The North Carolina National Estuarine Research Reserve’s Coastal Training Program

Grant Writing Basics

Don Staub

Carteret Community College

October 27 & 28, 2009

Effective program planning

vs

Chasing the dollar

One way…

Research Funding Sources

Read RFP

Create Proposal

Repeat

“This reactive approach to grantseeking can have both short- and long-term negative consequences. In the short term, staff may resist implementing the new program. Board and staff members begin to feel confused or unclear about the mission. Supporters may begin to question what the organization is really all about. Longer-range consequences may include a gradual loss of mission-focus and ultimately of organizational integrity.”

http://www.tgci.com/newsletter/archives/09_2008_1_3.ASP

Organizational Plan

Identification of a (relevant) Need

Design a Project

Research Funding Sources

Analyze RFP

Create Proposal

Repeat

Perhaps a better way…

The Organizational Plan1. The Organization

• Describe the business and service(s) offered

2. The Service

• What is the need you are fulfilling + benefits

• Why is this unique

• Past, present, and planned projects (outcomes & objectives)

3. Clientele

• Who are they?

• How large is the group?

• What are their primary needs (in relation to your service)?

The Organizational Plan

4. Management

• Leadership

• Organizational Structure

5. Personnel

• Describe the team + their qualifications

6. Financials

• Sources of funding

• Sustainability Plan

7. External Environment

• Partnerships

• Competition(?)

http://www.carteretedc.com/assets/files/MSEP_tab.pdf

Key goals of MSEP:

(the basis of the grant-seeking process)

Organizational Plan

Identification of a Problem

Design a Project

Research Funding Sources

Develop a Project

Analyze RFP

Create Proposal

Repeat

Organizational Plan

Identification of a Problem

Design a Project

Research Funding Sources

Analyze RFP

Create Proposal

Repeat

Great, I’ve gotta write a grant. Now what do I do?

Or, effective strategies for getting it done on time.

Step 1: Analyze the RFP

• Dollars & Dates

• Parameters

• Criteria

80%

February 13, 2006 Request for proposals is released

March 21 (Asheville)March 22 (Winston-Salem)March 28 (Wilmington)March 29 (Washington)April 11 (Raleigh)

Question & Answer sessions. Five Q&A sessions across the state have been scheduled to foster proposals from applicants that better meet the EPA’s funding guidelines and DENR’s priorities. Check the NPS Section 319 website for details (http://h2o.enr.state.nc.us/nps/Section_319_Grant_Program.htm) or contact Kim Nimmer by email (kimberly.nimmer@ncmail.net) or phone (919-733-5083 x582)

May 15 RFP period closes, all proposals must be received electronically by 5:00 pm.

July 14 DWQ informs applicants whether they will be invited for interviews in August

August 8 & 9 NPS Workgroup interviews selected applicants

August 10 NPS Workgroup selects projects for funding

August 31 DWQ announces selected projects

December 31, 2006 EPA approves workplan and begins grant award process to North Carolina

~ April 2007 (Estimated, award date varies and could stretch into late summer)

EPA awards grant money to North Carolina. Prepare project contracts – three-month process through DENR Office of Purchase and Services.

~ July 2007 (Estimated, could stretch into fall, depending on EPA award date to NCDENR)

Contract executed and project may be started

Clean Water Act Section 319(h) Grants

QuickTime™ and a decompressor

are needed to see this picture.

The New Reality(?)

Funding criteria

* Non-federal match of 40% of total request or 60% federal contribution + 40% non-federal match = 100% grant funding (to calculate this match multiply the federal portion of the request by 2 and divide the result by 3, that is take 2/3 of the federal request)(this confuses more applicants but the matching funds do not equal forty percent of the federal contribution, think 40/60=2/3.). * Monitoring for watershed-scale projects and an accompanying quality assurance/control plan. * Reports: quarterly and final/closeout. * Project abstract upon selection of project. * Invoices to DWQ in order to receive reimbursement for expenditures (in other words, you pay bills associated with your project and submit an invoice with proof of expenditures and matching funds to DWQ requesting repayment).

http://h2o.enr.state.nc.us/nps/319FundingCriteria.htm

“Above all, proposals must have measurable environmental results.”

“Above all, proposals must have measurable environmental results.”

