The Grant Writing Process

Created By Ailish McGrathJune 2010

Session 1: Grants 101

Goals of the PD Series

Learn about the entire grant writing process from start to finishInexperienced writers will learn how to write a proposalExperienced writers will improve their proposal writing skillsApply for a grant by the end of this school year!

PD Series Format

6 sessions in totalSession 1: Grants 101 (Today)Sessions 2 through 5 = Will take place within the next 3 monthsSession 6: Closing: Sharing session during spring

PD Series FormatWiki will store all materials

http://grantpdseries.wikispaces.com/ Access websourcesExamples of approved grantsPowerPoints & Handouts from each session

If you miss a f2f session catch up on the wikiComment and post questions with discussion toolShare any additional resources you findCollaborate with others from your subject/grade level

Grants Defined“Grants are not benefits or entitlements. A federal grant is an award of financial assistance from a federal agency to a recipient to carry out a public purpose of support or stimulation authorized by a law of the United States. Federal grants are not federal assistance or loans to individuals.*

Grants can also be funded by private corporations and non-profit organizations.

Source: Grants.gov

Key Terms*•Eligible Recipient(s): Who can receive funds?•Funding Period: When can the funds be used?•Permissible Uses of Funds: How can they be used?•Beneficiary: the entity or organization that is awarded a grant; aka the grantee

* Visit http://www.grants-government.com/Grant-Terms/ for a complete list

The Grant Writing Process

Basic Parts of A Grant•Cover letter•Proposal abstract•Introduction describing the grant seeker or organization • Both at a micro and macro level• School district and specific population for project• Need/Problem statement •Project objectives/goals•Project methods•Project evaluation•Future funding/sustainability•Budget

The Abstract: It’s A Hit or Miss….

Must be clear and powerful!Summarizes your grant project in a succinct format (should be less than a page)

This might be the only document that is read by ALL members of the review committeeIf your abstract doesn’t catch their attention they likely won’t read the rest of your materialSee examples (access on wiki)

RFPs vs. Unsolicited Proposal Proposals

Some organizations publish Requests For Proposal (RFP) when they want to publicize that they are offering a grant. You can look in newspapers, subscribe to grant alerts, or search the internet for RFPS.

Unsolicited Proposals: If you contact an organization about a grant that has not solicited for proposal.

What Does It Take To Write A Grant?According to Bev Browning author of Grant

Writing for Dummies, the main skills you need to write good grants are:PlanningOrganizationResearchWriting

Must Haves For GrantsTIME:• You must allot adequate time to prepare a grant•Begin looking at the submission due date and develop a schedule from there•If you are selected as a grant recipient, do you have the time to manage the grant?

SUPPORT:•Ideally this process should be a collaborative effort•Assess impact on program/department•Understand needs of project (space, curriculum time, faculty resources)•Rally friends with excellent copy editing to carefully review all materials

Internal Review

All grant proposals with South Brunswick School District as a beneficiary must be reviewed and announced at a Board of Education meeting and get district approval before they are submitted to the granting organization for consideration.

Small Group Activity:

With a small group of peers in your subject/grade level discuss possible areas you could consider for a grant project.

Session 2: Finding

Your Grant

Locating the Right Grant

•searching for grant opportunities should be an ongoing process•find websites that you like and visit them often•subscribe to grant alert updates if the site offers them

Locating the Right Grant

•Should have a good idea of what your funding needs are•Specify your search by either topic (i.e. science), target population (high school students), or geographic location (Middlesex County or NJ)•Refine search terms even further (science grants high school students)•Check eligibility requirements to ensure you can apply

Federal Grants

www.Grants.gov•Source to search and apply for federal grants•Provides access to over 1,000 grant programs •Approximately $500 billion in annual awards

State Grants

NJ Office of Grants Management•Source to search and apply for NJ grants•Search by discretionary or entitlement grants•Shows anticipated upcoming grants •Check back frequently for updates

State Grants

•South Brunswick High School’s Business Department was recently awarded a grant by the NJ DOE•Grant provided more than $1,000,000 of funding over three years to develop a Career and Technical Education Program•Program is called “Tech Prep: Pathways to Business”•Foundation lies in the Carl D. Perkins Vocational and Technology Act of 1990.

Corporate FundsMany corporations set aside funds for philanthropic giving.•example of corporate grants•Give locally to the communities where their employees live and work•Funding can come in the form of cash or materials•Application process can vary from company to company•Coke’s application versus Intel’s application

Can public schools apply for grants from private foundations?Whether or not a certain grantmaker awards grants to public schools will depend on the funder’s giving interests and limitations. Some foundations are reluctant to provide funding for otherwise publicly-supported organizations for various reasons. When searching Foundation Directory Online for prospective funders, always check the Limitations field in the grantmaker’s profile for information about any restrictions on funding.

