Dr. Linda Mason
Oklahoma State Regents for Higher Education
http://www.okhighered.org/grant-opps/
lmason@osrhe.edu
405-225-9486
What you will learn:

Types of Grants

Locating Grants

Assessing Eligibility

Planning a Grant

Writing the Grant

Proposal Review and Follow-up

Grant Management

Hiring and Selecting Grant Writers


Monetary award given by a government agency,
foundation, corporation or other entity to fund a
particular project
Generally given to organizations as opposed to
individuals




Special Project – new project or project with
limited timeframe: research, solving a problem,
developing something new, recruiting…
Operating – running program to meet
community needs
Capital/Equipment – specified amount for
construction, renovation, expansion, purchase
land or equipment
Endowments - planned gifts, will or trust, use
the interest only, not the grant itself
% of Total US Giving
Type of Recipient
35
Religion
14
Education
11
Foundations
9
Human Services
8
Health
8
Public and Society Benefit
5
Arts, Culture, Humanities
5
International Affairs
2
Environment/Animals
2
Individuals
1
Unallocated
Source – Giving USA Foundation, 2011.

Government - Federal, State, Local
26 Federal Agencies (900 programs)

Foundations - Second-largest source
238 Oklahoma Foundations;
75,000 private grant making foundations in the US

Direct Corporations or Philanthropists






STARTUP AMERICA PARTNERSHIP http://www.startupamericapartnership.org/
NSF - NATIONAL SCIENCE FOUNDATION – Small Business Innovation
Research, Small Business Technology Transfer –
http://www.nsf.gov/funding/pgm_summ.jsp?pims_id=13371
NIST – NATIONAL INSTITUTE OF STANDARDS AND TECHNOLOGY http://www.nist.gov/director/ocfo/grants/grants.cfm
EDUC – US DEPARTMENT OF EDUCATION http://find.ed.gov/search?client=default_frontend&output=xml_no_
dtd&proxystylesheet=default_frontend&q=BUSINESS+GRANTS&sa.x
=34&sa.y=9
US DEPARTMENT OF HEALTH AND HUMAN SERVICES – NIH NATIONAL
INSTITUTES OF HEALTH http://grants.nih.gov/grants/guide/search_results.htm?year=active
&scope=rfa
SMALL BUSINESS ADMINISTRATION - http://www.sba.gov/teaming

OCAST OKLAHOMA CENTER FOR THE ADVANCEMENT OF
SCIENCE AND TECHNOLOGY – http://www.ok.gov/ocast/

i2E INNOVATION TO ENTERPRISE – http://www.i2e.org/

EDGE ECONOMIC DEVELOPMENT GENERATING EXCELLENCE http://www.ok.gov/edge/


Partnerships with higher education institutions, i.e., US
Department of Labor Trade Adjustment Assistance
Community College and Career Training Grants Program http://webapps.dol.gov/search/AdvSearch.aspx?search_term
=TAACCCT&offset=0&agcoll=&agcate=&agency_name=DOL
&submit1.x=24&submit1.y=9
Higher education institutions’ CENTERS FOR BUSINESS AND
ECONOMIC DEVELOPMENT
Finding the right grant opportunity is most of the time
consuming work in grantsmanship. Plan to spend at
least half to two thirds of your time in:



finding the agency
investigating previous projects that the agency
has funded
learning about the grant proposal
requirements
1. Become familiar with your chosen grant funders.
2. Search locally first.
SHOTGUN APPROACH vs. RIFLE APPROACH
SHOTGUN: Shoot a scatter shot and see what falls.
Look for funding agencies, investigate what they fund,
and apply for something from the agency. Your goals are
broad enough to be modified to fit their goals.
RIFLE: Take careful aim at one specific target.
Look for funding agencies that fund only what you want.
Search for an exact match to fund your project using
your specifically stated goals.

Pick the federal agencies that will serve you – read about
them, talk to knowledgeable people

Pick 6-12 foundations that will serve you – read about them,
ask people

Look at these resources on a regular basis, at least 1 x per
month.
http://www.grants.gov
http://fconline.fdncenter.org


Foundation Centers – Oklahoma City, Tulsa, Muskogee, Enid,
Durant, and Norman http://foundationcenter.org/collections/
Find model programs and interview the directors!
A search engine is a data base that you may use to
find information by using key identifying terms.

