GRANTWRITING: GETTING STARTED GETTING ORGANIZED GETTING FUNDED. Martha Riecks

Transcription

1 GRANTWRITING: GETTING STARTED GETTING ORGANIZED GETTING FUNDED Martha Riecks

2 Roll Call Popcorn Style - Name - Organization

3 Recapping our Last Session: Finding federal and foundation funding opportunities What you ll want to know about a foundation, and where to find it.

4 And tonight we ll discuss: Preparing to apply Preparing strong proposals Smart stewardship

5 Getting Organized AKA: How to avoid most issues on Rejection Slide B

6 Oh, yeah. Those issues. Even these, you can t always control. But you really, really can try! Your proposal did not follow the required format or was missing information or attachments. The program description was unclear. Goals, objectives and outcomes were not well defined. The project concept was not well received and was deemed it too broad, too narrow, not very effective, etc.

7 Before you write anything.... Read, then read it again! Review the Foundation s Application Process and/or the RFP package What do they want? When do they want it? How do they want it? Evaluate the opportunity Is your organization eligible? Is the program worth it?

8 Find out what you should submit. Now remember, you ve already reviewed this opportunity and it s a perfect fit! Letters of Inquiry May provide templates or an online form Others just want a letter Mini-Proposals Common for smaller amounts Full Proposals A formal application package or template may be provided Other Foundations will simply provide an outline or tell you what to include

9 Letters of Inquiry LOI: Think Opportunity for Lowcommitment Informationsharing An LOI provides a short overview of your organization and your proposed program/ request. For formal letters, follow the specific guidelines they may (or may not) outline for: Length Content Submission method And, sometimes, it can be simply an exchange...

10 Full Proposals Full proposals usually include: Cover Sheet (and/or cover letter) Project Narrative Attachments and/or Appendices Again, know what they want first! Open to anyone or by invitation only? Rolling deadline or specific date? Formats vary widely! Some provide a PDF or.doc form Some have online forms Others will just tell you These are the sections we want to see in your proposal

11 Online Applications Nearly every funder s systems are different! Online Forms Some allow you to create an account and save drafts Other times, you simply enter your info in a basic form and press submit TIP: write and craft your application in a word document, then cut and paste into the form Attachments & Appendices Log-in systems typically allow you to upload files, though they may require that you use a particular file format (like.pdf) Others may just prefer that you everything over Be prepared to submit attachments electronically ie: don t wait till the day it is due to start scanning in the audited financial statements!

12 RE: PDF Templates Some grants, particularly federal grants, utilize multi-layer PDF forms. Make sure to save frequently, and make sure that you fill out each section Many foundations now provide cover sheets and other forms via PDF... but the forms aren t always editable You can use the Typewriter tool OR... find someone who has Adobe Acrobat Professional edition and they can turn the form into an editable form you type into and save content in.

13 Let s take a look! Grantmakers of Western Pennsylvania Common Grant Application

14 Common Parts of a Narrative Organizational Overview Mission History Structure, Services & Systems Statement of Need Provide facts, figures and real examples Project Overview What you ll do Where you ll do it Who is involved (target audience AND staff) Case for Support Show why this project aligns directly with the funding goals or funding mission Project Partners and Other Funders

15 So, I know what they want. But what do I write? What they ask you for! But seriously, most applications are very self-explanatory.

16 What they ask for. Just follow the directions! Use the forms and templates provided Cover sheets, budgets, maybe even the narrative Answer the Questions Asked. It s easy enough but often overlooked Provide clear answers and make them easy to find! If they provide scoring or sample review sheets, review the scoring criteria noted on those Headers and Subheaders are your friends They point out that you ARE answering the questions asked. Jargon Happens. Terminology changes. Understand theirs Explain yours (and limit it as much as you can) Use the correct and current terms (ie: children with learning disabilities, not learning-disabled children)

17 Remember, it s a team effort! You can t write a grant in a vacuum unless you are the sole project planner, manager and implementer. Talk to your team to establish: Timeframe Budget & Budget Priorities Areas of special focus Target Audience Potential Partners & Collaborators And MORE!

18 And don t rush, the proposal or project. We just found out about this great opportunity! Toss something together now or wait till the next cycle? Half-baked reads as half-baked. Occasionally, that s OK. But it can be detrimental in the long-run. Put together a basic timeline for implementation, just an internal document. When would funding come in? When would the program start? How does that fit with your other programs?

19 Now, onto writing.

20 Write Strong. Take a step back. You work on or think about this project and issue nearly everyday. Your reviewer doesn t. Be very clear about the connections between your project and the funder s interests and priorities. Make sure you ve clearly explained how the project will be carried out. Start off strong! Too often, we hide our summary statements and gems of wisdom at the end of paragraphs or in the conclusion. These are easily missed by a reviewer who is skimming your proposal or is reading the 15 th request they have read that day. Use the power of story. But only use it when it s powerful, relevant and appropriate.

21 Document the Need. Don t forget to use data For most foundation grants, you don t need thousands of graphs and statistical reports. But you do need to prove your point, using statistics, measured observations or even just client feedback. And define your Data Source Federal and state grants will often provide guidelines (and expectations) for citations Private foundations usually won t, but it s a good idea to tell them where you got the data you are using AND what you mean when you define it (eg: what does low-income really mean?)

