Fundamentals of Grant Writing Presented by:
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Fundamentals of Grant Writing
Presented by: Rebecca Talley, Graduate Intern, Vanderbilt UniversityDiane Berty, Vice President, TICUA Patrick Meldrim, Vice President, TICUA
May 31, 2012
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Overview• Giving Trends• Success and the Changing
Environment• Grant Writing Basics• Checklist • Finding a Grant Maker
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Giving Trends Overall grant-making declined 14.2
percent in 2009
Number of grants decreased 6.6 percent
Education and health benefited from the largest shares of grant dollars
Source: Foundation Giving Trends, 2011
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Who is Getting the Money?
Source: Foundation Giving Trends, 2011
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Where is the Money Going?
Source: Foundation Giving Trends, 2011
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History of Success 2011-2013 Diversity in Teaching Grant: $100,000 of an
available $375,784
2012 Improving Teacher Quality Grant: $73,291 of an available $716,115
2012 STEM Professional Development Grant: $428,416 of an available $4,604,607
Total amount awarded to TICUA member institutions in last THEC grant cycle: $601,707
Total amount available: $5,696,506
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The Changing Environment of Course Standards
Source: TN Diploma Project
Additional Math Credit (total of 4) Algebra I, II, Geometry, and a fourth higher level math course
Additional .5 credit in Physical Education and Wellness (total of 1.5)
Total number of Science remains constant, but altered (total of 3) Biology, Chemistry or Physics, and a third lab course
Total number of Elective Credits remains constant, but more specific (total of 6) Electives--Personal Finance: .5 Credits, Foreign Language: 2 Credits, Fine
Arts: 1 Credit, Elective Focus: 3 Credits
Capstone Experience
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Common Core State Standards The Common Core State Standards provide a
consistent, clear understanding of what students are expected to learn, so teachers and parents know what they need to do to help them.
The standards are designed to be robust and relevant to the real world, reflecting the knowledge and skills that our young people need for success in college and careers.
The standards are available at http://tn.gov/education/curriculum.shtml
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Source: http://www.tncore.org/
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Guiding Principles The reader is stupid Speak the funder’s language Follow directions Have a good elevator speech Follow your logic model Work ahead/ Don’t wait for the RFP to be issued Have measureable outcomes Establish alignment between the funder’s goals
and your program’s goals Create continuity throughout each section of the
grant/ the No Section Left Behind Act
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Components of a Grant Cover Page, Title Page and/or Abstract
Section I: The Needs Statement
Section II: Project Description
Section III: Budget Request
Letters of Support and Agreement/Commitment
Appendix Materials
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Abstract
Purpose statement Goals and objectives which align with the
funder’s mission Salient points of Needs Statement Activities as correlated to expected
outcomes Statement of how to evaluate
Usually only 2 paragraphs or word count provided by funder
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Elevator Speech One succinct sentence that articulates the
NEED for your grant project
An excellent tool for focusing your thinking because it states clearly what your project is all about
Do not include the intervention
You want the potential funder to become aware of the urgent need and ask, “What can we do?”
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Break Out Session
Create an Elevator Speech with your group
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Section I: Needs Statement
Gives the WHO and WHY WHO is being served and WHY do they need
help?