Grants.gov – www.grants.gov

Google – www.google.com

COS-Pivot – Community of Science Pivot @ http://pivot.cos.com/

SPINPlus – InfoEd @ www.infoed.org

Foundation Center Online – www.fconline.fdncenter.org/

Foundation Grants to Individuals – www.gtionline.fdncenter.org/

Grant Services – www.grantservices.com

FedBizOps - www.fedbizopps.gov/

Charity Channel – www.charitychannel.com

Goodsearch.com (Yahoo) – www.goodsearch.com
All federal funding agencies and most foundations send
eNewsletters with their grant information.


Grant Opportunities for Oklahoma Higher Education –
www.okhighered.org/grant-opps/ (weekly announcements)
GRANT NEWS – Oklahoma State Regents for Higher Education (monthly
announcements of grants obtained)

Philanthropy News Digest – www.foundationcenter.org

Philanthropy News Network Online – www.pnnonline.org

Chronicle of Higher Education – chronicle.com/

Don Peek (schools) – www.schoolfundingcenter.com

Faith Based and Community Initiatives Digest – c._lyn_larson@hud.gov

GuideStar Newsletter - messages@guidestar.org

Grant Opportunities for Oklahoma Higher Education –
www.okhighered.org/grant-opps/
(click on Grant Resources)

Cleveland State University -

National Endowment for the Arts -

Grant.gov (all federal grants)-

University of Wisconsin at Madison -
www.csuohio.edu/uored/FUNDING/other-fs.html
http://arts.endow.gov/federal.html
www.access.gpo.gov/su_docs/fedreg/frcont07.html
http://grants.library.wisc.edu/organizations/proposalwebsites.html

Funders Online (Europe’s philanthropists) -

FundsNet Online - www.fundsnetservices.com/

Open Directory

www.fundersonline.org/grantseekers/
www.dmoz.org/Society/Philanthropy/Grants/GrantMaking_Foun
dations/

Oklahoma Foundations – www.grantmakersofoklahoma.org

Foundation Center at Tulsa City-County Library

Foundation Center at Oklahoma City University Library

Foundation Data Book (all foundations by state)-

SSTI Weekly Digest (State Science and Technology Institute,
Ohio) - http://www.ssti.org
http://www.tulsalibrary.org/foundation_center/
http://www.okcu.edu/library/center.aspx
www.foundationdatabook.com/

Federal Register Notice
www.access.gpo.gov/su_docs/fedreg/frcont
07.html

Catalog of Federal Domestic Assistance 12.46.245.173/cfda/cfda.html

IRS Form 990 – www.grantsmart.org

Foundation Directory –
www.foundationcenter.org

Annual Reports

Funder’s Guidelines

Agency Websites

Contact the Funding Agency by phone or email

NSF AWARDS ABSTRACTS –
http://www.nsf.gov/awardsearch/

NIH AWARDS ABSTRACTS http://report.nih.gov/award/organizations.cfm

RePORT – Research Portfolio Online Report Tools
http://projectreporter.nih.gov/reporter.cfm
1.
Read the RFP.
2.
Read the RFP.
3.
READ THE RFP.
4.
READ THE RFP!
5.
READ THE RFP!!!

RFP – Request for Proposal

RFA – Request for Application

FOA – Funding Opportunity Announcement

Application

Solicitation

Grant proposal guidelines

Application

Eligibility
◦ Type of organization
◦ Geographic restrictions
◦ Population

Size of Award
◦ Sufficient amount to complete program activities
◦ Number of grants
◦ Award size and duration

Project Focus
◦ Project complements funder’s goals and priorities

Type of Activity
◦ Specified use of funds

Restrictions
◦ Matching funds
◦ Expenditure limitations
◦ Evaluation requirements



Explore NSF award data:
http://dellweb.bfa.nsf.gov/
Look at NSF Transforming Undergraduate
Education in Science, Technology, Engineering and
Math:
http://www.nsf.gov/funding/pgm_summ.jsp?pims_
id=5741
Read grant solicitation

Alternative to a call or visit (Investigate
organization to find preference)

Do homework before the letter for previous
funding history, types of projects, amounts

Provide information about your organization

Provide information about your proposed project

1-2 pages!

