proposal writing 101: we’re in the money and there are partners knocking at the door

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We’re in the Money:

Proposal Writing & Resource

Development

Patricia Clark

College and Career Academy Support Network (CCASN)

University of California Berkeley

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Picture box

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GOALS FOR THIS SESSION

• To increase understanding of the basic elements of a Grant Proposal

• To learn more about both Proposal Writing and Grantseeking

• To acquire some powerful Proposal writing Tools

• To realize that if we approach Proposal writing “bird by bird,” all things are possible.

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Exercise: You Gotta Have Cause (plus your Elevator Speech)

• Complete the “You Gotta Have Cause” Exercise• Think about Your One Minute Elevator Speech• Pair and Share

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Keys to Success

• Create a Proposal Writing & Resource Development/ Partnership Development Team

• Engage your Advisory Board & Other Stakeholders in Developing a Strategic Plan AND a related Fund & Resource Development Plan

• Build a Proposal writing & Resource Development Kit

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Keys to Success

• Research Potential Funders Thoroughly

• Target your Proposals Carefully• Write a clear, concise proposal which

includes all forms/follows all instructions carefully

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Major Components of a Typical Grant Proposal

• Cover Letter• Summary/Abstract• Introduction/Background• Need/problem/situation statement

– (sometimes includes CASE statement)

• Goals/Objectives

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Major Components

• Methods/Activities/Strategies/Work Plan/ Management Plan (often includes Organizational Chart, Qualifications of Key Personnel; sometimes includes Theory of Action)

• Timeline (if not already included in work plan)

(NOTE: Sometimes funders require info on Qualifications of Key Personnel and/or an Impact Statement)

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Major Components

• Dissemination (when applicable)• Evaluation/ Accountability Plan• Sustainability/Future funding/ Institutionalization• Budget & Budget Narrative/Justification• Support Letters/Appendices• Other requirements such as assurances, sign-off sheets, etc.

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Two Reminders

• PAY CLOSE ATTENTION TO THE FUNDERS’ PRIORITIES, REQUIREMENTS, & CRITERIA !!!

• DATA, DATA, DATA … Use Research, Statistics, Evidence, etc. Throughout !!!

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Steps In the Grantwriting Process (one approach)

• Developing Proposal Idea (and finding appropriate funding source/s)

• Writing Compelling Need Statement (includes research/evidence)

• Defining Clear Goals & Objectives• Developing Methods/Activities/Strategies (includes research base/theory of action)

* Preparing Evaluation Component

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Steps in the Proposal Writing Process

• Preparing Budget• Writing Introduction, Proposal Summary/Abstract (possibly Cover Letter)

• Gathering/Developing Support Letters/ Appendices• Putting Package Together//Mailing proposal in timely fashion//Follow up

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Educational Planning -- Backwards

• Step 1: What is Your Shopping List?

(BUDGET)

* Step 2: What is It You’ll be Able to Do That you Can’t Do Now? Describe it. Create a picture in the funder’s eyes. (ACTIVITIES)

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Educational Planning -- Backwards

• Step 3: Why is it that you want students/ teachers/etc. to do these things? (OBJECTIVES)

• Step 4: Why did you pick this particular area of learning for the students to work on? (NEEDS)

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Educational Planning - Backwards

• Step 5: How was it that you said you would measure to be sure students have mastered the skills/successfully completed project, etc? (EVALUATION)

• Step 6: TIDY UP: MAKE YOUR TIMELINE, BUDGET, STAFFING LIST, etc.

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Educational Planning - Backwards

• Lay out NEEDS – GOALS/OBJECTIVES –

ACTIVITIES – EVALUATION sequence

Step 7: Write a brief description of your proposed work (ABSTRACT)

Give Evidence Throughout…

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Common Types of Proposals

• Letter of Intent/Inquiry• Letter Proposal• Long/Formal Proposal/Application• Common Grant Proposals• On-Line Proposal

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Proposals – The Close Relatives

• Letter of Introduction (requests interview; does not include an actual request for funding)

• Business Plan

• Concept Paper

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Developing the Proposal Idea

• What is the community need that the planned project/initiative is addressing?

(Need/s Statement)

• What would an improved community/ school situation look like?

Objectives

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Developing…Proposal Idea

• What can this organization/school/program do to improve the situation? (Methods/Activities)

• How will it be determined that the project has succeeded? (Evaluation)

• How much will project cost? (Budget)

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Developing….Idea

• How will the project be funded in the future &/or institutionalized/incorporated into ongoing project operations?