Schools are tax-exempt, but do not automatically have 501(c)(3) status

Activity

Use the internet to find a:•Government grant•Corporate Grant•Non-Profit Grant

Be sure to bookmark the sites for future reference.

Session 3: Developing A

Proposal

Share Your Project Idea

Today we will create a proposal outline that will be expanded into a completed proposal during Session 4.

The goal of this session is to brainstorm as a group and think through your idea before we begin formally write the proposals.

The Problem/Need Statement

•Any grant proposal must start with a problem statement•A problem is the reason for a project •Potential funders need to understand• exactly what you are asking them to support,• the intended outcomes• the benefits to the target population and community

The Problem/Need Statement

This helps funders understand:•exactly what you are asking them to support•the benefits will be to the target

Try to align this section with the intent mission of the organization you are applying to.

Other Tips

•if available carefully examine the proposal review and decision-making process•request proposal guidelines•follow the guidelines exactly as they are described•reread the grant requirements at least twice for clarity•ask for a list of projects previously funded

Activity: Proposal Outline

•Prepare your introduction•Goal of your project•Timeline: when will it happen? •Check to see if the grant organization has specific time periods when the funds must be used•Who will benefit, how many, and how? •Desired outcomes•How will they be measured?

Include the following in your outline:

Activity: Proposal Outline

•Share your outline with a partner•Ask questions about anything that seems unclear in their outline•Identify strengths and weaknesses of the grant proposal

Session 4: Writing The Proposal &

Budget

Proposal Tips

•Meet all of the requirements:• format, appendix section, deadlines, length•If multiple people are working on the proposal make sure it is reviewed carefully so that is reads as one cohesive piece.•Each section should be logically connected to the next.

SMART Goals and Objectives

•S - SPECIFIC•M - MEASURABLE•A - ACHIEVEABLE•R - REALISTIC•T - TIMEBOUND

Budget

A well written budget:• will explain and justify all expenditures of the money•describes how each item will support the achievement of proposed objectives•has sufficient detail

This is where you translate your idea into dollars and cents.

BudgetConsider the following:•Personnel needs•Equipment•Technology•Office supplies•Training•Communication•Mailing Expenses•Travel

Budget•Follow the prescribed format if given•Use column headings to organize it •Should be easy to read and understand•Double check your figures•Have an outside party check your figure•If format is not specified look at these samples

SustainabilityHow will the project continue after the grant period is over?

•Build sustainability into your application•Budget for items that have a life beyond the funding period•Turn key training sessions: one persons attends a training then comes back and trains others

Session 5: ManagingA Grant

Grant Management•Once you are awarded a grant, the real work begins.•It is likely that the granting organization will have specific procedures on how the grant should be managed.•Organization will be crucial no matter what!

Grant Management•Create a file management system to organize all material related to the grant.•Dedicate space for the files and time to keep it organized.•Follow ALL reporting guidelines.•If you have to make a change to your plan/budget be sure to file the required modification paperwork.

Grant Management Keep digital and hard copies of:• grant proposal • budget • award Letter and award documents • grant modifications• copies of flyers, brochures, programs,

catalogs, and articles that relate to any grant activities for final report purposes• correspondence with the granting

organization • financial reports

Task Management Plan

•Have a plan to manage all the activities and tasks related to the grant.•Personnel: Do you have the same people available that were there when you wrote the proposal?•Stress the importance of accountability to all parties involved.•Remember grants are NOT gifts. You have to use the money the way you said you would in the proposal. Otherwise you risk non-compliance.•Meet the deadlines set out in your project proposal.

Budget Management•Meet with the parties who will be involved in tracking the funds.•In South Brunswick everything will be tracked and monitored at the Board Office.•Set up guidelines and procedures for routine activities.•Identify back up contacts should an individual not be available.•Pay attention to details (i.e. budget codes on forms)

Session 6: Follow-Up

Round Table Discussion

•Who has applied for a grant?•Where did you apply?•How did you learn about the grant?•Who has identified a grant to apply for in the future?•Has anyone received a response from their grant application(s)?

What Happened?

Remarks From Recent Grant RecipientNJ DOE Grant that funded Tech Prep: Pathways To Business program

•Lessons learned•What worked and what didn’t work

Rejection•If at first you don’t succeed......Try Try Again!•Grants are highly competitive and have many applicants vying for funds.•Closely examine the proposal.•Share the proposal with others and seek advice.•A little tweaking could make it a winning proposal.•Try to discover why you were rejected.

RejectionFederal or State agency: Freedom of Information Act allows you to request a copy of the reviewers’ comments and scoring record.

Private/ Corporate: request to see thereviewers’ comments and scores

Final Remarks….

Persistence will pay offDo not let a rejection discourage youContinue to seek out new opportunities

Survey

Feedback is appreciated and valuedAccess the link for the online survey on the wikiYou must complete the survey in order to receive credit for this PD series