22 Data explains. Example A: The average student in Pennsylvania is being taught very little about international affairs and global politics.

23 Data explains. Example A: The average student in Pennsylvania is being taught very little about international affairs and global politics. While 30 out of the 84 school districts in Southwestern Pennsylvania offer AP US Government and Politics, only five of these 84 districts offer the companion course, AP Comparative Government and Politics, which provides a global perspective on these concepts.

24 Data adds strength. Example B: Food scarcity is a pressing concern for the families we serve.

25 Data adds strength. Example B: Food scarcity is a pressing concern for the families we serve. Over 75% of our clients have noted that in the past 3 months they have skipped meals to ensure children can eat, opted to not pay a bill to purchase food, or relied on relatives or friends to feed children during visits.

26 Data defines. Example C: The majority of children served by this program will be from low-income families.

27 Data defines. Example C: The majority of children served by this program will be from low-income families, as the program will take place in schools where 75% or more of the student body is eligible for free or reduced lunch, as determined by the Pennsylvania Department of Education School Lunch statistics.

28 Write what they want. WHERE they want it.

29 Know goals from objectives... Goals Usually, the Broad Intentions: Your big picture purpose Eliminating in-school violence Resorting the biodiversity of an urban waterway Objectives Usually, the outcomes that can be expected More concrete, more measurable 50% reduction in inschool fights Measured increase in the number of fish species residing in the stream

30 Outputs from outcomes... Outputs Totals & Tallies: Number of Programs/ Events Number of Attendees Number or Total of Contributions Outcomes Overall Impact: Short-term: Gains in Knowledge & Skills Intermediate: Change in Behavior Long-Term: Change in Status

31 And measures from measures. Measures of Satisfaction Data captured when your clients take evaluations or surveys that ask: Did you like the training? Was the room the right temperature? Was this fun? Measures of Success Data captured when your clients take evaluations or surveys that ask: How many times have you used the information you learned in training Will this new knowledge change your actions or behavior? And don t forget - surveys aren t the only way to measure!

32 Suggested Reading on Writing Some books that you can turn to with good tips and techniques for framing and refining your proposal. On Writing Well by William Zinsser A great book on general nonfiction writing The Only Grant-Writing Book You ll Ever Need Ellen Karsh and Arlen Sue Fox I wouldn t say that it s the only book you ll ever need but it s a decent resource! How To Say It: Grantwriting by Deborah S. Koch Writing for a Good Cause by Joseph Barbato & Danielle Furlich Both good resources, with some info on general writing for fund development purposes

33 Don t forget the other sections!

34 Cover Sheets What signatures are needed? And when can you easily get them? Cover sheets can vary. Will you need any specific data? Full organization budget? Fancy project name? ID numbers you don t know? Will you still need a cover letter? This varies!

35 Attachments & Appendices It is very, very tempting to put these off till then end. Don t. Review the requirements when you start the proposal and make sure you have (or have access to) everything that is requested. Don t wait until the last minute to request letters of support. It will always take three times as long to get them as you think it will. Pay particular attention to budget guidelines. Allow time for reformatting and recalculating. Make sure all the attachments are up-to-date, from your Board of Directors list to event schedules Who needs to sign the application? Have a strategy for when and how they ll sign it. Spell-check and proofread everything!

36 Budgets & Financials Also tempts you to wait till the last minute. DON T! Plan accordingly start thinking about budget items during the planning phases Do they provide a template? Or can you use your internal reports/printouts? Provide everything asked for Full organization budgets Other funding being sought Be honest and realistic about what it will take to fulfill your stated goals.

37 How can I keep track of everything? Create a set of reference files!

38 What will you put in yours? Narrative Content Mission and Vision Background/History Staff bios Overview of services/ current programs Success stories Descriptions of service areas/neighborhoods Documents 501(c) 3 determination Board and Staff Lists Audited Financial Statements Personnel policies Common data sources/ points of reference (ie: Free/Reduced lunch statistics, population data, clients served)

39 BREAK & GROUP EXERCISE!

40 Getting Funded YES! You were funded! Now what?

41 Take care of the details. Paperwork Processing Sign and return any forms Submit any additional information requested Send a formal thank you/confirmation Spread the Word Internally Externally Mark your Calendar! Report Due Dates Spending Deadlines

42 Make new friends... Ongoing engagement can mean a lot... it not only strengthens your connection to the funder, it will make your job easier in the long run. Stay connected throughout the year Extend invitations (site visit, special events, open houses) Share photos, testimonials, media mentions Create & maintain a progress file Keep track of records Make note of success stories Track and log media mentions Keep track of your correspondence

43 Always follow through. Foundations rely on grantees to be wise stewards of funds Do what you said you would do Strive to reach your goals Don t implement a major project change or shift in focus without their consideration Off track? Talk to the funder. Most funders are happy to help keep a program on track by making suggestions, connect you with potential collaborator, etc. Discuss changes and shifts as they happen don t surprise funders with changes at the last minute or when a final report goes in.

44 QUESTIONS? COMMENTS? SUCCESS STORIES? Martha Riecks Consulting