New & Beginning Farmers and Ranchers Program:
CAPITAL & ACCESS TO CAPITAL
GRANTS & GRANT WRITING
E’licia L. Chaverest, M.S.
Assistant Director
Small Farms Research Center (SFRC)
College of Agricultural, Life and Natural Science
Alabama A&M University
CAPITAL AND ACCESS CAPITAL
Capital is different from money. Money is used simply to purchase goods and
services for consumption. Capital is more durable and is used to generate wealth
through investment.
Capital refers to financial resources available for use.
Grants vs. Loans
GRANTS—You do not have to payback
LOANS-You have to PAYBACK eventually
LET’S FOCUS ON GRANTS
Define Grants
are non-repayable funds disbursed by one party (grant makers), often a
government department, corporation, foundation or trust, to a recipient, often (but not
always) a nonprofit entity, educational institution, business or an individual. In order to
receive a grant, some form of "Grant Writing" often referred to as either a proposal or an
application is required.
Simple: You do not have to payback
Reference: http://en.wikipedia.org/wiki/Grant_(money)
GRANTS AVAILABLE
• The Awesome Foundation Grant—Initiated in 2009.
A series of monthly
$1,000 grants to projects and their creators. The money is pooled together from the
coffers of ten or so self-organizing “micro-trustees” and given upfront in cash, check, or
gold doubloons.
• SSAWG Grants-2014 Farmer Rancher Grant
• Alabama Forestry Forever Grant
Quality of life & stewardship of the land.
• ALA-Tom Resource Conservation and Development (RC & D)
Council
• USDA Rural Development Value-Added Producers Grant
GRANT
WRITING
“Money comes when you do what your are good at it and your
work hard at it”
Unknown
I. PROPOSAL PLANNING
• Brainstorming ideas,
methods
• Seeking appropriate funding
sources
• Researching the proposed
topic
BRAINSTORMING
• Involve appropriate representative from
each participating organization
• Generate, record, clarify and vote on
ideas; keep accurate notes of discussion
• Define specific project
• Identify lead organization; delegate tasks
and responsibilities
• Develop timeline to meet submission
BRAINSTORMING TIPS
• Focus on solutions to issues
and change; not attainment
of grants funds
• The more innovative/ unique,
the greater likelihood it will
catch funder’s attention
• Notes from brainstorming will
be useful during proposal
development stage
SEEKING APPROPRIATE FUNDERS
• Peruse funding source publications
• Match focus of project needs with funding source’s priorities
• Call and request additional information
• Annual report guidelines
• Information brochure
• Request to be added to mailing list
SEEKING APPROPRIATE FUNDERS
• Review past grantees in annual report for:
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Type of organization
Geographic area
Level of funding
Similar projects
-Establish funding source files
-Define project
SEEKING APPROPRIATE FUNDERS
• Prepare project outline
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Participating organizations
How project meets funders priorities
Why project is unique/important
Planning completed to date
Activities to be implemented
Intended outcomes/accomplishments
Level of anticipated budgets
SEEKING APPROPRIATE FUNDERS
• Contact program officer to discuss
project
• By phone- use outline
• In writing- cover letter and two
page project summary
• By visit- forward project summary,
send letter confirming visit, be
prepared to discuss project in
detail.
TIPS-FUNDING SOURCES
• Contact with funders increases your chances of
being funded by 100%
• first impressions are critical
• Write proposal with particular funding source in
mind
• Notify all solicited funders of other potential
funders
• Review proposals of other projects the funder has
funded
• Use funders “buzz words” to your benefit
• Know funder’s review and decision timeline
RESEARCHING THE PROJECT
TOPIC
• Use magazines, newspaper etc. to perform
manual and on-line literature searches
• Review relevant literature, highlighting
important segments; begin bibliography
• Contact experts in the field
• Contact agencies previously funded
• Establish implementation file
LET’S USE AN EXAMPLE
LET’S DISCUSS!
VALUE ADDED- AGRICULTURAL PRODUCTS
Definition: Adding value to product.
