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Keys to Writing a Winning Grant Proposal


Title: Grant Writing Tips Author: CMS Last modified by: CMS Created Date: 7/14/2010 5:19:33 PM Document presentation format: On-screen Show (4:3) Company – PowerPoint PPT presentation

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Title: Keys to Writing a Winning Grant Proposal

Keys to Writing a Winning Grant Proposal
Unlock the Funding
  • CMS Education Foundation

3 Key Questions...
  • 1. What is the CMS Education Foundation?
  • 2. What are the Grant Application Guidelines?
  • 3. How do you complete the application?

What is the CMS Foundation?
  • What is the mission of the Foundation?
  • What are the goals of the Foundation?
  • What is the Foundation? What is the relationship
    between the Foundation and the school district?
  • Who benefits from the Foundation?
  • What does the CMS Foundation Fund?

What is the mission of the Foundation?
  • The Clovis Municipal Schools Foundation will
    provide resources to enrich teaching, inspire
    learning, and enhance opportunities for all
    students enrolled in the Clovis Municipal School

What are the goals of the Foundation?
  • Encourage all students to work to their
    highest potential
  • Support staff for innovative efforts
  • Recognize staff for exemplary teaching
  • Build community awareness of the Clovis
    Municipal Schools Foundation
  • Inspire parents and the community to
    participate with the school district to enrich

What is the CMS Foundation?What is the
relationship between the Foundation and the
school district?
  • A 501 (c) (3) nonprofit, tax-exempt,
    philanthropic organization of citizens
  • Shares a vision of enhancing education in the
    Clovis Municipal School District
  • Works to increase private support for educational
    activities in the Clovis Municipal School
  • Benefits Clovis Municipal School District
    students and staff by supporting activities not
    funded by tax dollars
  • Fosters creative approaches to education through
    private grants and involvement
  • Awards Foundation funds through a volunteer Board
    of Directors consisting of business, community,
    and educational leaders
  • Separate entities working together toward the
    same goals

Who benefits from the Foundation?
  • Students are stimulated
  • and imaginations are
  • sparked
  • School district is able to
  • enhance its quality of
  • education
  • Great school districts add
  • value to a community
  • Business revenues go up
  • Property values increase

School District
Local Business
What does the CMS Foundation fund?
  • Innovative Teaching Grants
  • Technology
  • Staff Development
  • Economic/Special Needs of Students
  • Interactive Learning Experiences for Students
  • School/Community Partnership Programs/Projects
  • Student/Teacher Recognition Programs
  • Author/Artist in Residence Programs
  • Permanent Endowment Fund
  • Endowed Scholarship Programs for Students

What are the Grant Application Guidelines?
  • Eligible Proposals
  • Types of Grants
  • Eligible Applicants
  • Required Signatures
  • Selection Criteria
  • Selection Process

Eligible Proposals
  • All proposals MUST directly involve the
    instruction of students and MUST offer an
    innovative and creative approach to student
  • Instructional approaches or projects should be
    designed to begin and end during the current
    school year and meet the selection criteria.

Types of Grants
  • Grants of up to 1,000 will be awarded to
  • teacher initiated programs or projects. Grants
    of up to 5,000 will be awarded to campus teams,
    departments, and district initiated programs or
  • 2. Only one grant per school will be awarded per
    grant cycle.
  • 3. The number of awards will depend on funds
    available from the Clovis Municipal Schools

Eligible Applicants
  • Individuals or teams of individuals employed by
    the Clovis Municipal Schools who are involved in
    the instruction of students or related support
    services benefiting students

Required Signatures
1. Signatures by all grant applicants 2. All
proposals require an approval signature from
the campus principal.
Selection Criteria
  • Purpose
  • The purpose is clearly stated.
  • Rationale
  • Improves student learning (It is broadly
    applicable and replicable.)
  • Directly relates to the CMS District Strategic
    Plan and the goals of the CMS Foundation
  • Specifically aligns with NM Standards and
    Benchmarks and is supported by research
  • Objectives
  • Objectives are specifically stated and are
  • Objectives are feasible (time, resources, etc.)
  • Activities
  • Activities/procedures are specifically stated
    and directly relate to the purpose and
  • A specific budget has been included and
    is justified.
  • Evaluation
  • Measurable criteria are used.
  • Measures directly relate to objectives and

Selection Process
  • Signed applications are due to the Deputy
    Superintendent of Instruction who will annotate
    on the front of the application the date grant
    was received.
  • Applications will be reviewed and commented on by
    the Grant Application Review Committee made up of
    the following members
  • a. A minimum of five Foundation directors
    appointed by the President of the Foundation
    Board of Directors
  • b. Deputy Superintendent for Instruction
  • c. Others as determined by the Foundation Board
    of Directors
  • Grant Committee will meet in person and discuss
    each application. Upon review of all grant
    requests, the Grant Committee will select winning
    packages based on meeting selection criteria,
    quality of package, and availability of funds.
  • If recommended for approval, the application is
    presented to the Foundation Board of Directors in
    summary form for review and formal approval.
  • Applicants will be notified of the Foundations

How do you complete the application?
  • Important Questions
  • Completing the Application
  • -Cover Page
  • -Abstract
  • -Purpose
  • -Need/Rationale
  • -Work Plan (Objectives, Instructional
  • Evaluation Procedures)
  • -Partners in Project
  • -Budget
  • Tips for writing a successful grant
  • Final thoughts

Completing the ApplicationImportant Questions
  • To determine if the project is appropriate for
    this grant process, you must be able to answer
    yes to following questions
  • Is it important to learning?
  • Is it research-based?
  • Are the results measurable?
  • Are the objectives clear?
  • Does the project address the NM Standards
    Benchmarks and Foundation goals?
  • Can it be done?
  • Is it practical?
  • Is it new for you? (If you are seeking
    recognition for something already completed, it
    is inappropriate.)

