GRANT WRITING PREPAREDNESS:
WEBINAR SERIES
Format
Presentation by seminar speaker ≈ 45 min
Question and answer session ≈ 15 min
This Webinar will be recorded and made available through our websites along with copies of the slides
Please use the chat feature to ask questions.

GRANT WRITING PREPAREDNESS:
WEBINAR SERIES
A collaboration:
• Shared Action
AIDS Project Los Angeles
• C4H Project
Asian & Pacific Islander
American Health Forum
•The California STD/HIV
Prevention Training Center

GRANT WRITING PREPAREDNESS:
WEBINAR SERIES
Shared Action www.
sharedaction .org
C4H Project www.
capacity4health .org
The California
STD/HIV Prevention
Training www.
stdhivtraining .org
Logic Models
4/06/11
Selecting EBIs/PHS
4/11/11
Developing an
Evaluation Plan
4/12/11
Grant Writing
4/15/11

WAS DEVELOPED BY:
A Capacity Building Assistance Program at
AIDS Project Los Angeles in collaboration with UCLA’s Center for HIV Identification,
Prevention and Treatment Services

Funded by The Centers for Disease Control and Prevention
(CDC) to provide FREE trainings and one-on-one technical assistance for community-based organizations (CBOs) on:
(1) Organizational Infrastructure and Program Sustainability,
(2) Evidence-Based Interventions (EBIs) and Public Health
Strategies, and
(3) Monitoring and Evaluation.

Rosemary C. Veniegas, Ph.D.,
Assistant Research Psychologist
Funded by the Centers for Disease Control and Prevention
6

• To familiarize participants with grant preparation steps;
• To review examples drawn from recent available funding opportunities.

• Businesses
• Private Foundations
• Public/Government
– Local Health Jurisdiction
– State
– Federal

• CDC Human Immunodeficiency Virus (HIV)
Prevention Projects for Community-Based
Organizations Funding Opportunity Number:
CDC-RFA-PS10-1003
• SAMHSA Capacity Building Initiative for
Substance Abuse (SA) and HIV Prevention
Services for At-Risk Racial/Ethnic Minority
Young Adults Request for Applications (RFA)
No. SP-10-004
• These RFAs are now closed and are not accepting applications.

• Letter of Inquiry (Usually required for foundation proposal)
• Cover Form (Usually requested for government proposals)
• Cover Letter
• Table of Contents
• Executive Summary/Abstract
• Statement of Need/Background
• Project Description (Goals, Objectives, Target Group, Preliminary
Data, Data Analysis, Methods, Evaluation)
• Budget/Budget Justification
• Organizational Information
• Conclusion/Summary
• Appendices and Attachments

• Board member
• Executive Director
• Finance Manager
• Project Manager/Director
• Administrative staff
• Collaborative partners
• Reps from target population
• Grant writer(s)
• Proposal Coordinator

• Determined by funder
• State why your agency is a good fit for the funder
• Acknowledge prior funding (if applicable)
• Request the specific amount
• Describe the need and methods

CDC Human Immunodeficiency Virus (HIV) Prevention
Projects for CBOs
• Letter of Intent (LOI)
• Prospective applicants are asked to submit a letter of intent (LOI) electronically at http://www.cdc.gov/hiv/topics/funding/PS10-1003 that includes the following information:
– Name, address, and telephone number of the applicant’s executive director and a secondary contact
– Statement identifying which category the applicant is applying under
– Applicant information, including name, address, and DUNS number
– Description of the proposed target population
– Information about which interventions and services the applicant intends to implement through this program
– Statement of whether the applicant intends to apply for the
CBO Monitoring and Evaluation Project.

• Justification of need
– HIV/AIDS data and needs assessment, especially health department data
– Services provided, available
– Target population
– Risk factors
– Responsiveness to HIV prevention plan

• Statement of Need
– Substance abuse and HIV in target population
– Underlying risk factors
– Other factors

Stimulant-Using Men Who Have Sex With Men
– According to the Public Health HIV/AIDS Program
Epidemiology Report, as of May 31, 2009, MSM in general account for 77% of all HIV/AIDS cases in
King County. Black MSM have a greater HIV seroprevalence rate and is more likely to have a late diagnosis of HIV than their White counterparts.
The RARE Project (2003) found that heterosexually identified Black MSM, though hard to reach, were in need of specific prevention services.
( see next slide, continued )

(cont.)
• MSM at highest risk for HIV are those who engage in unprotected anal intercourse (UAI) with casual or anonymous sex partners of different or unknown serostatus. Co-factors that increase risk for these populations include substance use during sexual activity and high rates of other sexually transmitted diseases (STDs), such as syphilis, gonorrhea,
Chlamydia, and herpes. Other risk behaviors include: individuals struggling with negotiating safer sex in serodiscordant relationships or who reduce safety in polyamorous or non-monogamous sexual relationships with trusted partners.

• What information is missing from the statement of need? (Hint: See CDC
Justification of Need components)
– Services Provided
– Responsiveness to HIV prevention plan

• Goals/Objectives
• Methods/Approach
• Outcomes
• Project timeline
• Staffing
• Evaluation
• Project sustainability

• Program Description
– General and specific components
– Effective behavioral interventions (EBIs)
– Counseling testing and referral (CTR)
– Comprehensive Risk Counseling and
Services (CRCS)

• Proposed Approach
– Purpose, Goals, Objectives
– Evidence-based services or practices
– Rationale for choosing above
– Why service/practice is appropriate
– Adaptations
– How it will meet goals/objectives (include logic model)
– Potential barriers
– Sustainability plan

• Agency A will implement d-up for social networks of African American men who have sex with men in identified geographic areas of
severe need including University City and
Millcreek-Parkside. In addition, we will conduct social network HIV counseling, testing and
referral (CTR) using rapid HIV tests for up to
1,000 men in an identified social network. We will collaborate with local businesses and
community leaders to promote CTR.