Makes a convincing case regarding the extent & magnitude of the needs
Explains the effects of continued non-intervention
Comprehensive but not BORING
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How to Write an Effective Needs Statement
Use supportive evidence
State the contributing factors
Identify gaps
Discuss “promising” programs or “best practices”
Put a face to the problems or needs by using quotes and anecdotes
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How to Use Information Show a thorough understanding
Show a knowledge of other interventions
Show an awareness of barriers
Show an alignment of missions and goals
Set the stage
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Guidelines for Choosing Facts
Relevance
Currency
Data and Statistics
Authority
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Template of Needs Statement
Section 1: The Nature and Extent of the Needs
Section 2: Factors Contributing to the Problem
Section 3: Impact of the Needs
Section 4: Promising Approaches
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Caveats of the Needs Statement
Do not overdramatize the problem
Avoid circular logic
A “lack” does not imply a “need”
Avoid jargon or undefined acronyms
Refrain from mentioning your particular intervention
Trying to fit an existing program to a grant that doesn’t match
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Break Out Session
Create a Needs Statement with your group
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Section II: Project Description
Provides the solution to the needs you have established
Identifies the project’s goals and objectives. i.e. implementation plan, timeline
Generates excitement
Justifies your approach
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Five Components of the Project Description
1. Objectives (Intended Outcomes)
2. Program Activities
3. Staffing and Administration
4. Evaluation
5. Sustainability
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Goals and Objectives
Program Goals = Ultimate Mission of Your Project
Program Objectives = Measureable Outcomes Outline the operating plan Demonstrate a match with funder Illustrate how you will measure the program’s
success
SMART
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Goals vs. Objectives Goals are broad; objectives are narrow Goals are general intentions; objectives
are precise Goals are intangible; objectives are
tangible Goals are abstract; objectives are
concrete Goals can't be validated as is; objectives
can be validated Source: URL: http://edweb.sdsu.edu/courses/edtec540/objectives/Difference.html
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Process and Outcome Objectives
Process Objectives: focus on the activities to be completed in a specific time period; enable accountability by setting specific activities to be completed by specific dates; explain what you are doing and when you will do it
Outcome Objectives: express the intended results or accomplishments of program or intervention activities
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Outputs vs. Outcomes Outputs: the direct products of the program
activities Weekly workshops to model instrumentation
implementation software and content resources.
Outcomes: are the specific changes in program participants’ behavior, knowledge, skills, status, and level or functioning Increase the knowledge of 50% of middle
schools teachers’ use of electronic education aids by 35% by June 30, 2012.
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Well-Stated Objectives Time frame
Target group
Number of program participants
Expected measureable results or benefits
Geographic location
Action verbs
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Examples -- Outcomes Poor: One thousand youth between the
ages of 12 and 16 will have participated in a 6-week education program on violence prevention. This is actually an output
Revised: One thousand youth between the ages of 12 and 16 will increase their knowledge by 40% in conflict resolution and anger management by June 30, 2012.
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Break Out Session
Create Measureable Objectives with your group
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Program Activities Implementation Plan
Project narrative Preparatory tasks Specific program-related activities
Gantt Chart List the major activities Estimate amount of time of each activity will take Determine how this activity is spread across a
time period
Timeline
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Gantt Chart
Source: W.K. Kellogg Foundation Logic Model Development Guide
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Gantt Chart
Source: www.ProjectPlan.com
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Staffing and Administration
Staff
Administration
Collaboration
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Evaluation
“Program Evaluation is the systematic assessment of program results and, to the extent feasible, systematic assessment of the extent to which the program caused those results.”
Source: Handbook of Practical Program Evaluation (1994)
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Formative and Summative Evaluation
Formative Evaluation: is a method of judging the worth of a program while the program activities are forming or happening. The focus is on the process.
Summative Evaluation: is a method of judging the worth of a program at the end of the program activities. The focus is on the outcome.
Source: Bhola, H. S. 1990.Evaluating "Literacy for development" projects, programs and campaigns: Evaluation planning, design and implementation, and utilization of evaluation results.