Par 1 -- Who are you? Mission, organization, you
are seeking funds

Par 2 -- Why this agency? You understand their
priorities

Par 3 -- What is the need? Clear and brief

Par 4 -- What's the plan? Bullet goals/objectives

Par 5 -- Why fund you? Uniqueness, qualifications

Par 6 -- How much? Broad categories

Par 7 – Closing – thank you, contact information,
whether you will follow up with a phone call
The Grantsmanship Center

8 Reasons You Will Get Funded http://www.youtube.com/watch?v=S_KJZaoUbxU&f
eature=youtu.be

Introduction
◦ Why you are writing
◦ Mission and population served

Needs
◦ Demographic and statistical evidence

Project Description
◦ Link funder’s priorities and project goals

Solution
◦ How it addresses need
◦ Best practices

Project Plan
◦ Activities, timetables, methodology

Organizational Capacity
◦ Ability and commitment
◦ Previous work and staff qualifications

Budget
◦ Funding request, organizational support and other
resources

Sustainability
◦ Project continuation




Start with an innovative idea that addresses a
specific challenge and/or need (purpose).
Start documenting need. Social/economic
costs, beneficiaries, nature of the problem,
impending implications?
Scan and identify grant opportunities.
….Or go backwards: start with a grant
opportunity and develop it into a proposal

Target a grant
o
Make contact with grantor agency!
o
Make sure your focus aligns to the grant criteria
 Review successful and recent awards.
 Identify partners, define roles and build partnerships
as well as community support. It is a BEST PRACTICE
to collaborate with partners for more impact. Many
agencies and foundations require collaboration.

What do we want to do?
Improve mathematics and science learning for low
performing students.

Why?
Because their grades are lower. Because their test
scores are lower when they enter the school.
Because they struggle to stay in school. Because
they drop out in high numbers. (says who?)

How do we want to help?
Tutors
Cohort groups
Faculty mentors
Engage students in math and science activities,
research, projects

Why?
These are the best practices for improving learning
and retention (says who?)

The Grantsmanship Center - Make a checklist http://www.youtube.com/watch?v=wN737SGEHgo
&feature=relmfu

Institutional Support

Letter of Inquiry

Letter of Intent

Transmittal Letter

Title Page

Abstract

Table of Contents

Project Description

Evaluation Plan

Dissemination Plan

Budget

RCR Training Plan

Proposal Summary/Abstract

Project Description
◦ Statement of Need or Significance




Problem and Background – research support – national, state, local
Preliminary research or pilot project
Statistical data, opinion of an expert, anecdotal story or testimonial
References, bibliography
◦ Purpose(s)
 Goal(s)
 Objectives
◦ Methodology
 Design and Timeframe

Work charts of activities, responsibilities, dates

Personnel titles and descriptions
◦ Resources
 Partners - Organization/Partner Organization Descriptions
 Personnel – Resumes of all personnel and partners
 Institutional support – Commitment letters, institutional descriptions
and data
 Community support
 Prior funded projects
◦ Evaluation Plan
 Internal and External Evaluators

Quantitative and Qualitative Measures Aligned to Goals

Formative Evaluation Techniques

Summative Evaluation Techniques

Measures
◦ Dissemination plan
◦ Budget and Budget Narrative
 Budget form
 Narrative budget explaining each numerical item in detail
Attachments
(bibliography, resumes, brochures, annual budgets,
IRS determination documentation…..)
Planning a Grant Proposal
Compelling Needs Statement
Heart of your entire case for support!
Capture attention!

Statistics Tell
◦ How much?
◦ How many?
◦ How often?
◦ How severe?
◦ How costly? …but don’t overwhelm! Short!

