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
Perhaps a better way…
Organizational Plan
Identification of a (relevant) Need
Design a Project
Research Funding Sources
Analyze RFP
Create Proposal
Repeat
The Organizational Plan
1. 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(?)
Key goals of MSEP:
(the basis of the grant-seeking process)
http://www.carteretedc.com/assets/files/MSEP_tab.pdf
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.
80%
Step 1: Analyze the RFP
• Dollars & Dates
• Parameters
• Criteria
Clean Water Act Section 319(h) Grants
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
The New Reality(?)
QuickTime™ and a
decompressor
are needed to see this picture.
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
Step 3: planning ahead
• The executive summary
• Letters of support
• Roles & responsibilities
(for writing and implementation)
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
Judy Hills, Planning Director
Eastern Carolina Council of Governments
email: jhills@eccog.org
Public Service
Announcement
web: http://www.eccog.org
ECC Weekly Information Bulletin
October 23, 2009
Workshops/Meetings/Events/Deadlines coming up soon
10/24
Make A Difference Day
http://www.usaweekend.com/diffday/aboutmadd.html
10/27-28 Workshop: Grant writing for environmental improvements in Beaufort
http://www.nccoastaltraining.net/Course-Catalog/Coastal-Training-Events/FundingEnvironmental-Improvements-In-Your-Communi/138.aspx.
11/4-6 Transportation Planning Conference in Raleigh
http://www.ncsite.org/index_ncsite.html
11/5-6 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
Objectives are…
• What you will do to accomplish your outcomes
• Obtain, Collect, Analyze, Determine, Identify…
• By when?
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.
Outcome Measurement Resource Network
http://www.liveunited.org/outcomes/
The Proposal
Methods
Align reasonably with the needs and the objectives
Clearly describe program activities
If an RFP requires "evidence-based practices," make sure
you know exactly how your funder interprets the term
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.
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.
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 of
Training
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
Personnel (qualifications)
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 “
The Proposal
Methods … the timeline
‘06
Task
D
Identify and Hire Coordinator
X
Identify and Hire Adjunct(s)
X
Tables…
Good
‘07
J
Hire student assistants
X
Purchase items for required systems
set-up (shrimp greenhouse) and
oysters, etc…
X
Install shrimp mariculture system
F
M
A
M
J
J
X
A
S
O
N
D
X
X
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
Coordinator meets with clients to plan
implementation of start-up
projects
X
The Proposal
Methods … activities and responsibilities
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
May
2005
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. Kemp
Development staff
Final reports generated.
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!
Some funders provide a form…
SF 424A
Table 9 : Title III Funded Positions
Position
Year 1
Year 2
Year 3
Year 4
Year 5
Project Director
Activity Director = 70%
Coordinator = 30%
100%
Title III
100% Title III
75%
Title III
25% CCC
50%
Title III
50% CCC
25% Title III
75% CCC
Instructional Technologist
100% Title III
100% Title III
75%
Title III
25% CCC
50%
Title III
50% CCC
25% Title III
75% CCC
100%
Title III
100%
Title III
75%
Title III
25% CCC
50%
Title III
50% CCC
100%
Title III
100%
Title III
100%
Title III
100%
Title III
Master Advisors
Project Staff Assistant
0
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
Dun & Bradstreet
866-705-5711
Applied for DUNs Number?
http://www.dnb.com/us/
Be careful what you ask for…you just may get it.
Thank your program officer!
Remember those who wrote letters? Thank them too!
Carefully re-read your proposal
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)
Write down everything …keep a paper/electronic trail
Thank your program officer!
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…
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