Grant Proposal Writing
Workshop
presented by
Frederic Murray M.L.I.S.
SWOSU Libraries
http://faculty.swosu.edu/frederic.murray/Tribal.htm
Based on an Amigos Library Services, Inc. presentation.
Workshop Objectives
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Understand the elements of a proposal
Understand the grant review process
Identify alternative sources of funding
Understand how Grants.gov works
You Have a Great Idea…Now
What?
• Be sure the project is a priority for
your institution and fits the funders’
criteria
• Be sure your institution fits the
funders’ criteria
• Obtain management/council support
• Allow 12 months from idea to funding
Gathering Background
Information
• The nature of the project & how it will
be conducted
• Staffing & volunteer needs, including
deployment of existing staff & new
hires
• The timetable for the project
• Anticipated outcomes & assessment
strategies
Writing a Grant Proposal
The Grant Proposal Process
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Develop plan of work; identify partners
Obtain management support
Locate potential funders
Shop the proposal:get comments
Submit the proposal
Writing the Proposal
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Keep it simple
Request letters of support early
Proofread
Follow the application instructions
Submit the proper number of copies
A good proposal doesn’t guarantee a grant
Use a checklist
7-12 pages
Elements of a Grant Proposal
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Cover Letter
Executive Summary
About Your Institution
Statement of Need
Project Description
Budget
Appendices
The Narrative
Cover Letter
• Should make the reader want to read
the proposal
• Reference a past contact
• Reference the grant for which you are
applying
• Enclosed is…
• Who signs it?
• 1 page
Executive Summary
• Captures the reader’s attention
• Shows what can be done with the
funder’s money
• Marry your project to the needs of the
funder
• Mirror language that Funders use
• Consider this to be a 3 minute elevator
sales pitch
• Usually 1-2 pages
Executive Summary
• Problem
A brief statement of the problem or need your agency has
recognized and is prepared to address (one or two
paragraphs).
• Solution
A short description of the project, including what will take
place and how many people will benefit from the program,
how and where it will operate, for how long, and who will staff
it (one or two paragraphs).
• Funding requirements
An explanation of the amount of grant money required for the
project and what your plans are for funding it in the future
(one paragraph).
• Organization and its expertise
A brief statement of the history, purpose, and activities of your
agency, emphasizing its capacity to carry out this proposal
(one paragraph).
Statement of Need
• Educates the reader
• Include Statistics and Examples
• The nature of the problem (provide as much
hard evidence as possible)
• Don’t present the problem in unsolvable
terms
• Avoid circular reasoning…
• Discuss collaboration
• Who will benefit-the Institution? User?
Patron? Researchers? Community?
• Why You can do it better than anyone else
Statement of Need
• Presenting facts & evidence
• Short, concise information captures a
readers attention.
Project Description
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Scope
Staffing
Management
Evaluation
Sustainability
Project Description: Scope
• Discuss what you want to accomplish
• Goal vs. Objective
– Goal: Broadly stated accomplishment
– Objective: Specific step towards meeting a
goal
– Activity: Supports the objective
Project Description: Scope
• Goal: Our after-school program will help
children read better.
• Objective: Our after-school remedial
education program will assist 50 children in
improving their reading scores by one grade
level as demonstrated by standardized
reading tests administered after participating
in the program for six months.
• Activity: Testing/6 month period.
Project Description: Staffing
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Board
Staff
Consultants
Collaborators
Volunteers
Project Description:
Management
• Define activities planned to meet
objectives
– Who is responsible for oversight
• Make sure activities match those listed
in the budget
• Plan of work
– Timeline
Project Description:
Evaluation
• Evaluation should be built into the project
• External evaluator
• Results
– Quantitative
• Counted
– Qualitative
• Surveys
• Questionnaires
• Observations
Recall : Gathering
Background Information
• The nature of the project & how it will
be conducted
• Staffing & volunteer needs, including
deployment of existing staff & new
hires
• The timetable for the project
• Anticipated outcomes & assessment
strategies
Project Description:
Sustainability
• How will the project continue?
• How will the organization continue?
• Develop a plan for post-granting
funding
– Long-term funding strategies
• Development Officer
• Capital Campaign
• Additional funding resources
• Continued revenue stream from funded
project
Budget
• Go back through the proposal narrative &
make a list of all personnel & other items
related to the operation of the project
• Requested information usually includes:
– Expense information
– Income information
– Budget narrative-the rationale for the numbers
• The budget is often read first
Worksheet Example
Item
Description
Cost
Executive
director
Project
director
Supervision
10% of salary = $10,000
Tutors
12 working 10
hours per week
for three months
Office
space
Overhead
Requires 25% of
current space
25% benefits = $ 2,500
Hired in month one
11 months at $35,000 =
$32,083
25% benefits = $ 8,025
20% of project
cost
12 x 10 x 13 x $ 4.50 =
$ 7,020
25% x $20,000 = $ 5,000
20% x $64,628 =
$12,926
Appendices
• Bibliographical or statistical information
• What materials best support your
case?