• Broad statements of desired overall outcomes
• Related to the organizational mission
• Example: Eliminate disparity among Medicaid enrollees and privately insured consumers’ use of prenatal care in Fertile County

• Specific
• Measurable
• Achievable
• Relevant to the mission
• Timed
• Challenging

WHEN
HOW
MUCH
By the end of the contract term
80 %
FOR
WHOM of clients being tested for
HIV
IN
WHAT will complete a satisfaction survey
WHERE
At the HIV
Clinic
Measurable objectives should be REALISTIC!!

• Past history of funding
• Funding across multiple years vs. single year funding
• Diversified funding
• Funding for multiple complementary programs
• Institutional stability
• Low staff turnover
• Proposed program is good fit with mission and capacity

• Agency X has been funded to conduct primary health care services for medically underserved areas since 2000. Our mission is to provide health and social services in communities with health disparities. We currently receive SAMHSA, health department and private foundation funding to operate HIV prevention services through 2014.
The agency has been in existence since 1990. Staff turnover in our HIV prevention programs is less than 10% compared to 50% among other similar agencies.

• Describe the demographics of the population served
• Risk Factors: Attitudes, beliefs, behaviors, culture
• Co-morbidity: Behavioral, psychological, and or socioeconomic situations that indirectly put the target population at higher risk

• Systematically links all program aspects
• Ensures that activities help you meet objectives
• Lists Inputs, Activities, Outputs,
Outcomes, and Impact
• Example
• Exercise

• Job title
• Level of effort
• Annual salary
• Responsibilities
• Experience
• Training needs
• Reporting relationships
• Organizational chart

• Prior work experience in HIV services
• Trained on CRCS
• Prior experience working with people with mental health issues and making referrals appropriate providers
• Additional mental health background is a bonus
• No more than 20 clients for each fulltime (or equivalent) CRCS provider.

• Is the staffing plan realistic, given the objectives and project plan?
• Are the FTEs and salary ranges reasonable to successfully implement the project? If not, will the organization be able to hire the needed staff?
• Are the responsibilities and qualifications
(community competence, methodological expertise) of all project positions clearly defined?
• Do they correspond to the activities outlined in the project narrative and evaluation plan?

• Explain who you are, mission, services provided, history, accomplishments.
• Emphasize why your organization is the best candidate for a grant.

• Applicant Infrastructure, Experience and
Capacity
– History and services
– HIV prevention services current and past
– Measures of programmatic effectiveness
– Staff experience working with target population
– Agency infrastructure to manage award

• History of serving gay and bisexual men
• Social network testing funding
• STD screening funding
• Use of local health jurisdiction webbased data entry

Staff Management and Relevant
Experience
– Capability and experience
– List of positions
– Experience with racial/ethnic populations
– Resources available

• Collaboration involves the joint delivery of project services and involves sharing financial resources
• Coordination of project services involves information sharing, client referrals and joint training/planning, without sharing financial resources.

• Coordination and Collaboration with the State and Local Health Departments and
Community Planning Groups
– Participation
– Partner Services
– STD, Hepatitis, TB
• Capacity Building
– Identified needs in targeted areas

• Process evaluation: assessment of program’s conformity to its design, implementation for reaching the intended audience
• Process monitoring: routine documentation of services provided, resources used and population served

• Outcome evaluation: Measures the effects of a program against its intended goals.
Measures the actual changes in a group.
Shows that the intervention caused these changes.
• Outcome monitoring: collection of data on knowledge, attitudes and beliefs before, during and after program.

• CDC Implementation Planning Tool
• CDC Monitoring and Evaluation Key
Activities

• Nothing in the budget should go unexplained.
• Includes all items paid for by other sources
• Includes contributions of volunteer time
• Details fringe benefits (health and life insurance)
• Includes consultant fees
• Separately details all non-personnel costs
• Is sufficient to perform all tasks in the narrative

• Salaries and Wages
• Fringe Benefits
• Consultant Costs
• Equipment
• Supplies
• Travel
• Other
• Indirect Costs

Submitting the Proposal - Paper
• Overnight delivery: Do not assume it is the best or most secure way to deliver proposal
• US Postal Service: Send way in advance, certified or return receipt
• Hand delivering: Allow time for traffic, building security- sometimes it is not even allowed

• Electronic submission: Detailed guidelines provided by funder
• Often more complex than other submission processes
• Example: Grants.gov Once the proposal is sent, there is a 48 hour time period for monitoring the application to make sure process is complete

• The people reviewing your grant may vary-foundation staff, stakeholders, funders from other programs
• Primary, secondary, tertiary reviewers
• Each application may only get a few minutes of discussion
• Often there is one review coordinator who complies all scores and comments, and summarizes and responds to appeals to decisions

Rosemary C. Veniegas, Ph.D.,
Assistant Research Psychologist
(310) 794-0619 ext. 243
RVeniegas@mednet.ucla.edu
www.sharedaction.org
Funded by the Centers for Disease Control and Prevention
52

GRANT WRITING PREPAREDNESS:
WEBINAR SERIES
Shared Action www.
sharedaction .org
C4H Project www.
capacity4health .org
The California
STD/HIV Prevention
Training www.
stdhivtraining .org
Logic Models
4/06/11
Selecting EBIs/PHS
4/11/11
Developing an
Evaluation Plan
4/12/11
Grant Writing
4/15/11