www.youtube.com/user/NCURA1
    959
  • Training Videos - http//www.onenet.net/ops/strea
    ming/brown_bag/brown_bag_index.html
  • YouTube - Grant Writing -http//www.youtube.com/
  • The Art of Grantsmanship - http//www.hfsp.org/how
    /ArtofGrants.htm
  • The EPA Grant Writing Tutorial -
    http//www.epa.gov/seahome/grants/src/msieopen.htm
  • Writing Winning Proposals, the US Department of
    Energy - http//www.leeric.lsu.edu/sample.pdf
  • Association of Fundraising Professionals -
    http//www.afpnet.org/
  • National Science Foundation http//www.nsf.gov
  • The Foundation Center - http//fdncenter.org/
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