The Art and Politics of Proposal Writing: Getting your Grant

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The Art and Politics of Proposal Writing
Getting your Grant!

• Shelley Quezada
• Mass Board of Library Commissioners
• September, 2005

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Objectives for Workshop

• Exploring components of successful proposals
• Examining selected library funding resources

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Funding Trends

• Collaboration
• Outcome-based evaluation
• Fiscal responsibility
• Paperless grant seeking

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Steps in Proposal Writing

• Review the RFP
• Develop a plan and gather data
• Components of organized proposal
• Proposal writers checklist
• Writing proposal
• Final step- proofing!

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Public Funds

• Set by legislation
• Known application processes
• Firm deadlines
• Technical assistance
• More bureaucratic

• Public record
• Usually lengthier
• More requirements
• Contracts assurances
• Frequent reporting

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Private Funding Source

• May be better source for local needs
• Allows pooled funds
• Better source for start up
• Less complex proposals

• Priorities may change
• More difficult to track
• Limited staff
• May not explain rejection

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Potential Funders

• State and Federal Departments of Education
• Private companies
• Community Organizations
• Foundations

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Funding Prospects

• Maintain prospect sheet
• Check out annual report
• Use published directories
• Visit funders web site

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Cooperating Collections

• Free funding information centers in libraries and
  nonprofit resource centers.
• Publications and supplementary materials useful
  to grantseekers

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New England Resources
Cooperating Collections

• ASSOCIATED GRANT MAKERS (AGM) 55 Court St.,
  Room 520Boston, MA 02108(617) 426-2606

• BOSTON PUBLIC LIBRARYSoc. Sci. Reference700
  Boylston StreetBoston 02116(617) 536-5400

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Online Sources on Grants

• The Foundation Center http//fdncenter.org/collect
  ions/ccma.html
• Small Foundations
• http//www.smallfoundations.org/index.htm

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Links to Local Funders

• Massachusetts Board of Library
• http//mblc.state.ma.us/grants/lsta/opportunities/
  index.php
• Massachusetts Cultural Council http//www.masscult
  uralcouncil.org/
• Massachusetts Foundation for the Humanities
• http//www.mfh.org/grants/index.htm
• Institute of Museum and Library Services
  http//www.imls.gov/

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Introducing your library .

• Fact sheets, brochures, pr material
• Brief biography of library history, or key staff
  members
• Summary of organization's goals, philosophy, and
  success stories
• Information provided should be relevant to goals
  of funder should establish your credibility

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Elements of a Proposal

• Proposal summary
• Introduction of organization
• Problem statement (or needs assessment)
• Project objectives
• Project methods or design
• Project evaluation
• Future funding
• Project budget

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Statement Of Need

• Describes problem or need
• Relates to priorities of funder
• Can be accomplished within timeframe
• Supported by statistical evidence
• Stated in terms of client/user not applicant
• No unsupported assumptions
• Makes compelling case

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Goals

• Broad
• Blue sky
• Guiding statements
• Describe long term
• Relate to statement of need

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Objectives

• Outcome oriented
• Concrete
• Specific
• State accomplishment
• Show measurement

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Objectives

• Who
• What by when (time frame)
• Measurability
• Shows response
• How measured?

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Two Types of Objectives

• Process or Management - shows accomplishment only
• Product or Performance- shows impact on group

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Two Types of Objectives

• Process Objectives
• Milestones towards completion of activities
• Be accomplished within timeframe
• Easier to write

• Product Objectives
• Show a response from target group
• Identify behavior level
• Shows how behavior evident

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Methods /Activities

• Show means to accomplishing ends
• Includes action plan
• Shows who does what
• Shows when and where it will happen
• Includes schedule of activities, dates, places
• Describes training, staffing, facilities (use
  and changes to), purchasing e.g. materials,
  services).

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Budget

• Gives clear picture of how grant funds expended
• Meets funders guidelines
• Justifies all costs

• Is realistic
• Use bids
• Use spreadsheets
• Check your math!

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Budget Items

• Salaries and other stipends
• Fringe benefits
• Materials to implement program
• Training
• Outside consultants
• Program evaluation

• Equipment
• Indirect costs, if allowed
• Includes outline of in kind support
• No surprises!

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Evaluation Design

• Shows objectives met, methods followed
• Measures progress
• Clear, succinct language
• Use of survey forms, data collection
• States reports, publications to be produced
• Deliverables e.g. Customer Service Training
  Manual, newly redesigned website

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Future of the Project

• Will program be self sustaining after grant
  period?
• Shows alternative funding sources including
  collaboration/partnerships
• If seeking one time funding state clearly
• States importance of project even if you will not
  receive funding

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Make a Proposal Schedule

• Make one and stick to it!
• Work backwards from due date.
• Figure out costs after objectives/activities
  
• Allow for copying, binding, and delivery
• Distribute schedule to team members
  

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Advice from the funder
Be consistent Be respectful Do request
clarification but accept funding limitations
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