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Grants and Proposal Writing
Michelle Eberle
Consumer Health Information Coordinator
NN/LM NER
May 2009
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Agenda
• Common Mistakes
• The Lingo
• Types of grants and funding opportunities
• Basic elements of the proposal
• The Budget
• Proposals for foundation funding
• Q & A
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Why?
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Common Mistakes
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The “Lingo”
• RFP: request for proposals
• RFA: request for applications
• PA: program announcement
• Application
• Letter of intent
• Call for participation
• Principal investigator
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Types of Grants and Funding
• NN/LM Funding – http://nnlm.gov/ner/funding– Government Grants– Grants.gov http://grants.gov – Institute of Museum and Library Services
http://www.imls.gov – National Library of Medicine
http://www.nlm.nih.gov/grants.html
• Other Organizations– Library Grants blog: http://librarygrants.blogspot.com/ – Foundation Center: http://foundationcenter.org
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Grant Publications
• Grants for Libraries• Grants for Libraries and Information
Services • National Guide to Funding for
Libraries & Information Services • Fundraising for Libraries: 25 Proven
Ways to Get More Money for Your Library
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NN/LM New England Region
Health Information
Outreach Subcontracts
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NNLM-NER Health Information Outreach Subcontracts
Formal Proposal
12-18 months
Up to $25,000
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NNLM-NER Subcontracts
• RFP annually in Fall
• Contact Associate Director with intent
• Develop relationships with collaborators
• Research and write proposal
• Get letters of support
• Submit proposal
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Technical evaluation criteria
Scoring• Identification of need, geographic area,
description of target group (35 points)• Methodology/ technical approach (35 point)• Experience and facilities of the respondent and
supporting documentation (30 points)
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Review of subcontracts
• Review by Outreach Review Committee
• Review by National Network Office
• Funding is determined
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Yale/New Haven Public Library Consumer Health Information Center
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University of VermontVermont Cooperative Consumer Health Information Project
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Tufts University Health Sciences Library Selected Patient Information Resources in Asian Languages (SPIRAL)
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Rhode Island Multitype Library Outreach for Health Information
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Massachusetts General HospitalAccess to Resources for Consumer Health (ARCH)
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JSI Center for Environmental Health Studies: Informed Communities Environmental Health Initiative
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Franklin Community Health Network Medical Library Outreach Project
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Northern New Hampshire Health Information Outreach ProjectLittleton Regional Hospital
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NN/LM New England Region
Outreach and
Community Engagement
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NNLM-NER Express Outreach
Outreach Community Engagement
• Smaller in scope than subcontract
• Short term (12 months or less)
• Maximum funding: $10,000
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NN/LM NER Express Outreach
Outreach Community Engagement
• Application requirements– Brief proposal with detailed budget– Must include goals, objectives, description of
collaborators, intended outcomes and evaluation plan
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Holyoke Consumer Health Library
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Massachusetts College of Pharmacy
Kids to College
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Healthy Choices (Stamford Hospital, CT)
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NNLM-NER Express Outreach
Course Development
Proposal instructions: Cover sheet, brief proposal with description of intended audience and need for the course; statement describing each module; goals; outline of plans; CVs of personnel; detailed budget with narrative justification
Allowable expenses: Personnel; supplies; material production (video, workbooks, handouts); communications; facility rental; equipment or software needed to develop / teach the course
Maximum funding: $10,000
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World Education
Health literacy tutorialhttp://healthliteracy.worlded.org/docs/tutorial/SWF/flashcheck/main.htm
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NNLM-NER Express Outreach
Exhibits and Promotion of
Health Information Services
Proposal instructions: Cover sheet; name and description of venue; dates, location and estimated attendance; rationale for selecting the group; CVs of exhibit staff; budget and narrative justification
Allowable expenses: Registration, travel, publicity, booth rental, shipping, electricity and phone lines; equipment rental
Maximum award: $2,000
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Exhibit Award
• Lowell General Hospital (Lowell, MA) for the Massachusetts Health Sciences Library Network (MAHSLIN) Public Service Announcement to Promote Medical Libraries
• World Education (Boston, MA) Exhibit at the National Conference on Family Literacy
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NN/LM Technology Awareness Program Award
Proposal instructions: Goals and objectives; rationale for plan; detailed outline; audience and geographic area; numbers of participants; date and event; promotional plan; evaluation plan; personnel; facility/resources
Allowable expenses: Honoraria and travel, publicity, equipment rental, videotaping of the program; communication; phone lines for demos; facility rental; electricity
Maximum funding: $10,000
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Technology Awareness Award
• Brigham and Women's Hospital (Boston, MA) for the Massachusetts Health Sciences Library Network (MAHSLIN)MASHLIN Technology Day
• Brigham and Women's Hospital (Boston, MA) for the Massachusetts Health Sciences Library Network (MAHSLIN)New Models of Medicine in the Electronic Age: From Practice to Publishing
• North Country Health Consortium and New Hampshire AHEC Telehealth New Hampshire (June 14-15, 2004)
• University of Connecticut Health Sciences Library (Farmington, CT) Consumer Health Conference, Networking & Technology
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Other NER awards
• Electronic Document Delivery
• Internet Connectivity
• Visiting library
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The Proposal
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Getting Started
• Start early• Be clear about your reasons• Have a plan: don’t “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 us if you need any assistance
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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
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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• Show your enthusiasm, belief in the project
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Sections of the Proposal
Plan
Need
EvaluateMethod
Summary Budget
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Summary Statement
• Starts with a summary of the proposal.