ASSIGNMENT #1
• Establish group of (2 or 3)
• Develop an farm
-( ie. GreenHouse Farm)
• Choose a agricultural value-added
product (ie. Organic homemade jams
and jellies)
• Choose a spokesman representation
• Choose one writer
II. PROPOSAL DEVELOMENT
• Check funders guidelines for:
• Defined format
• Type style, size, spacing
• Binding requirements
• Avoid jargon
• Use brainstorming notes
GOALS & OBJECTIVES
• Goals desired end results
• Broad conceptual statements
• Do not exceed (4) main goals
• Begins with the word “to”
• Objectives: activities to achieve
results
• Specific, measurable, compatible,
achievable
• Do not exceed (6) objectives per goal
• Begin with action word (e.g.:
develop)
PROJECT SUMMARY:
Concise Overview
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In front of proposal; last piece written PROJECT SUMMARY
Two pages or less
Identify grant applications(s); lead organization
Outline general concepts
List expected outcomes
Provide general budget figures
PREFACE: INTRODUCTION,
SIGNATURE
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Two pages or less
Establishes who is applying for $$$
States mission of project
Identifies main themes, concepts
States uniqueness of project
Name, address, phone of contact person
Signature and date
Title Page: WHAT, WHO, WHEN
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One page
Includes title of project
List funding agency
List name, address of applicant
List date of submission
PROBLEM STATEMENT
(What are you wanting to do?)
• Includes statistical data, results
of previous studies, tables,
figures, accurate citations, avoid
assumptions
• Identify other organizations who
have addressed this issues
• Clearly define problem and focus
• Identify beneficiaries
• Include impact, outcomes
METHODOLOGY:
How implemented
• Introduction
• Uniqueness is stated
• Expertise of submitting agency/agencies
• Background of participating groups
• When, why formed, mission, goals
• Description of previous projects
• Appendix of organizational chart, summaries of grants, contracts,
etc……
METHODOLOGY:
How Implemented
• Roles of participating groups
• Identify lead organization
• Define roles of other groups
• Project description
• Activities outlined step by step
• May include site selection criteria, participants identification,
training process curriculum, outreach activities, needs
assessment, information dissemination, future funding
GOVERNANCE, MANAGEMENT, &
STAFF
• Identify lead organization, subcontract arrangements, funding
flow
• Board member and/or advisory group composition, frequency
of meetings, role and authority of Board/advisory group
• Identify persons responsible for project, title, time contributed
to project, expertise; resumes in appendix
• Include table summarizing staffing
PROJECT
TIMELINE
• Table form; very limited
narrative
• Time increments across
top, specific activities
under appropriate
headings
• If symbols are used,
provide key to symbols
EVALUATION
• Who will perform evaluation (internal or external)?
• Type of evaluation
• Process and/or outcome
• Quantitative and/or qualitative
• Plan for evaluation project
• Clearly define success criteria
• Identify data gathering methods
• How assess process, context, and outcomes
BUDGET: Costs, funding sources
• Follow format of funding agency
• Try not over budget or under
budget
• Include all costs related to project
activities
• Personnel cost (salaries and
fringes are separate line items)
• Operational costs (supplies,
travel, communication, office)
• Evaluation costs
• Indirect costs (if allowed)
BUDGET: Costs, funding sources
• Use tables, charts,
graphs to display
budget
requirements
• Include budget
summary (numbers)
and budget narrative
BUDGET NARRATIVE: Explains budget
• How many organizations are contributing
funding; percentage from each
• How were budget figures determined
• Year funding, will peak, and why
• Salary increases included, how fringe benefits
calculated
BUDGET NARRATIVE: Explains budget
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Subcontracts may be involved
Most grants, ask for matching funds
Difference between In-kind contributions vs. Monetary funds?
Continuation beyond initial funding
Question? Sustainability and Economical
APPENDICES:
Supplemental Information
• 501 (c) (3) Tax exempt status letter
• Resumes of project staff--BIO/VITAE/RESUME
• Letters of support-How will you be supportive of the project
• Responsibilities Or duties pertaining to project
• Provide what kind of assistance
APPENDICES:
Supplemental Information (cont.)
Note: RE-READ Announcement
• Organizational charts
• List of current, past projects
• Survey instruments to be used
• Bibliography of references
PROPOSAL REVIEW
• Identify at least one person not involved with the project to
proof read the proposal.
Look for:
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Typographical, formatting, grammatical errors
Clarify, jargon
Flow, “leaps of faith”
Overall content
LET’S USE AN EXAMPLE
LET’S DISCUSS!
Assignment #2
• What are you wanting to do?
• Goals & Objective
• Methodology/ImplementationBackground Information
-Past experience
-Who will assist you AND in what
capacity? (i.e. Alabama Cooperative
Extension System)
• How much are you asking for, Budget?
Usage of funds?
• Sustainability and Economic Impacts
MODIFICATIONS
• Include reviewers comments
• One final check for:
• Correct page numbering,
referencing of tables, charts, etc…
• No typographical, grammatical or
formatting errors
• Proper layout, consistent margins,
print type
• Neatness
SUBMISSION
• Re-check for deadlines!!!!