Sources
◦ US Census Bureau: www.census.gov
◦ Bureau of Labor Statistics: www.bls.gov
◦ Oklahoma Department of Commerce: www.okcommerce.gov
◦ Employment Security Commission: www.oesc.state.ok.us
◦ Local Chambers of Commerce, nonprofits, professional
associations
◦ Oklahoma Regents for Higher Education: www.okhighered.org
◦ Oklahoma Education Information System (OEIS)
http://www.okhighered.org/studies-reports/
◦ National Center for Educational Statistics (NCES) – College & Career
Tables Library, part of DataLab - http://nces.ed.gov/datalab
◦ What Works Clearinghouse; ERIC education database; ten Regional
Educational Laboratories; national Research and Development
Centers - http://ies.ed.gov/
◦ (OK) Education Oversight Board - www.schoolreportcard.org/
◦ Local universities, school districts (less reliable – state and national
data verified)

Statistics
◦ Approximately ___women were murdered in the US by their
husbands or boyfriends in 1993.

National Need Compared to Local Need
◦ In the US, is estimated that ___percent of teenagers have
tried drugs by age 17; this means that at Glory Side school
___ of seniors may have…..

Leader/Expert Quotes
◦ Dr. Flock said children who witness spouse abuse have a ___
percent chance of ….

Case Statements
◦ Mary Quick, a typical Family Outreach Center client, suffers
from …..

Write simply http://www.youtube.com/watch?v=GdVd9RXr0Ss&f
eature=relmfu
When 24-year-old Tyesha Penn decided to
attend Tulsa Community College – Metro
Campus (TCC-Metro), she almost quit before
walking through the door. Trying to navigate
the complexities of enrollment through the
Internet, Tyesha, an African-American single
mother of two, found the process
overwhelming. “I was confused,” she says. “I
wanted to go back to school for a better
future for my kids, but I felt like I was in over
my head.” With an income of…
Seventy-five percent of high school seniors intend to
go to college. Of those, 43 percent actually enroll in
college, and one-third of these becomes a STEM (science,
technology, engineering and mathematics) majors
(Science and Engineering Indicators, 2002). College
freshmen who plan to pursue a career in STEM disciplines
too often become discouraged, sidetracked into other
majors, or committed to other life-style choices and fail
to matriculate to graduation. Regional universities in
Oklahoma retain 67 percent of all first year, full-time
freshmen, but graduate only 29 percent (OSRHE 19992000). Barriers to retention of all students in college apply
as well to STEM students…
Drug treatment has fallen short of getting
most treated hypertensive to go (BP below
140/90 mm Hg). A highly promising
behavioral treatment is guided breathing,
which involves a device that guides the
patient to slow the breathing rate 6 to 10
breaths/minute (the typical respiration rate is
16 breaths/minute or more). The guided
breathing intervention is typically used….
The Johnsonville School District has the
highest high school dropout rate in the state
of Texas. The district has found that the
three most common reasons students drop
out of high school are failing grades, a lack of
interest in school, and a lack of parental
support. To combat the dropout problem, the
Johnsonville School District is seeking grant
funding to implement the Stay in School
Program district-wide. The program will…..

Write your needs statement.
What you plan to do to
address the need.

What?
◦ Goals and Objectives

Why?
◦ Best Practices/Effectiveness

How?
◦ Tasks/Activities

Who?
◦ Qualified Program Personnel

When?
◦ Time Line

Goals - Broad statements reflecting ultimate results
of accomplishment.
◦ Decrease dropout rate….Increase retention rate….

Objectives – Measurement of what the organization
will do to accomplish goal.
◦ Hold 54 tutoring sessions for….between Sept. and May

Activities - Specific Tasks or Strategies
◦ Design and develop tutoring model …
◦ Analyze 100 samples of..

Outcomes – Measure change as a result of project.
◦ 85% of students participating in….returned to school…

Write 1 goal and 2 objectives.
Goal:
Primary goal of the Meal Consortium is to allow
homebound elders to live independently.
Objective:
Increase number of individuals using the Meal
Consortium by 5 percent.
Activity
Date
Responsibility
Method
Benchmark
1. Increase
social service
referrals and
follow-up
75% of
homebound
elders.
October
2005
Project Coordinator
Flyers,
posters,
mailings,
visits,
phone calls
Weekly contact
to every elder
2. Increase
direct care
services
August
2005
Project Coordinator
Hire
assistant,
double
initial home
visits
Double service
activities log
Activity
Month
1 2 3 4 5 6 7 8
1.
Hire coordinator
***
2.
Recruit two social workers ****
3.
Identify target elders
************

Make a timeline.

