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Grants and Proposal Writing

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Grants and Proposal Writing Sheila Snow-Croft, MA, MLIS Outreach Education Coordinator NN/LM S/EA 2011 * * * * * * * * * * * * Program Planning Need Statement The ... – PowerPoint PPT presentation

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Title: Grants and Proposal Writing


1
Grants and Proposal Writing
  • Sheila Snow-Croft, MA, MLIS
  • Outreach Education Coordinator
  • NN/LM S/EA
  • 2011

2
Agenda
  • Common mistakes
  • The Lingo
  • Funding Opportunities
  • Basic elements of a proposal
  • The Budget
  • Program Planning
  • Pointers and Pitfalls

3
Common Mistakes
4
Common Mistakes
  • Idea ? Grant purpose
  • Ignoring instructions
  • Vague objectives
  • Poor writing
  • Last minute writing
  • Typos
  • Assuming reviewers are experts in field
  • Using buzzwords
  • Inaccurate costs
  • Budget ? Narrative

5
The Lingo
  • RFP request for proposals
  • RFA request for applications
  • PA program announcement
  • Application
  • Letter of intent
  • Letter of application

6
Funding Opportunities
7
Funding Opportunities
  • NN/LM Funding
  • http//nnlm.gov/sea/funding/allawards.html
  • Government Grants
  • NLM http//www.nlm.nih.gov/ep/extramural.html
  • Grants.gov http//www.grants.gov
  • NIH http//grants1.nih.gov/grants/index.cfm
  • HHS http//www.hhs.gov/grantsnet/
  • Institute of Museum and Library Services
    http//www.imls.gov

8
Funding Opportunities (continued)
  • Private Organizations
  • American Library Association http//www.ala.org
  • Foundation Center http//foundationcenter.org
  • MLA Grants and Scholarships http//www.mlanet.org/
    awards/grants/index.html

9
NN/LM Funding
  • Application Form only for all awards except
  • Outreach Project Awards
  • Outreach Project requires an initial application
  • SE/A funding opportunities
  • http//nnlm.gov/sea/funding/allawards.html
  • SE/A current funding opportunities
  • http//nnlm.gov/sea/funding/index.html
  • Network membership required (FREE)
    http//nnlm.gov/sea/services/membership.html

10
The Proposal
11
Getting Started
  • Start early
  • Be clear about your reasons
  • Have a plan dont chase the money
  • Form a working group
  • Review the RFP written guidelines
  • Submit a Letter of Intent
  • Letter is not binding
  • Provide Name, Institution, Date
  • Pay attention to any deadlines
  • Contact funder if you need any assistance

12
Before the Proposal
  • Gather background information on the need to be
    addressed
  • Identify project needs
  • Staffing
  • Equipment
  • Supplies
  • Sketch a rough draft of the budget
  • Determine who will write the proposal

13
Tips on Writing
  • Make a cohesive argument
  • Always remember your plan
  • Avoid excessive jargon
  • Think of the reviewer
  • No unnecessary information
  • Revise
  • Have someone else read the proposal
  • Edit

14
Sections of the Proposal
Summary
Need
Budget
Plan
Method
Evaluate
15
Summary Statement
  • Summarize the proposal
  • Answer who, what, how, how much
  • Why is there a need?
  • Include specifics examples, statistics
  • What are you going to do to solve this need?
  • Also called executive summary

16
Population/Geographic Area
  • Identify target group
  • Identify geographic area
  • Use background data (examples, statistics)
  • Be as specific as possible
  • Demographics
  • Socioeconomic data
  • Census information- Populations
    http//www.census.gov
  • Statement of need
  • We are so needy/poor that

17
Identification of Need
  • How do you know there is a need?
  • Research your/other organizations efforts
  • What is being done currently?
  • Did it work?
  • What has been done in the past?
  • How will your project be different?
  • How will the project address the need?

18
Goal and Objectives
  • What do you want to accomplish?
  • List goal and objectives to reach goal
  • Goal Increase rural professionals use of PubMed
  • Objectives
  • Conduct training sessions at the Red River
    Clausen county health departments
  • Develop liaison between Reference Librarian and
    Regional Health Directors
  • Publicize librarys Reference-by-Phone program
  • Use action words increase, reduce, expand
  • List each goal individually

19
Establish Baseline Data
  • How will you determine starting point?
  • Baseline data allows you to determine success or
    failure of the project
  • Does not need to be completed prior to submission
    of proposal
  • A generic baseline questionnaire is available
    from NN/LM S/EA

20
Facilities/Institutional Support
  • Describe the organization/institution
  • What makes your organization unique?
  • List services or facilities that will be used in
    the project
  • Detail any support provided by partner
    organizations, library, university etc.
  • Any other source of funding
  • Letters of support