• Review proposal according to instructions on how and where
it should be submitted (i.e., electronically, and delivered by
5:00p.m. on November 15th)
• Make appropriate number of copies for submission to funder,
for partnering groups
• Re-read requirement how the proposal need to be
submitted—I.e., Send all copies in one box/envelope; use
return receipts requested
• File (USB DRIVE & Print)
DEVELOPMENT TIPS
• Proposal should appear as though one person wrote it; one
person responsible for coordinating proposal development
• Determine whether letters of support or commitment are
needed; they are different
• Allow sufficient time for all involved parties to review proposal
before submission
III. PROPOSAL FOLLOW-UP
What happens to a proposal after it is submitted?
• Post submission follow-up with funder
• Site visits
• Once funding, decisions are made
POST-SUBMISSION FOLLOW-UP
• About 1 week after submission, contact funding agency to ask
• Did proposal arrive
• Any further information required
• Confirm time line for review of proposals, decision date
(Arbitrary, It depends on the agency.
Always read the fine print. ie. Respect their wishes)
SITE VISITS
• Be prepared, know grant completely, have supplemental
material available
• Know budget and how figures were determined
• Talk with funder regarding length of site visit, persons to
participate, any specific requests
• Send thank you after the visit
Once funding decision made
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Successful funding decision
Rewrite
Seeking other funding sources
Reassess viability of project
!!!FIVE MINUTE BREAK!!!
IV. SUCCESSFUL FUNDING
• Familiarize yourself with report deadlines (narrative and fiscal)
• Determine who is responsible for media notification
• Forward letter announcing award to participating groups,
others who participated in proposal developement
SUCCESSFUL FUNDING
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Keep funder informed or progress, problems successes
Clarify process for budget or process revisions
Keep accurate, separate financial records of grant funding
Pay as much attention to the project’s implementation as you
did to its development
REWRITE
• Write funding agency, determine which sections need
modifications
• If methodology change, does it require begin changes also
• If funder suggests reducing budget, can project still be
accomplished at its established focus?
SEEKING OTHER FUNDING
SOURCES
• Review funding sources for other matches between project
and funder’s priorities; select new funding source
• Get funding source information, visit with funding source
program staff
• Make modifications in proposal with new funding source in
mind
• Meet new submission deadline and guidelines
REASSESS FUNDING VIABILITY
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Is proposal outdated due to time lapse?
Has environment changed?
Have resources been modified?
Have priorities changed?
FOLLOW-UP TIPS
• If funding is turned down twice, try again
• Ask for feedback on why proposal wasn’t funded
• Be patient; funding decisions can take from a few weeks to a
year or more
• Acknowledge rejections with thank you for consideration
SUMMARY OF TIPS FOR A SUCCESS
GRANT
• Read requirements
• Check the deadline
• Make contact with
funding agency
• Begin writing (Start-Up
Action Plan)
• Delegate responsibilities
• Utilize and consult with
funding agency, Small
Business Administration,
organizations and
universities
• Budgeting-Do not be too
greedy.. penalize
• Review proposal &
FOLLOW DIRECTIONS!
• Submit on time
• Finally, hope for the best,
be prepared for worse
(Possible rejection.) BE
READY TO WORK &
DELIVER!
• Be Resilient (Try, try
again.)
SUMMARY OF TIPS
FOR A SUCCESS
GRANT (cont.)
REMEMBER: “Amateurs built the arch,
while professionals built the Titanic"
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REFERENCES
• Mashall, Maria. Writing a Successful Grant Proposal. Agricultural
Innovation & Commercialization Center. Purdue University.
• Trechter, David . Cooperative Development Initiative. University of
Wisconsin. Grant Writing “ Tips for Successful Proposals. 2001.
• Kallestinova, Elena, Ph.D. How to Write a Winning Abstract for Grant
Applications. Graduate School Graduate School Writing Center.
• Dolcini., Val. Commentary: Microloans expand access to capital for small
farmers. February 27, 2013
• Lewis, Hannah. Financing Your Farm: Guidance for Beginning Farmers.
October. 2011 www.attra.ncat.org
• Penn State. Financing Small Scale and Part-time Farms, Agricultural
Alternatives.agalternatives.aers.psu.edu
• Investopedia.com
• Mundende, D.Chongo, Ph.D. How to Achieve your Goal presentation. Small
Farms Research Center (AAMU) RM & Business Development Training
Workshop Mobile, Alabama
• Yahoo.com for Images