Who will manage the project?

Who will be involved in the project?

What are their qualifications?

What are their responsibilities?

What is the management/organizational
structure for the project?

Are you using existing personnel or hiring
someone after the award? If hiring, add a job
description

Assure funding agency you have the qualified staff
to carry out the project.
◦ Job Description
◦ Vita or Resume
◦ Key Responsibilities
◦ Project Experience
◦ Organizational Chart




Are goals/objectives/activities logically derived
from needs statement?
Have you explained why you selected activities or
methods?
Is the timing and order of events clear and
understandable?
Is it clear who will perform specific activities? Are
they fully qualified?

Are proposed activities feasible considering
resources?

Is the proposal easy to read?
www.plainlanguage.gov/

How organization is structured and the resources
available.
◦ Key personnel
◦ Organizational structure
◦ Finance
◦ HR
◦ Unique features, i.e. volunteers, student workers,
leveraging other workers. For example, SE ranked 6th in
the nation in Native American graduates in 2011.
Write your management plan, description of
personnel, organizational chart, and description of
institution and partners.

Documenting Results and Impact

Strengthens proposals in eye of reviewers.
◦ What works best.

Learn what is going well and what is not.
◦ Program improvement during the project

Ensures project is operating effectively.
◦ Recipients of public trust.

Create a replicable model for others to use.

What questions will evaluation answer?

What are the specific evaluation plans and time frames?

What data will be collected?

Who will be evaluated/what will be measured?

When will data be collected?

What strategies, tools, or instruments will be used?

Who will conduct the evaluation?

Who will write and receive the report?

How will the information be used to improve the project?

Internal versus external evaluator – or both

Funder requirements
◦ External outside entity


Funding availability – rule of thumb =
approximately 10% of project cost
Qualified candidates
www.okhighered.org/grant-opps/ (click on
Grant Writing Resources)

Quantitative
◦ Number driven
◦ Bottom line
◦ Products

Qualitative
◦ Quality
◦ Perceptions and
experiences of
participants
◦ Adjust programs and
procedures



Formative Evaluation
 Ongoing process of measuring project effectiveness
 Regularly scheduled data collection – monthly, yearly?
 How well completing project activities - timeline
Summative Evaluation
 Final results – each year or at end of total project
 Length of grant
 Goals and Objectives
Instruments - a description of scales to assess attitudes, skills and
other outcomes related to STEM fields http://www.pearweb.org/atis/tools/browse?middle=true

Methods - some simple ways to analyze outcome
data - http://tinyurl.com/Analyzing-Outcome-Data

Write a brief evaluation plan.

How will you share information about project
discoveries and resources?

Who will you target?

What communication tools will you use?
Communication Tools
◦ Name the state and national conferences
◦ Publications, i.e. journal articles (name 3 journals)
◦ Newsletters, mailed announcements (name them or make up
your own newsletter and mailing list)
◦ Web Sites (existing ones and your own)
◦ Social media, Pod casts, Wikipedia, Blogs, Webinars (use OK
OneNet)
◦ Interactive Television; Videoconferences (use OK OneNet_
◦ Commercial Television Ads or Public Service Announcements
◦ News Releases – write them, published free
◦ Newspaper Ads - pay
◦ Community Organization Meetings – short presentations
◦ School Classes – guest speaker
◦ Speakers’ Bureaus
◦ Posters, billboards, public bus ads, bus-stop ads - pay

Write a brief dissemination plan.
Budget justifies expenses and
aligns with proposal narrative.

Establish budget period.

Estimate expenses.



Decide whether and how to include overhead or
indirect costs. Remember that overhead costs are
real!
Estimate donated goods and services based on
real costs and valid sources.
Estimate project revenues.

Consider: Implementation, continuation, and
phase-down costs.
◦ Salaries and increases.
◦ Utilities, insurance, rental space, and equipment.
◦ Food, transportation, and telephone.
◦ Evaluation systems, audits, accounting systems, and
dissemination activities.
◦ Materials and supplies.

