Proposal Writing & Resource Development 101

Transcription

1 Proposal Writing & Resource Development 101 z

2 Proposal Writing 101: We re in the Money and There are Partners Knocking at the Door Patricia Clark College and Career Academy Support Network (CCASN) University of California Berkeley

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9 GOALS FOR THIS SESSION To increase understanding of the basic elements of a Grant Proposal To learn more about both Proposal Writing and Grantseeking To acquire some powerful Proposal writing Tools To realize that if we approach Proposal writing bird by bird, all things are possible.

10 Exercise: You Gotta Have Cause (plus your Elevator Speech) Complete the You Gotta Have Cause Exercise Think about Your One Minute Elevator Speech Pair and Share

11 Keys to Success Create a Proposal Writing & Resource Development/ Partnership Development Team Engage your Advisory Board & Other Stakeholders in Developing a Strategic Plan AND a related Fund & Resource Development Plan Build a Proposal writing & Resource Development Kit

12 Keys to Success Know Yourself/Your Organization Research Potential Funders Thoroughly Target your Proposals Carefully Write a clear, concise proposal which includes all forms/follows all instructions carefully

13 Major Components of a Typical Grant Proposal Cover Letter Summary/Abstract Introduction/Background Need/problem/situation statement (sometimes includes CASE statement) Goals/Objectives

14 Major Components Methods/Activities/Strategies/Work Plan/ Management Plan (often includes Organizational Chart, Qualifications of Key Personnel; sometimes includes Theory of Action) Timeline (if not already included in work plan) NOTE: Sometimes funders require information on the Qualifications of Key Personnel and/or an Impact Statement

15 Major Components Dissemination (when applicable) Evaluation/ Accountability Plan Sustainability/Future funding/ Institutionalization Budget & Budget Narrative/Justification Support Letters/Appendices Other requirements such as assurances, sign-off sheets, etc.

16 Two Reminders PAY CLOSE ATTENTION TO THE FUNDERS PRIORITIES, REQUIREMENTS, & CRITERIA!!! DATA, DATA, DATA Use Research, Statistics, Evidence, etc. Throughout!!!

17 How do we get there?

18 Steps In the Grantwriting Process (one approach) Developing Proposal Idea (and finding appropriate funding source/s) Writing Compelling Need Statement (includes research/evidence) Defining Clear Goals & Objectives Developing Methods/Activities/Strategies (includes research base/theory of action) * Preparing Evaluation Component

19 Steps in the Proposal Writing Process Preparing Budget Addressing Sustainability and Impact Writing Introduction, Proposal Summary/Abstract (possibly Cover Letter) Gathering/Developing Support Letters/ Appendices Putting Package Together//Mailing proposal in timely fashion//follow up

20 Educational Planning -- Backwards Step 1: What is Your Shopping List? (BUDGET) * Step 2: What is It your students (or others) will be able to do that they can t do now? Describe it. Create a picture in the funder s eyes. (ACTIVITIES)

21 Educational Planning -- Backwards Step 3: Why is it that you want students/ teachers/etc. to do these things? (OBJECTIVES) Step 4: Why did you pick this particular area of learning for the students to work on? (NEEDS)

22 Educational Planning - Backwards Step 5: How was it that you said you would measure to be sure students have mastered the skills/successfully completed project, etc.? (EVALUATION) Step 6: TIDY UP: Make Your TIMELINE, BUDGET, STAFFING LIST, etc.

23 Common Types of Proposals Letter of Intent/Inquiry Letter Proposal Long/Formal Proposal/Application Common Grant Proposal On-Line Proposal

24 Proposals The Close Relatives Letter of Introduction (requests interview; does not include an actual request for funding) Business Plan Concept Paper

25 Needs/Problem/Issues Statement Ya got trouble, my friend, right here, I say, trouble right here in River City. The Music Man I keep six honest serving men They taught me all I know. Their names are what and why and when And how and where and who. R. Kipling

