• define the project
• identify potential funding sources
• gather information
• write and package the proposal
• submit the proposal to a funder
Piece of cake?
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Pre-planning
1. Define the project:
 Identify the broad project goals: what will be
the main outcomes?
 Break them into specific objectives: what will
you do to reach the goals?
 Describe a work plan for each objective.
 Draft a timeline.
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3. Identify Potential Funders
 government agencies
- subscribe: grants.gov, NSF Update Daily
Digest Bulletin, NASA Educa. Express)
- check grants.gov search engine (by agency,
category)
 foundations
- Google “foundation grants education”
 the Foundation Center (clearing house)
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4. Acquire the program guidelines
Become familiar with:
 program goals
 eligibility requirements
 award levels
 submission deadlines:
letter of intent? pre-proposal? full proposal
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 proposal format: fonts, margins, page limits
 budget requirements
- matching funds?
- Indirect cost restrictions?
 evaluation process, criteria, timetable
 who to contact for information
 review process
- panel review only? (NSF)
- in-house final decision? (DOE/FIPSE)
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5. Gather Information
Document the problem/issue.
Document work already undertaken.
Identify relevant research.
Develop a list of references.
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Write the proposal
Standard proposal components:
 Abstract : one page summary
 Narrative: often 30 pages double-spaced
 Budget; budget explanation
 Appendix of support material, if allowed
 Certifications (often electronic)
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Narrative:
Follow the program guidelines.
Address each heading -- in order!
Typical headings:
1. Introduction (overview)
2. Statement of goals, need for the project.
 Give a compelling, logical reason why the
proposal should be supported
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3. Methods/Approach
 Explain the procedures you will follow to accomplish your objectives
and reach your goals.
 Describe the scope of work and expected outcomes.
 Outline the planned activities.
 Describe the management plan and personnel functions. Provide
names of key staff, consultants.
4. Evaluation
 enlist an external evaluator early on
 have him/her write the evaluation piece
 ensure that it follow the funders guidelines
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5. Timeline
 Show all important dates: activities, events, deliverables.
6. Dissemination of results
 Explain how you will get information about your project and its
outcomes to those who need to know about it.
7. Sustainability
 How will you ensure that your accomplishments are sustained
beyond the life of the project?
8. Credentials
 Explain why you and your team are qualified to lead the project.
 Explain why your institution is qualified to house the project.
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Budget:
Are costs reasonable?
 Be prepared
to negotiate!
Is the budget consistent with the activities?
Is the budget explanation detailed enough?
Are in-kind/matching contributions adequate, if
required?
 Do not list the value of in-kind contributions in the
budget unless required. Some funders (NSF) need
documentation of such expenditures.
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References:
Show that you have done:
prior research on this specific issue,
directly related research,
other relevant research
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Supporting materials:
Policies about supporting materials differ
widely. Check the program guidelines!
If allowed, use appendices for materials that:
 endorse the project and the applicant
 add information about project personnel
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Submitting the Proposal:
Beware of last minute glitches!
Acquire authorized signatures in advance;
proposals may be rejected without them.
Submit early – anything can happen on your
due date. No extensions are available for:
computer problems, personal crises,
Web site malfunctions, power failures, etc.
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