Shared by all of the program and entity but difficult to
assign specific amounts to any one program, i.e.:
◦ Liability Insurance
◦ Copier Lease
◦ Financial Management
◦ Security
◦ Utilities
◦ Parking space

Recovery of indirect costs:
◦ Funder’s guidelines
◦ Organization guidelines

Read funder’s definition carefully.
◦ Can the match be an in-kind contribution (i.e., goods,
facilities or services)?





Personnel
Fringe benefits
Travel
Equipment
Supplies
•
•
•
•
Contractual
Construction
Miscellaneous
Indirect Charges

Cash match (hard cash)

Work with business manager to explore:
◦ General operating funds
◦ Specialized allocations
◦ Other state or federal grants (allowable)
◦ Private sector grants
◦ Set up a fund internally for matching
1.
2.
3.
4.
5.
6.
7.
0 mistakes! (at least 3 proofers)
Consistent format – numbers, dollar signs, decimals,
commas
Ask for enough, but just enough.
Clearly justify your figures with real estimates, real
travel locations, real mileage, real salaries (no
estimates).
Tell your story. If someone cannot understand your
project from reading your budget, start over.
Include ALL project costs, ALL internal contributions,
ALL partner contributions, and plans for sustaining the
project.
When you do not have a person hired for a position,
include a clear job description.
Period of Grant
Income from Fundraising
1998
Actual
1999
Actual
2000
2001
2002
2003
2004
Direct Mail
35,444
39,696
50,000
70,000
100,000
110,000
120,000
Events
57,414
43,211
50,000
57,000
75,000
100,000
110,000
Major Donors
26,600
20,000
40,000
77,000
120,000
170,000
175,000
United Way
70,000
232,938
182,000
182,000
182,000
190,000
200,000
Corporations
11,500
95,751
145,000
185,000
195,000
200,000
210,000
120,000
80,000
50,000
This Grant
Other Foundations
18,428
25,760
20,000
90,000
140,000
160,000
170,000
Community
33,036
51,031
60,000
92,000
138,000
120,000
125,000
252,422
508,387
667,000
833,000
1,000,000
1,050,00
0
1,110,000
TOTAL
Present your budget in 4 different ways:




Narrative format (a short summary that refers
to percentages and precedes the standard
format).
Visual format, such as a pie chart that reflects
the percentages mentioned in the narrative.
Standard numerical format.
Budget justification (details about each
numerical item and follows the standard
format).
The overall annual budget for the Center for
Women and Children is projected to be $465,000.
Of this amount 53% is for salaries and benefits, 37%
is for programs and services to women and children,
and 10% is for administration and fundraising.
Item
A.







Annual Expense
Personnel (Salaries, Wages)
Executive Director
Administrative Assistant, .5 FTE
Program Director
Program Assistant
Development Director
Membership Coordinator
Office Assistant
Total Personnel
B.
Benefits Medical/dental coverage
C.
Contractual
 1. Web design and maintenance
 2. Accounting (monthly)
$65,000
$22,000
$38,000
$32,000
$38,000
$32,000
$26,500
$183,500
$22,000
$11,500
$
500

Thoughtful narrative per each item

Summary overview

Discuss any significant increases or decreases
compared with last year's or next year's budget

Important figures (such as a high per unit cost).
For example, if your $250,000 organization has a
$75,000 increase in rent, explain why. If you
hire a manager at ½ the salary, explain why and
how much full salarie would be.
Executive Director, Dr. Joan Smith - The budget
request is for .5 FTE director @ $95,000 annual
salary plus fringe at 28%.
Administrative Assistant, Ms. Mary Smith - The
budget request is for .5 FTE administrative assistant
@ $37,500 annual salary plus fringe at 22%. She
will be .5 FTE for the Oklahoma GEAR UP
Program at the same time. Office space is being
contributed to the project by the Oklahoma GEAR
UP program.
If you are new to budgeting or want to take a
moment to be sure that you are up-to-speed on
preparing a budget, there are sources available
on-line that have good budget examples. One
tutorial may be found at the Foundation Center's
website
http://fdncenter.org/learn/classroom/pro
p_budgt/index.html
Work with your budget officer!

Create a budget and budget forms.