• Answer: who, what, how, how much
• Why is there a need?
• What are you going to do to solve this need?
• Also known as an executive summary
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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…
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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 that need?
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Goal and Objectives
• What do you want to accomplish?• List goal and objectives to reach goal
– Goal: Increase teenagers’ use of MedlinePlus– Objectives:
• Publicize MedlinePlus in Winston High School newspaper• Conduct MedlinePlus presentations at Winston High School• Conduct MedlinePlus training classes at Paco Public Library
targeting teenagers
• Use action words: increase, reduce, expand
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Methodology / Approach
• Provide rationale for the stated objectives and plan of work for achieving them
• Include any experience with methodology, areas of anticipated difficulties or unusual circumstances
Schedule/ timeline: Provide an activity based timeline corresponding to objectives
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Publicity / Promotion
• What is your plan for publicity?
• Publications, flyers, newspaper, radio?
• Web site?
• Exhibiting?
• Tagging on to existing programming?
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Personnel
• Identify all project personnel
• Include a narrative summary of qualifications as they relate to the statement of work and project responsibilities
• Evidence of the project prinicipal’s ability to handle a project of similar scope
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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
• Baseline questionnaire– e.g. "What websites do you use to find health
information?”
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Facilities/Institutional Support
• Describe the organization/institution • What makes your organization unique?• Describe services or facilities • Detail any support provided by partner
organizations, library, university etc.• Any other source of funding• Letters of support
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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– Planning and Evaluating Health Information
Outreach Projects
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Continuation of Activities
• Will the project be continued after period of funding ends?– Indicates recipient’s belief in the project
• What will be done with the information gathered during the project?
• Important to foundations, non-profit organizations, private funders
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The Budget
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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 will permit Indirect Costs
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The Budget (cont.)
Step 2• Highlight each item in the narrative that will
appear in the budget– Tip: Conversely, every item that appears in
the budget must be described in the narrative • Break down each item into parts; be intuitive
Equipment $1000
Equipment
Dell computer Model # $900
Remote Mouse $100
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The Budget (cont.)
Step 3
• Ensure that the RFP allows for funding of the items included in your narrative– Tip: 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!
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The Budget (cont.)
Step 4
• In – kind contributions or waived fees must be stated or discussed in the proposal– Tip: Be as explicit as possible in all
descriptions in the narrative. Reviewers are not as familiar with your concepts or environment as you are.
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The Budget (cont.)
Step 5
• Specifications• Quotes• Hourly Rates• Salary breakdowns• Travel
– Miles per gallon– Per diem
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The Budget (cont.)
Step 6
• Is your budget realistic?– Tip: Consider the period of performance of
the project, in relation to the amount of recurring expenditures, e.g. reproduction, supplies, communication, travel
• Don’t cut yourself short
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The Budget (cont.)
Step 7
• Ensure that your figures add up correctly
• Ensure that your proposed budget does not surpass the total funding amount
– Indirect Costs + Direct Costs = Total
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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
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Exercise: Program Planning
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Private Grants
• Proposals should be only 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
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Final Thoughts
• Plan, Plan, Plan
• Apply Early– Applications make take 9 months to go
through the process
• Follow directions!!
• Learn from rejection
• Resubmit
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Remember: It all Starts with an Idea
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QUESTIONS?
Michelle EberleConsumer Health Information Coordinator
National Network of Libraries of Medicine
New England Region
508-856-2435