Completing the ApplicationCover Page
  • Title Keep as short as possible but
    descriptive of the project.
  • Names Signatures All printed and signature
    names of applicants and principals signature
    signifying review and approval of application
  • School(s), Grade(s), Subject(s) List all that
    will benefit from the request.
  • Primary target population Mark with an X and
    indicate number served.
  • Implementation/Ending dates Be sure to provide

Completing the Application
Cultivating Curiosity
Model Mania
Minds in Motion
Catchy Titles
Beyond the Looking Glass
Scientist's Magic Hat
Completing the Application Abstract
Your Project in a Nutshell!
  • Provide a brief statement (less than 100 words)
    about the project or program you wish to
  • What do you hope to achieve?
  • How will this project enhance the education of
  • Ensure this is a stand-alone commentary that
    accurately and succinctly describes your request.
  • This paragraph is the HOOK for the grant
    readerwrite it well!

Completing the Application Purpose
  • Tell what you hope to achieve. (e.g. what will be
    different or better if the project is successful)
  • State only what you can reasonably expect to
  • Keep the statement simple and straightforward.
    Avoid the use of educational jargon or acronyms.

Completing the ApplicationNeed/Rationale
  • Explain the specific need(s) that this project
  • The problem or issue addressed
  • How will the project improve student learning
  • and support the purpose?
  • Discuss the NM Standards Benchmarks that will
    be addressed by this proposal.

Completing the Application Objectives
  • Limit the number of objectives.
  • List the main objective of your project.
  • List in terms of students will
  • Objectives should be clear and measurable.
  • Link objectives to instructional activities and
    evaluation procedures.
  • Write SMART objectives Specific, Measurable,
    Achievable, Resultsoriented, Time-bound (or

Completing the ApplicationInstructional
  • Describe proposed activities and tasks.
  • What actions will you take to meet the
  • How will the project be implemented?
  • Provide details so that the evaluation committee
    can distinguish innovative ideas.
  • Link the instructional activities to purpose,
    objectives, and evaluation procedures.
  • Be specific.
  • List steps.

Completing the Application Evaluation Procedures
  • Describe how you will measure the success of your
    project. (outside of standardized testing)
  • How will you know that this project was
  • Link the evaluation procedures to objectives and
    instructional procedures.
  • Be specific.
  • Think About.
  • What information do I need to collect?
  • What is the best way to collect my information?
  • What are my conclusions?
  • How do I communicate my results?
  • Summary due to the CMS Foundation Board of
    Directors within 30 days of concluding the

Sample Work Plan (Simplified)
Instructional Activity
Evaluation Procedure
Anticipated Result
Students will increase their Memorization of
0-12 multiplication facts to 100.
Multiplication Music Readers Theatre three
days per week.
Pre and post multiplication timed test given at
the beginning, mid-term and end of year.
100 of targeted population will have learned
multiplication facts 0-12.
Completing the ApplicationPartners in Project
  • If other schools, businesses, or community
    agencies will be included in project or program,
    state which agencies or schools will be involved
  • Provide information as to how partners will be
    involved in project or program.
  • Will you be requesting matching/supplemental
    funding for this project?

Completing the ApplicationBudget
  • What do you need to make this project happen?
  • List detailed information on how the grant funds
    will be spent.
  • Do NOT guess at prices. (Every school has
  • Do not forget to include shipping and handling
  • This is one of the more important sections of the
    application. Ensure it is complete and accurate.
  • Provide specific name for each item, name of
    vendor, quantity requested, total cost of each
  • Provide total cost for overall program or project
    at end of individual list.
  • If possible, get a quote that is good for 90 days
    to ensure that your costs will be the same at the
    actual time of purchase.


Budget Item Vendor Quantity Budget Amt.
Total Cost 20 Gallon Wal-Mart 1
102.36 102.36 Aquarium
Each Microscopes Discover 6
39.99 239.94 This
SH 20 68.46 TOTAL
Tips for Submitting a Successful Grant Application
  • Be SMART
  • Specific Measurable Achievable Reasonable and
  • nLet everyone you know read your application.
  • nFill in all sections appropriately.
  • nWrite as if the person reading the grant does
    not know anything about education. 
    Remember...not all reviewers may be an expert in
    your field.
  • nMak sur yur spelin, gramer, and punkuaton iz
    correct.  It speks vollumes abor yul.
  • nDo not ramble on.  Get to the point.
  • nUse bullets if possible.

Final Thoughts (one more time)
  • Use clear, concise, simple language.
  • Keep your audience in mind when writing.
  • Projects must have an ending.
  • Use test readers to review your application.
  • Double-check and Triple-check your finished
  • Avoid using unexplained acronyms.
  • Original with signatures must be received in the
    office of the Deputy Superintendent for
    Instruction by October 4, 2012.
  • If you have any further questions, please email
    Jan Cox at

Best of Luck!!