Parameters

Boating infrastructure Grant Program

US Fish & Wildlife

Step 2: Get to know the funding agency

• Introduce yourself to the program officer

• Previously funded projects (amount & type)

• Request copies

• Technical Workshops

Still have questions?If you need further information, please contact Kim Nimmer, 319 Grant Program Coordinator, by email (kimberly.nimmer@ncmail.net) or phone (919-733-5083 x582). Questions are encouraged if applicants are unsure of the eligibility of their project or need assistance with the application form.

Step 2: Get to know the funding agency

• Introduce yourself to the program officer

• Previously funded projects (amount & type)

• Request copies

• Technical Workshops

A speaker representing a Federal department recently made an astounding and blunt statement:

"Whether our request for proposals requires a partnership or not," he said firmly, "I have to tell you, if it ain't collaborative, it ain't gonna be competitive.“

Provided by: Judy Hills, Planning Director, Eastern Carolina Council of Governments

Step 3: planning ahead

• The executive summary

• Letters of support

• Roles & responsibilities (for writing and implementation)

Judy Hills, Planning Director Eastern Carolina Council of Governments

email: jhills@eccog.org

web: http://www.eccog.org Public Service Announcement

ECC Weekly Information BulletinOctober 23, 2009

Workshops/Meetings/Events/Deadlines coming up soon

10/24 Make A Difference Day http://www.usaweekend.com/diffday/aboutmadd.html10/27-28 Workshop: Grant writing for environmental improvements in Beaufort http://www.nccoastaltraining.net/Course-Catalog/Coastal-Training-Events/Funding-Environmental-Improvements-In-Your-Communi/138.aspx.11/4-6 Transportation Planning Conference in Raleigh http://www.ncsite.org/index_ncsite.html11/5-6 Rural Partners Forum at North Raleigh Hilton www.ncruralcenter.org 11/6 NCSU BMP re-certification course in Greene County http://www.bae.ncsu.edu/topic/bmp-im/classes.html 11/16-17 NC Beach, Inlet, and Waterway Association Annual Meeting in Carolina Beach http://www.ncbiwa.org/09NCBIWARegister.pdf 11/23 Deadline to register for Natural Resources Leadership Institute www.ncsu.edu/NRLI

The Executive Summary

• One page

• Who is proposing

• Amount requested

• The issue

• The proposed solution

• The outcomes

• Timeline

• Partners

• Leveraged funding

The Proposal

Introduction (to the issue and the organization)

Needs Statement

Objectives

Inputs, Outputs, and Outcomes

Methods

Evaluation

Sustainability

Budget

Appendix / Supplemental Materials

The Proposal

(pull this from your organizational plan)

Introduction

(to the problem and the organization)

Nature of your organization

Size, structure, history, mission, etc…

Nature of the issue/challenge

(broad overview)

Background Statement for Carteret Catch:The fishing communities of Carteret County, North Carolina are enduring tremendous stress in a dynamic global market. Commercial fishing has been an integral part of the Carteret County economy for generations. The growth in tourism, recreational fishing, environmental regulation, and the number of new residents settling along the central North Carolina coast have altered the traditional economic base. Yet fishermen have suffered the most financial strain from an influx of lower-cost, imported seafood. Foreign seafood commodities, which are taking ever more market share from the local seafood industry, are threatening the long-term viability of traditional coastal Carolina towns and their rich cultural heritage…

In 2003, a Rural Community College Initiative (RCCI) grant to Carteret Community College provided funding to the group of community volunteers in order to assist local fishing communities to realize greater public visibility and revenue for the commodities they sell. The goal was to stimulate demand for local seafood to make commercial fishing economically viable and protect a heritage that characterizes the central North Carolina coast…From among 14 brand name and tag line options, the RCCI team chose “Carteret Catch” as a brand name and “Select North Carolina Seafood from the Fishermen of Carteret County” as a tag line.

The Proposal

The Needs Statement

Quali-Quant

Research-based

No drama

Source Material:

• Information used to support assertions

• Facts & figures presented in clear, coherent manner

Hard Data:

• Statistics about the context & clientele

• Sources (e.g. Empirical studies, EDC, ESC, Census, Rural Economic Development Center, Chamber, Schools…)

Soft Data:

• Correspondence and verbal feedback

• Published articles (paper, magazines, etc…)

Carteret Community College / NC Marine Training and Education Center application to the Golden Leaf Foundation

The Proposal

Objectives / Outcomes

Outcomes are benefits or changes for individuals or populations during or after participating in program activities. They are influenced by a program's outputs. Outcomes may relate to behavior, skills, knowledge, attitudes, values, condition, or other attributes.