(Future funding/

institutionalization)

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Problem Statement/ Needs Assessment

• Describes target population to be served• Defines community problem to be addressed

AND need in geographical area where organization operates

• Is related to purposes & goals of applicant agency/organization/school

• Is of reasonable dimensions – not trying to solve all the problems of the world

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Problem/Needs Statement (continued)

• Is supported by relevant statistical evidence• Is supported by statements from authorities/experts• Is stated in terms of constituency/client (student) needs and problems – not the applicant’s• Is developed with input from constituency/ client & beneficiaries

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Problem/Needs Statement (continued)

• Is not the “lack of a program,” unless program always works

• Makes no unsupported assumptions• Is brief; interesting; free of jargon;

makes a compelling case

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MAKING THE CASE: Building on the need statement

In some proposals, you:• Present your compelling need• Describe how your organization is

UNIQUELY qualified to address this need/ successfully implement this project

• Include a CASE STATEMENT – document how mission/purpose of your organization is a perfect match with funder’s priorities and this particular project

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The CASE STATEMENT:

• How/why your organization/Academy was started (what problems existed/what reasons for starting)• What is your organization/Academy doing now? Why? With what impact?• Where are you going? (Future)

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Goals and Objectives

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Defining Clear Goals & Objectives

A GOAL is:• a broad-based statement of the ultimate result of the change being undertaken (a result that is sometimes unreachable in the short term.)

• a global, visionary statement (that often create a sense of awe.)

• not measurable. • “the end toward which effort is directed.”

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Defining Clear Goals & Objectives

An OBJECTIVE is:• a measurable, time-specific result that the organization/ school/ district expects to accomplish as part of the grant. • “observable & verifiable.”

• stated in quantifiable terms. • realistic, capable of being accomplished within time frame.

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Objectives: Keep them S-I-M-P-L-E

• Specific – indicate precisely what you intend to change through project• Immediate – indicate time frame during which problem will be addressed• Measurable – indicate what you would accept as proof of project success• Practical – indicate how each objective is real solution to real problem

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Objectives: Keep them S-I-M-P-L-E

• Logical – Indicate how each objective systematically contributes to achieving your overall goal(s)

• Evaluable – indicate how much change has to occur for project to be effective

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Writing Objectives

STANDARD OBJECTIVE FORMAT:

To increase the math scores of sophomores at Winston High School by 20% on the Mathematics Diagnostic Testing Assessment by June 2012 at a cost of $20,000, as measured by ____________.

NOW, TRY WRITING AN OBJECTIVE OF YOUR OWN

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Methods/Activities

• Flows naturally from problems & objectives• Clearly describes program activities

• States reasons for selection of activities• Describes sequence of activities

• Describes staffing of program• Describes constituency/clients and their

selection (if applicable)

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Methods/Activities

• Presents reasonable scope of activities that can be accomplished within time and resources of program• Provides timeline of activities

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Evaluation Component

• Quantitative Methods• Qualitative Methods• Formative or Process Evaluation• Summative or Outcome Evaluation• Other terms: Baseline; Comparison Group; Success Criteria; Assessments; Instruments; Internal Evaluator; External Evaluator

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Other Aspects…

• Future Funding, Institutionalization, Sustainability

• Dissemination• Budget• Cover Letter• Summary/Abstract• Other Sections

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Sources of Funding

• Private Foundations & Philanthropic Trusts

• Corporations• Government Agencies• Local Businesses• Service Clubs• Community-Based Organizations,

Religious Organizations, Individuals

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A Bit on Grantseeking

Grantseeking is About Building Relationships, preferably long term…. (Scenes from a Marriage)

Grantseeking is also about Doing Your Homework, Persisting with Passion, and Following Through.

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Grantseeking on the Web

• http://fdncenter.org• http://www.schoolgrants.org• Federal/State Department of ED sites –

list serves (http://www.grants.gov)• CASN_News-

subscribe@yahoogroups.com (Academy/high school newswire, includes funding opportunities)

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Setting Yourself Up for Success

• Toward a Grantwriting/Resource Development Kit (see packet)

• The Devil is in the Details – some tips & some signs of a great grant (see packet) PLUS Ways to Involve Your Community

• Remember: You Don’t Always Need a Grant

• Some Super Checklists (packet)

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We dwell in possibilities

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Next steps

• Whatever we can dream, we can do.• Make a plan. Commit yourself. What is your personal next step?• Remember to approach proposal writing “bird by bird”• Let’s Get it Started (a la Black Eyed Peas)

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Staying in Touch

Patricia ClarkCareer Academy Support Network

(CASN) patricia510@gmail.com patricia.clark@yahoo.com 510.524.0734; 510.504.3826 (cell) CASN_News-subscribe@yahoogroups.com