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Sustainability
Indicates the plan to continue the project beyond the requested funding period
Finite, or Builds capacity, and/or Attractive to future funders
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Break Out Session
Create Evaluation and Sustainability Plan with your group
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Logic Model Action-oriented tool for program
planning, implementation, and evaluation
Systematic and visual way to present the relationships among resources, planned activities, and desired changes
Used throughout the life of the program
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The Basic Logic Model
Resources/Inputs Activities Outputs Outcome
sImpact
1 2 53 4
Your Planned Work
Your Intended Results
Source: W.K. Kellogg Foundation Logic Model Development Guide
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Building a Logic Model
`
Resources/Inputs Activities Outputs Outcome
sImpact
1 2 53 4
Your Planned Work
Your Intended Results
•Holiday flight schedules
•Family schedules
•Frequent flyer holiday options
•Holiday weather
•Create family schedule
•Get holiday flight info
•Get tickets
•Arrange ground transportation
•Tickets for all family members
•Frequent flyer miles used
•Money saved
•Family members enjoy vacation
•Continued good family relations
Source: W.K. Kellogg Foundation Logic Model Development Guide
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Section III: Budget Request
Itemizes expenditures
Includes rationale
Typically a line-item budget Divided into three categories
1. Personnel costs2. Operating expenses3. Support and Revenue
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1. Personnel Costs Derived from Staffing & Administration
section
Determine salaries
Determine time required
Determine benefits
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Determining Salaries
Source: US Dept. of Labor Bureau of Labor Statistics, 2011
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Determining Time Requirements
Often measured in Full Time Equivalents (FTE) Expressed as a decimal 1.00 FTE = total $ paid to a person working
full-time for 12 months
If part-time: # hrs worked/week X FTE40
Example: 10 hrs/week .25 FTE 40
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Total Yearly Salary# hrs worked/week median annual income
40
10 hrs/week $58,21040
.25 $58,210
$14,552.50
FTE
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Determining Benefits 29.5 is the magic number
Non-benefited employees: 7.65% Benefited employees: 28%-40%
Calculated as percentage of total salary
Example: (13% + 15%) $14,552.50
28% $14,552.50
$4, 074.70
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2. Operating Expenses Derived from the Project Description
Source: http://www.loopnet.com/Nashville_Tennessee_Market-Trends
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Travel
Source: IRS Standard Mileage Rates, 2012
Source: US General Services Administration, 2012
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3. Support and Revenue
Matching funds
In-kind donations
Participation fees charged
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Indirect Costs and Budget Justification
Indirect Costs cover additional operating expenses
10-15% of total budget
Budget Justification or Narrative is a detailed description of each line of the budget
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Barriers to Service Availability
Accessibility
Acceptability
Appropriateness
Adequacy
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Letters of Support & Agreement
Letters of Support reflect support for the proposed project from program recipients, community leaders, schools/universities, religious organizations, etc.
Letters of Agreement are similar, but reflect a higher degree of commitment, acting as a pseudo-contract
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Letters of Support & Agreement When speaking with those that you would like
to write either Letters of Support or Agreement provide each with:
brief synopsis of proposed program funding source specific instructions, i.e. letter addressee, mailing
address , deadline
Letters of Support and Agreement should NOT be written from a “template or boiler plate” –letters should reflect the agencies’ and partners' own perspectives
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Appendix Materials Audited financial statement
Insurance documentation
Organizational charts
I-990
Other information required by the funder
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Components of a Grant Cover Page, Title Page and/or Abstract
The Needs Statement
Project Description Objectives Program Activities Staffing and Administration Evaluation Sustainability
Budget Request
Letters of Support and Agreement/Commitment
Appendix Materials
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THEC Guidelines for ITQ Grant Cover Page
Cover Page, Title Page and/or Abstract Program Objectives
Needs Statement Project Description—Objectives, Project Narrative
Quality of Partnership Project Description—Collaboration
Program Plan Project Description—Staffing and Administration, Program Activities,
Sustainability Evaluation Plan
Project Description—Evaluation Budget Effectiveness
Budget Letters of Commitment
Letters of Support and Agreement/Commitment
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Checklist Did we assume that the reader is stupid? Did we speak the funder’s language? Did we follow directions? Do we have a good elevator speech? Did we create and follow our logic model? Did we work ahead/Do we have a previous
RFP? Do we have measureable outcomes? Did we establish alignment between the
funder’s goals and our program’s goals? Did we create continuity throughout each
section of the grant?
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Steps to Take
Create an accurate and allowable budget Express continuity Be explicit Know your target population Be SMART Consider barriers Review credentials Proof read
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Steps to Avoid Waiting until RFP is issued: some grants
issued annually or bi-annually
Missing material and technical issues
Lack of alignment or beyond the scope
Bad data
Not adhering to page limits
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For a list of references, please see the Resource Guide
PowerPoint presentations, Resource Guide, and Primer can be found online at www.ticua.org/meetings_resources/grants
Contact us: Diane Berty
[email protected] Patrick Meldrim
[email protected] Rebecca Talley