Objectives are…

• What you will do to accomplish your outcomes

• Obtain, Collect, Analyze, Determine, Identify…

• By when?

Outcome Measurement Resource Networkhttp://www.liveunited.org/outcomes/

The Proposal

Methods

Align reasonably with the needs and the objectives

Clearly describe program activities

Outputs are the direct products of program activities and usually are measured in terms of the volume of work accomplished-for example, the numbers of classes taught, counseling sessions conducted, educational materials distributed, and participants served.

Inputs include resources dedicated to or consumed by the program. Examples are money, staff and staff time, volunteers and volunteer time, facilities, equipment, and supplies.

If an RFP requires "evidence-based practices," make sure you know exactly how your funder interprets the term

Evidence-based practices usually refer to programs or practices that are proven to be successful through research methodology and have produced consistently positive patterns of results. Evidence-based practices or model programs that have shown the greatest levels of effectiveness are those that have established generalizability (replicated in different settings and with different populations over time) through research studies. The implementation of proven, well-researched programs is rapidly becoming standard practice today and required by most funding sources.

What is Evidence-based Practice?

By Pamela Waters, Med

www.scattc.org/pdf_upload/Beacon001.pdf

BMPs: http://cfpub.epa.gov/npdes/stormwater/menuofbmps/

Through the acquisition of technology made possible by the funding of this proposal, MARTEC, via its marine-trades programs, anticipates training over 700 students during the next three-year period.

Area ofTraining

Projected Numbers Trained

2006 – 2007 2007-2008 Totals 

Marine Diesel Propulsion 52 95 147  

Outboard Propulsion 34 37 71  

Anodized Aluminum Welding 24 24 48  

Marine Electrical and Electronics Installation 24 24 48

 

Marine Plumbing 24 24 48  

Marine Mechanical 30 30 60  

CNC Router 36 48 84  

Wastewater Treatment System for Marina Operator Training 48 80 128

 

Specialized US Coast Guard Training (225 HP Honda Outboard) 25 25 50

 

Specialized Training for the Association of Marine Technicians 25 25 50

 

The Proposal

Methods

Align with budget request

One reviewer’s comments:

“It's hard to imagine that someone capable of reaching the fairly ambitious goals of this proposal would be willing to work full-time for 3 years at the amount proposed for the position “

Personnel (qualifications)

The Proposal

Methods … the timeline

‘06 ‘07

Task D J F M A M J J A S O N D

Identify and Hire Coordinator X

Identify and Hire Adjunct(s) X

Hire student assistants X X X

Purchase items for required systems set-up (shrimp greenhouse) and oysters, etc…

X

Install shrimp mariculture system X X

Coordinator meets with clients to plan implementation of start-up projects

X X X X X X X X X X X X X

Coordinator meets with clients to provide technical assistance and evaluate progress of start-up projects

X X X X X X X X X X X X

Delivering aquaculture courses by adjuncts

X X X X X X X X X X X X

Developing Applied Marine Science Curriculum by program director

X X X X X X X X X X X X

Interim report to Golden Leaf Foundation

X

Annual progress report to Golden Leaf Foundation

X

Tables…Good

Date Activity Person Responsible Anticipated Benefit

March - April 2005

Requisitions sent through Carteret CC purchasing process.

Mr. Kemp, CCC administrators

Equipment out to bid and ordered

May2005

Equipment arrives at college and is set up in labs

Mr. Kemp and students

Equipment received, installed, and calibrated. Student learning opportunity in lab management

May – July 2005

Discussion with BioNetwork Center colleges concerning implementation of short technician courses;

Science Faculty; CCC Director of Workforce Development

Carteret offers short occupational courses like Bioworks.

May - July Instruction using equipment begins; Zuzu development work begins

Mr. Kemp Students learn hands-on biotechnology experiences advanced labs enhanced.

August 2005

Progress reported Mr. KempDevelopment staff

Final reports generated.

The Proposal

Methods … activities and responsibilities

The Proposal

Evaluation

This really should be the starting point…not the end.