Plan required

NSF

NIH

8 hours

Live methods: not all online

Research faculty

9 topics

Single contact record keeper
◦ conflict of interest – personal, professional, and financial
◦ policies regarding human subjects, live vertebrate animal subjects in
research, and safe laboratory practices
◦ mentor/mentee responsibilities and relationships
◦ collaborative research including collaborations with industry
◦ peer review
◦ data acquisition and laboratory tools; management, sharing and ownership
◦ research misconduct and policies for handling misconduct
◦ responsible authorship and publication
◦ the scientist as a responsible member of society, contemporary ethical issues
in biomedical research, and the environmental and societal impacts of
scientific research
◦ Organization's IRS determination letter
◦ DUNS number – fedgov.dnb.com (Dun & Bradstreet)
◦ Central Contractor Registry (CCR) – www.ccr.gov –
E-Business POC – M-PIN password
◦ AOR – Authorized Organization Representative (CEO)
◦ Board members and affiliations
◦ Contributions of Board Members
◦ Organization’s budget
◦ Organization brochure/current newsletters
◦ Latest annual report
◦ Strategic plan
◦ Supplemental funding sources
 Letters of commitment

Must have substance!

Avoid duplicate wording

All partners

Major personnel and consultants

Include
◦ Need perspective
◦ Why proposal will solve need
◦ What support will they provide the project?





Donate equipment/funding
Hire graduates
Identify participants
Serve on committees
Sustain after the grant period

Write a sample letter of commitment.
 Proposal initiative
◦ Project name, funding competition

Statement of need

Goals

Measurable objectives

Key activities

Impact on problem
◦ What will improve and how many will project impact over
project duration.


Short – 1 paragraph to 1 page
This is the summary that is sent to your local
congressional office, and they use it to send out
news releases. It should have all important
information but no proprietary information.

Oklahoma DOES NOT have a central point of contact
requirement except for Homeland Security funds

Read submission requirements early

Individual or Partnership
◦ Drives grant/process
◦ Clearly defined roles
 Lead organization
 Subcontract
 Fiscal sponsor
◦ Plan Ahead (submit at least 1 week early)
◦ Follow Funder Process




Application Instructions
Technical requirements
Checklist
Electronic (Electronic takes TIME, sometimes days or weeks!) or Paper

Create checklist of required items and supplements.
◦ Proposal elements
◦ Criteria
◦ Technical requirements (proof font, tabs, margins, style)
◦ Submittal requirements (hard copy, e-copy)
◦ Budget



Outside readers evaluate.
New pair of eyes to evaluate work. Get three persons to
review: one close, one semi-close, and one cold. Try a
teenager or a grandmother.
Track submission with follow-up note, call, or electronic
verification.

1
Project Description – Statement of Need

2
Project Description – Solution:
methodology, timeframe, workcharts of
activities, responsibilities, dates

3
Resources – Organization description,
partners descriptions

4
Personnel – List of titles, responsibilities,
resumes

5
Institutional Support – institutional
support description, previously funded
projects

6
Community Support – Leveraging other
project resources

7
Budget – Budget form, budget narrative,
graphic representation, budget summary,
inkind support of gifts

8
Evaluation Plan – Description of plan,
description of external evaluator,
external evaluator resume, evaluator
commitment letter, advisory committee
members

9
Dissemination Plan – methods, timeline,
budget requirements

Guidelines vary by entity

Selection criteria and scoring
◦ Published in solicitation and federal register
◦ Available from Program Director

Peer review

Let’s review the document we have created.






WHY?
Learn to write better
grant proposals
Learn about the funded
grants of the agency
Learn the process and
improve your odds
Network with others like
you
Simplify your writing
Provide a service




HOW?
Tell the recipient of a grant
Email the funders, program
director, head of agency
Apply online – provide a
vitae and short synopsis of
why you may be of help
Need not have grant
experience, just content
expertise

Proposal is Accepted
◦ Yay!!!
◦ Negotiated. This is VERY OK!!!