21
Methodology and Approach
  • How will you address the need?
  • How will you meet each objective?
  • Details, details, details
  • Timeline from start to finish
  • Project Staff
  • What are their qualifications?
  • Resume or CV

22
Evaluation
  • Must be measurable and quantifiable
  • Use baseline data
  • Evaluate each goal and objective
  • Outreach and Evaluation Research Center (OERC)
    http//nnlm.gov/evaluation
  • Measuring the Difference Guide to Planning and
    Evaluating Health Information Outreach by
    Catherine M. Burroughs MLS. Available online at
    http//nnlm.gov/evaluation/guides.html

23
Continuation of Activities
  • Will the project be continued after period of
    funding ends?
  • Indicates belief in the project
  • Future funding needed?
  • What will be done with the information gathered
    during the project?

24
Putting it Together
  • Title Make it descriptive, not clever
  • Include a table of contents
  • Do not bind the proposal
  • Appendices
  • Charts, graphs
  • Evaluation form
  • CV from every staff member
  • Any letters of support

25
Private Grants
  • Proposals average 5-7 pages in length
  • Proposal
  • Cover letter
  • Executive Summary
  • Statement of Need
  • Project Description
  • Budget
  • Organization Information
  • Conclusion
  • Letter of application may be required

26
The Budget
27
The Budget
Step 1
  • Contact Grants or Accounting office in your
    institution for Indirect Cost Rate (IDC)
  • Indirect Cost Costs not readily identifiable
    with a particular cost objective, but necessary
    to the operation of the institution to conduct
    the activities it performs
  • Not all awards permit Indirect Costs

28
The Budget (cont.)
Step 2
  • Highlight each item in the narrative that will
    appear in the budget
  • Conversely, every item that appears in the budget
    must be described in the narrative
  • Break down each item into parts be intuitive

O
Equipment 1000
Equipment
Dell computer Model 900
Remote Mouse 100
P
29
The Budget (cont.)
Step 3
  • Ensure that the RFP allows for funding of the
    items included in narrative
  • If you include items not listed in the budget
    section of the RFP, contact the funding
    institution to discuss. They want to hear from
    you.

30
The Budget (cont.)
Step 4
  • In-kind contributions or waived fees must be
    stated or discussed in the proposal
  • Be as explicit as possible in all descriptions in
    the narrative. Reviewers may not be familiar with
    your concepts or environment. Avoid acronyms.

31
The Budget (cont.)
Step 5
  • Specifications
  • Quotes
  • Hourly Rates
  • Salary breakdowns
  • Travel
  • Miles per gallon
  • Per diem

32
The Budget (cont.)
Step 6
  • Is your budget realistic?
  • Consider the period of performance of the project
    in relation to the amount of recurring
    expenditures, e.g. reproduction, supplies,
    communication, travel
  • Dont request more than you need
  • Dont cut yourself short

33
The Budget (cont.)
Step 7
  • Make sure figures add up correctly
  • Proposed budget should not surpass the total
    funding amount
  • Indirect Costs Direct Costs Total

34
Program Planning
35
Need Statement
The Winston Memorial Library proposes to increase
access to easy-to-read patient educational
materials on the Internet at three clinics in
Winston County Texas. The Easy-to-Read
Healthy-for-You (ERHY) project will provide
training for clinic staff on Internet resources.
It will also place up to three wireless computers
in each clinic location. The Winston Memorial
Library respectfully requests 19,973 for support
of this contract
36
Identification of Target Population
Winston County Texas, located 50 miles south of
Houston, Texas has a population of 2200 people,
mainly rural and low income. According to the
latest census data, an estimated 26.7 of the
population lives under the poverty level. The
majority of Winston Countys residents read at a
fifth grade level or below. Unfortunately, most
patient education materials are produced at an
8th grade level resulting in a population poorly
equipped to make informed health decisions.
37
Project Goals and Objectives
  • Goal To increase access to easy-to-read patient
    educational materials on the Internet for
    three clinics
  • Objective 1 Provide training to clinic staff on
    patient educational materials on the Internet
  • Rationale
  • Objective 2 Place up to three wireless computers
    in each clinic in Winston County
  • Rationale

38
Methodology
  • Winston County Memorial Library will provide the
    following Internet training classes to clinic
    staff
  • What is the Internet?
  • Class description
  • How to Search the Web
  • Class description
  • Health Resources on the Web
  • Class description
  • Patient Education Materials on the Web

39
Final Thoughts
  • Plan, Plan, Plan
  • Apply Early
  • Applications make take 9 months to go through the
    process
  • Follow directions!
  • Learn from rejection
  • Resubmit

40
Remember It all Starts with an Idea
41
QUESTIONS?
  • 800-338-7657
  • 410-706-2855
  • Sheila Snow-Croft
  • ssnowcro_at_hshsl.umaryland.edu
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