• What materials are requested by the
funder?
– Organizational Chart
– Financial information
– Resumes/cv’s (2 pgs)
– List of Board members
The Grant Review Process
An Overview of the Grant
Review Process
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The process
Criteria for evaluating the proposal
After you get the grant
What to do if you don’t get the grant
Standard Criteria for
Evaluating the Proposal
• Clarity: logical and easy to follow
• Complete: includes all required items
• Internal consistency: parts consistent
with each other
• External consistency: recognize
accepted ideas of the field
• Understanding of the problem and
service methods
Standard Criteria for
Evaluating the Proposal (2)
• Capability: to carry out promised
activities
• Responsiveness: to requirements,
purposes, needs
• Efficiency and accountability: timetable
• Realism: in scope and budget
• Need shown
• Ability to continue project: selfsustaining
After You Get the Grant
• Thank you letter
• Review the budget
• Report at least annually even if it isn’t
required
• Publicity
• Seek a renewal
What to do if you don’t get
the grant…
• Don’t take it personally
• Be sure you understand why
• Find out if you can resubmit later
Types of Funders
Government & Foundations
Government Funders
• Government or tax funds support a
particular program
• Are subject to legislative oversight
– Rules & Regulations
– Standard guidelines
– Lots of forms
• Are the largest grantors
Foundations
• Foundations
– General purpose: Ford, Mellon, Rockefeller
– Special-purpose: single purpose determined by
establisher
– Company-sponsored: within for-profit company
– Public charities: local operations
– Community: apply only in their city/region
– Family: usually administered by family attorney
Limits on Foundation
Support
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Type of program funded
Geographical area
Minimum/maximum funding
Type of organization that can receive
grant (now usually incorporated nonprofit organizations)
Important to remember for
all Funders
• Money is getting tighter and resources
are becoming more limited
• More people are applying for funding
• Funders are having to become more
critical in the review and assessments
of proposals
Locating Funding Resources
• See Website
• Build your own funding information file
• Narrow by:
– Policy
– Giving Record
– Location
Network with Others
• Take advantage of opportunities to
meet with program officers
• Contact funding agencies directly
– If appropriate!
• Talk to others who have applied for
grants
Managing your Grant
Managing your Project
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Meet reporting requirements timely
Time recording
Monitor accomplishments
Mention funder in publicity and
publications
• Report staff changes and budget
changes
• Digital Tools
Reporting Requirements
• Obtain guidelines from the funder
• Foundation requirements
– Short report and revised budget with actual
expenditures
• Federal requirements
– Annual financial reports
– Interim and final financial and narrative reports
– Copies of documents generated through grant
funding
If You Don’t Report
• Funds put on hold
• Audit! (can happen to the Best of Us)
• Decreased chances of future grants
The Bright Side of Reporting
• Activity reports for management and
boards
• Statistics for annual and other reports
• Opportunities for publicity
Seeking Continued
Funding
Seeking Continued Funding
• Will current funder support? (or one
time only)
• Start planning the day you get first
grant
• Start writing 6-12 months before
deadline
• Pre-review subsequent grant
Grants.gov
Grants.gov
• Required by all federal funding
agencies
• Institutions must register
• Individuals must register
• Strict guidelines for submission
Institutions must register
• Need DUNs number (Data Universal
Number System)
• Register with the Central Contractor
Registry (CCR).
• Create a User name & password with
ORC, the Grants.gov credential service
provider
• Register with Grants.gov using the
ORC name & password
Individuals must register
• Grants.gov will send an email to your
designated POC (Point of Contact)
• POC responds to email to designate
individual to be Authorized
Organization Representative (AOR)
• AOR receives notification of AOR status
and can begin grant submission
Grants.gov Registration
Checklist
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I have my organization’s DUNS Number.
My organization is registered with CCR
I know my E-Business POC.
I have registered with ORC, the Grants.gov
Credential Service Provider (CSP).
• I have used my Username and Password to
register with Grants.gov.
• I have obtained authorization from my
organization's E-Business POC.
• I have secure access to Grants.gov and I’m
ready to begin.
Strict Guidelines for
submission
• Organization of grant
• Format of files
• Grants.gov Application Tutorial
Thank You!