Proposal is Rejected
◦ Have 8 hours of depression and regroup.
◦ Obtain reviewer comments.
◦ Make personal visit.
◦ Plan a resubmission with improvements.
◦ All might not be lost...
 Write Thank You
In either case, keep writing. BE PERSISTENT!
Consider it planting a seed for future growth.
CRITICISMS
CLARITY
BETTER PLAN

Financial Administration Critical
◦ Determine allowable/unallowable costs
◦ Maintain records
 Financial and staff
 Publicity
◦ Determine cost accounting standards, OMB Circulars






Accounting
Procurement
Personnel
Property management
Travel
Reporting
Using an outside grantwriter may seem to be
the best method of success in grant seeking,
but maybe not… Ask:



Does our organization have the skills required for
this project? (no = hire)
Is this a short term project or require long term
commitment? (long term = in house)
Does this project require outside objectivity? (yes
= hire)





PROs
On time
On budget
Honest
Attention & time
given to project
Experience





CONs
External values
Have to gain
knowledge
Lack of passion
Lack of
relationships
Expensive with no
guarantee








Prepare a one-page Scope of Work
Get referrals
Cost, Confidentiality Statement, Code of
Ethics
Pay a fee, not a % - same amount whether
grant is funded or not
Interview 3 at your expense
Select based on chemistry, calendar, cost
Turn loose! Let the professional work.
Final report - hours spent on meetings,
research, writing - costs of materials,
postage, copying
Linda Mason, Ed.D.
Oklahoma State Regents for Higher Education
lmason@osrhe.edu
405-225-9486

Joseph Barbato and Danielle S. Furlich, Writing for a Good

David Bauer, The “How To” Grants Manual: Successful

Alexis Carter Black, Getting Grants: The Complete
Cause: The Complete Guide to Crafting Proposals and Other
Persuasive Pieces for Nonprofits, Simon and Shuster, 2000.
Grantseeking Techniques for Obtaining Public and
Private Grants, 3rd, Oryx Press, Phoenix, AR, 1995.
Manual of Proposal Development and Administration,
Self-Counsel Press, Bellingham, WA, 2006.

Bev Browning, Grant Writing for Dummies, 2nd., Wiley
Publishing, Hoboken, NJ, 2005.

Mim Carlson, Winning Grants Step by Step, Jossey-Bass
Publishers, San Francisco, 1995.

Arlen Sue Fox and Ellen Karsh, The Only Grant-Writing
Book You’ll Ever Need, Publishers Group West, 2006.

Kenneth Henson, Grant Writing in Higher Education: A
Step-by-Step Guide, Prentice Hall, 2003.

“Hiring and Working With Grantwriters and Consultants:
Know What You Need and Let Them Do It!” – Linda Hauser,
Wednesday, May 04, 2005, http://charitychannel.com/.

“Positioning Grant Writers For Success” - www.raise-

“The Buck Starts Here” – Karen Markin, The Chronicle of

“Know the Process, Improve Your Odds” – Brian Cobb and

“Lessons in Evaluation: How Serving on Grant Panels Could
Make You a Better Writer” – Jennifer Phelps, July 7, 2004,
funds.com/040202forum.html
Higher Education, February 21, 2005.
Stacy Abate, February 22, 2006.
http://charitychannel.com/.
http://charitychannel.com/.

“Lets Ask for One Million Dollars or Why Successful
Grantsmanship Isn’t Like Buckshot” – Katherine Felts, April
8, 2003, http://charitychannel.com/.

“Tips for New Grant Writers” – Shelly Uva, March 12, 2002,
http://charitychannel.com/

Oklahoma State Regents for Higher Education - www.okhighered.org/grantopps/

NCURA YouTube - http://www.youtube.com/user/NCURA1959

Training Videos http://www.onenet.net/ops/streaming/brown_bag/brown_bag_index.html

YouTube - Grant Writing -http://www.youtube.com/

The Art of Grantsmanship - http://www.hfsp.org/how/ArtofGrants.htm

The EPA Grant Writing Tutorial http://www.epa.gov/seahome/grants/src/msieopen.htm

Writing Winning Proposals, the US Department of Energy http://www.leeric.lsu.edu/sample.pdf

Association of Fundraising Professionals - http://www.afpnet.org/

National Science Foundation – http://www.nsf.gov

The Foundation Center - http://fdncenter.org/