Data to be collected(objectives & outcomes)

How it will be collected

Timeline for collection

Analysis

The feedback loop

The Proposal

The Budget

Is it aligned with tasks?

Is it realistic?

Is it accurate?

Is it thorough?

Note: don’t sell yourselves short!

SF 424ASome funders provide a form…

Table 9 : Title III Funded Positions

Position Year 1 Year 2 Year 3 Year 4 Year 5

Project DirectorActivity Director = 70%Coordinator = 30%

100% Title III

100% Title III 75% Title III25% CCC

50% Title III50% CCC

25% Title III75% CCC

Instructional Technologist 100% Title III 100% Title III 75% Title III25% CCC

50% Title III50% CCC

25% Title III75% CCC

Master Advisors 0 100% Title III

100% Title III

75% Title III25% CCC

50% Title III50% CCC

Project Staff Assistant 100% Title III 100% Title III

100% Title III

100% Title III

100% Title III

Some funders are OK with a homemade spreadsheet…

The Budget Narrative

The Proposal

Sustainability

“We’ll just get more grants!”

• Membership Fees

• Product Sales

• Technical Assistance

• Special Assessments

Planning Ahead

• Letters of support (to whom? to where?)

• Signatures

• Required forms

Some funding agencies give you forms to fill out…others make you do all the work

Finishing Touches - the top 3

#1 7-11 rule (let’s talk language for a minute)

#2 Spelling “As discussed in Community Needs and Strengths, 86 active participants in the CMLP quality for the proposed IDA program. ”

#3 Alignment of budget numbers

Submitting your proposal

Read the directions carefully…

Number of copies?

Postmarked by the date?

Received by the date?

Electronic submissions OK?

• Email?

• Grants.gov?

• Organization’s website? (e.g. Golden Leaf Foundation)

• Fax (!?!...still?)

I love deadlines. I like the whooshing sound they make as they fly by.

-Douglas Adams

How to submit a grant at

Applied for DUNs Number?

Dun & Bradstreet

866-705-5711

http://www.dnb.com/us/

Be careful what you ask for…you just may get it.

Write down everything …keep a paper/electronic trail

Carefully re-read your proposal

Thank your program officer!

Remember those who wrote letters? Thank them too!

Contracts & MOUs … get them started

Make sure all the players are still on the team

Clarify budgeting with your business manager

Let everyone know who will listen

Don’t wait for report time to start collecting data (again, quali-quant)

Stay in touch with your program officer…forever and always (keep them posted)

Remember, no one wants to see you succeed more than the program officer. They were the ones who convinced their board that your project was worth funding…

Thank your program officer!

Or, if you don’t get it…

•Get the reviewers’ comments

•Discuss it with the program officer

•Re-submit!

Don Staub

Carteret Community College

staubd@carteret.edu

http://www.grantwritingbasics.wordpress.com

A few resources…

Nonprofits in Rural America: Overcoming the Resource Gap http://www.bridgespan.org/rural-funding.aspx

• The Grantsmanship Center http://www.tgci.com

• Writing Grant Proposals Funders Want To Read http://www.nptimes.com/09Feb/news-090209-1.html

• North Carolina Rural Development Center - Rural Data Bank http://www.ncruralcenter.org/databank/index.html

A three-part article, "Tips to Get the Grant Funding You Need," by Karen Stinson and Phyl Renninger (Local/State Funding Report, June 22, June 29, and July 13, 2009) suggests ways to raise your chances of success:

* If you’re a first-time grantseeker, go for smaller grants. * Identify your organization’s competitive edge. * Since you’ll need to refer to and/or attach standard documents when preparing grant proposals, keep a collection of these documents on hand. * Develop a consistent process for seeking grants. * Apply only for grants that match your organization’s mission. * Don’t limit your funding searches only to grantmakers that focus on your constituency. * Make sure your organization has the capacity to carry out the purposes of the grant. * Put together a strong team before drafting your proposal. * Develop a week-by-week schedule for preparing your proposal. * Limit the number of needs described in your proposal. Don’t include every possible problem. * In your proposal budget, show how each proposed activity will be paid for. * Explain clearly how you arrived at the figures in your budget. * Stay organized during the application process.

Pet Peeves of funders

• you use lots of jargon, abbreviations, and incomprehensible acronyms

• the proposal you submitted is the same you sent to other funders