26 Problem Statement/ Needs Assessment Describes target population to be served Defines community problem to be addressed AND need in geographical area where organization operates Is related to purposes & goals of applicant agency/ organization/school Is of reasonable dimensions not trying to solve all the problems of the world

27 Problem/Needs Statement (continued) Is supported by relevant statistical evidence Is supported by statements from authorities/experts Is stated in terms of constituency/client (student) needs and problems not the applicant s Is developed with input from constituency/ client & beneficiaries

28 Problem/Needs Statement (continued) Is not the lack of a program, unless program always works Makes no unsupported assumptions Is brief; interesting; free of jargon; makes a compelling case Is of significance/importance & of interest to the funder (worth funding)

29 MAKING THE CASE: Building on the need statement In some proposals, you: Present your compelling need Describe how your organization is UNIQUELY qualified to address this need/ successfully implement this project Include a CASE STATEMENT document how mission/purpose of your organization is a perfect match with funder s priorities and this particular project

30 How do you stand out as uniquely qualified?

31 The CASE STATEMENT: How/why your organization/academy was started (what problems existed/what reasons for starting)? What is your organization/academy doing now? Why? With what impact? Where are you going? (Future)

32 Goals and Objectives

33 Defining Clear Goals & Objectives A GOAL is: a broad-based statement of the ultimate result of the change being undertaken (a result that is sometimes unreachable in the short term.) a global, visionary statement (that often create a sense of awe.) not measurable. the end toward which effort is directed.

34 Defining Clear Goals & Objectives An OBJECTIVE is: a measurable, time-specific result that the organization/ school/ district expects to accomplish as part of the grant. observable & verifiable. stated in quantifiable terms. realistic, capable of being accomplished within time frame.

35 Objectives: Keep them S-I-M-P-L-E Specific indicate precisely what you intend to change through project Immediate indicate time frame during which problem will be addressed Measurable indicate what you would accept as proof of project success Practical indicate how each objective is real solution to real problem

36 Objectives: Keep them S-I-M-P-L-E Logical Indicate how each objective systematically contributes to achieving your overall goal(s) Evaluable indicate how much change has to occur for project to be effective (SMART Specific, Measurable, Attainable, Realistic, & Time- Bound)

37 Writing Objectives STANDARD OBJECTIVE FORMAT: To increase the math scores of sophomores at Winston High School by 20% on the Mathematics Diagnostic Testing Assessment by June 2019 at a cost of $20,000 (as measured by)

38 From the Evelyn & Walter Haas Jr. Fund Although it is easy to confuse objectives with activities (methods), we are less interested in the detailed activities you will undertake, and more interested in the broader objectives that tell us what you want to accomplish. Instead of telling us how many hours of training you will provide, please focus on what the people who receive the training will learn (will be able to do).

39 Sample Objectives Haas Jr. Fund Objective 1: Increase the civic participation of low income immigrants in ABC communities Objective 2: Provide technical and legal assistance to immigrant rights advocates, community groups and local officials around the state to reform unfair immigration enforcement policies and practices.

40 Now, try writing an objective of your own

41 Methods/Activities/Strategies A method is a detailed description of the activities to be implemented to achieve the ends specified in the objectives.

42 Methodology Section Flows naturally from problems & objectives Clearly describes program activities States reasons for selection of activities Describes sequence of activities Describes staffing of program Describes constituency/clients and their selection (if applicable)

43 Methods/Activities Presents reasonable scope of activities that can be accomplished within time and resources of program Provides timeline of activities

44 Evaluation Component Quantitative Methods Qualitative Methods Formative or Process Evaluation Summative or Outcome Evaluation Other terms: Baseline; Comparison Group; Success Criteria; Assessments; Instruments; Internal Evaluator; External Evaluator

45 Other Aspects Impact (sometimes) Future Funding, Institutionalization, Sustainability Dissemination Budget Cover Letter Summary/Abstract Other Sections

46 Sustainability Then the grasshopper knew it is best to prepare for the days of necessity. Aesop The most common weaknesses no sustainability plan. Their plan was to initiate a new project with foundation seed money, with hopes of getting grants in subsequent years to keep the program going.. Linda Procopla

47 Dissemination Dissemination is the means by which you let others know about your project, its purpose, methods, and accomplishments. * Among other things, dissemination generates publicity for your funder and for your academy/ school/ organization.

48 Budget Direct costs include: Personnel Benefits/fringe Contractual Services Operating expenses (supplies, materials, rental, communication, travel) Equipment and Furniture

49 Budget Indirect Costs: expense that is difficult to trace directly to a specific costing object (accountant) costs incurred for common or joint objectives (federal government) Official indirect rate schools Some funders do not allow indirect costs OR specify a maximum indirect cost OR do not allow indirect on capital (equipment) expenses

50 Budget Match Monetary (hard) match In-kind (soft) match fair market value of personnel, goods, and services contributed to the operation of a project

51 Budget Narrative or Budget Justification More detailed description of what is included and how the totals per line were reached Qualitative description that supports/ supplements the budget Follows the budget summary in both headings and organization Justifies your proposed expenditures Demonstrates you ve done your homework

52 Cover Letter On your organization s letterhead Does not exceed two pages (one page = best) Provides info on proposal content or primary goals Makes the case Signed by person who can speak with authority on behalf of school/organization

53 Executive Summary/Abstract The last written and the first read section of your proposal. Needs to be well written and rewritten One page Identifies applicant (credibility) Reason for grant request (problem) Objectives to be achieved

54 Executive Summary/Abstract Methods/activities to be achieved through this funding Amount you are requesting in this proposal (plus total costs) Clear * Interesting * describes elements that distinguish your proposal

55 Other Sections Organizational Chart Management Team Roles and Responsibilities Qualifications of Organization Qualifications of Key Personnel

56 Tips for Writing Proposals Read the directions carefully and then read them again and again Map out the proposal Pay attention to flow and connectivity Use active voice and positive writing style Grammar and spelling matter

57 Proposal Poster Prototyping Your Proposal Concept * Proposal Title A very Short Abstract Need Sample Goal/s Sample Objective/s Activities/Methods Budget Evaluation * Other

58 Sources of Funding Private Foundations & Philanthropic Trusts Corporations Government Agencies Local Businesses Service Clubs Community-Based Organizations, Religious Organizations, Individuals

59 A Bit on Grantseeking Grantseeking is About Building Relationships, preferably long term. (Scenes from a Marriage) Grantseeking is also about * Doing Your Homework, * Persisting with Passion, * and Following Through.

60 Scenes from a Marriage

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63 Grantseeking on the Web - a few examples Federal/State Department of ED sites list serves ( Edutopia Big List of Educational Grants and Resources

64 Grantseeking Set clear goals and determine funding needs (yearly review; short and long term funding goals; strategic plan) Write a Summary page for each of your major funding goals Research potential funders thoroughly

65 Questions to Consider Who funds in our geographic region? Who funds in our area/s of interest? Who provides the type of support we need? Who has funded organizations like ours in the past? Who has given the amounts in the range we need?

66 Grantseeking Go to the Source & use available sources of information Take a Class Join a Listserve Initial Approach to a Foundation letter of inquiry, letter of introduction, concept paper Interview Follow-up //Life after decisions

67 Life After Decisions

68 Common Weaknesses in Proposals not Funded Problem addressed is insignificant How funding will be used is unclear Nature of problem is unclear Inappropriate method of addressing the problem Inadequate documentation of problem Methods do not suit scope of the problem

69 Sometimes you don t need a grant Partnerships Sponsorships Resource Development Student-run Enterprise Fund-raising

70 Setting Yourself Up for Success Toward a Grantwriting/Resource Development Kit (see packet) The Devil is in the Details some tips & some signs of a great grant Involve Your Community Some Super Checklists

71 We dwell in possibilities

72 Next steps Whatever we can dream, we can do. Make a plan. Commit yourself. What is your personal next step? Remember to approach proposal writing bird by bird Let s Get it Started (a la Black Eyed Peas)

73 Staying in Touch Patricia Clark College and Career Academy Support Network (CCASN) (cell)