GRANTS 101. Welcome to the Grants Program Online Workshop. To receive Flex credit, complete Exercises and submit Answer Form

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1 GRANTS 101 Welcome to the Grants Program Online Workshop > Utilizing the Cuesta College Grants Program < To receive Flex credit, complete Exercises and submit Answer Form Press Page Down to continue

2 GRANTS 101 Chapter Overview Chapter 1: Cuesta College Grants Program Project Review Proposal Writing Grant Awards Accounting Reporting Chapter 2: What s Involved in Writing a Grant A Good Story Vision Structure Bedrock

3 GRANTS 101 Chapter Overview Chapter 3: Submitting a Proposal Requesting guidelines Writing a query letter Preparing the full proposal Submitting the proposal Chapter 4: Frequently Requested Attachments Glossary of grant writing terms

4 GRANTS 101 Chapter 1: Cuesta College Grants Program Project Review Proposal Writing Grant Awards Managing Reporting

5 Chapter 1: What are the Basic Components of the Grants Program at Cuesta College? I. Project Review: How do I access the Grants Program? A. Discuss your project idea with your Division Chair or Director and alert your Dean or Vice President that you plan to fill out a project checklist. B. Access the Grants Program Grant Project checklist from the Grants Program main page ( cuesta.edu/grants/). Fill out and it to your Dean or Vice President, who will review it and send it on to the College Cabinet. C. Cabinet and the Grants Program Director will review the project and prioritize it, if it s approved for funding research and proposal writing.

6 II. Proposal Writing: What happens during the writing process? A. Before beginning to write the proposal, the Director of the Grants Program will provide you with an outline of required background and project information, as indicated in the funding source guidelines, and a timeframe for completing it. The grant writing process is a collaboration between the project staff and the grant writer. B. It s important to stay in touch with the grant writer during the writing phase please return phone calls, s, etc.

7 (II. Proposal Writing, cont.) C. You are responsible for mailing the grant proposal, if a hard copy is required. Generally, a grant request will have either a mailing or a receipt deadline. BE SURE YOU KNOW WHICH YOUR GRANTOR REQUIRES. In the case of electronically transmitted proposals, the Grants Program Office usually will submit these. NOTE: For the grant writer to write your project proposal, information must be provided by requested dates. Otherwise, the project checklist and application materials will be returned to you.

8 III. Grant Awards: How will I know that my proposal has been funded? A. In most cases, the President of the College will be notified and will pass this information to the Director of the Grants Program, who will or call you right away and begin the contract process. B. In some cases, you will be notified first. You should send notice to the Grants Program. We will let the President and Admin. Services know so that contracts can be executed.

9 IV. Accounting: Who does the accounting for the grant? A. Administrative Services will set up and maintain a cost center and account numbers for your project. You will need to use the specified numbers in submitting P.O.s and reporting project expenditures to Admin. Services. B. If your grant is through the Cuesta College Foundation, you must meet with their fiscal office to establish a Foundation grant account number. Your P.O.s must include both this number and your regular division account number with 59 in place of 00. C. Each Project Director must keep a running account of expenditures as they are made (see Managing your Grant, below).

10 V. Managing your Grant: Who serves as the grant manager? A. As principal investigator/project manager, you are responsible for managing the programmatic aspects of your grant with support and supervision from your division or unit. In personnel matters, other than independent contractors, you must work through Human Resources to develop job titles, hire and evaluate project staff. You will share fiscal management responsibilities with Admin. Services, the Foundation, if appropriate, and the Grants Program.

11 (V. Managing your Grant, cont.) B. Maintain your own list of project expenditures and KEEP COPIES OF ALL RECEIPTS. This accounting is key to writing your mid-project and final reports, as it will be the most up-to-date record of actual expenditures. It should include all categories of expenses, including wages, benefits, and hourly reimbursements to contract project personnel. Administrative Services will use this information to prepare interim and final project reports. Accurate expense records from the project are crucial to these reports.

12 (V. Managing your Grant, cont.) TIP: Keep all project-related receipts in one 12-divider accordion file for each year of the grant, for easy access. C. Submit copies of the receipts with statements of project expenditures to Admin. Services each month or quarter, or as you request reimbursements. Be sure that all paid receipts and statements of expenditures are submitted at least ten days prior to the mid-project and final reporting deadlines.

13 VI. Reporting: Who prepares the grant s mid-project and final reports? A. Nearly all grants require reports on the progress and outcomes of the funded project. The project manager is responsible for writing these reports, working with Administrative Services staff who will prepare the financial statements. B. Reporting guidelines and forms for each grant received will be kept in the Grants Program grant file. The Grantwriter will notify you three weeks in advance of your project s interim and final reporting deadlines.

14 (VI. Reporting, cont.) C. Interim and final reports generally focused on formative (process) or summative (end result) outcomes and project evaluation. Refer back to your original application and grant contract when preparing them to ensure that you have complied with the terms and conditions for your project, its evaluation and its outcomes. For more information on evaluating your project, see the Kellogg Foundation s Evaluation Handbook, available at the Grants Program Office or online at

15 (VI. Reporting, cont.) D. The Director of the Grants Program is available to assist with editing and finalizing your reports. E. As project manager, you are responsible for submitting all required reports by the deadlines listed in the grant contract and supplying a copy of each report to your Division Chair/Supervisor and to the Grants Program.

16 GRANTS 101 Chapter 2: What s Involved in Writing a Grant A Good Story Vision Structure Bedrock

17 It was a dark and stormy night A good grant proposal reads like a good story: It absorbs your attention immediately; You identify with the characters and their dilemma; There is convincing conflict and resolution; The ending is hopeful; The narrative is compelling, even after you finish reading. The reader wants to respond in some way to what s/he has read.

18 If the proposal has the same conviction as a great story, the reviewer is going to give it high marks, propelling you toward your goal funding! So, How do you put together a grant proposal that will win hearts and minds at your target funding source?

19 THE PROJECT How to make them see what you see Vision: What do you want? Structure: How do you create it? Bedrock: Who will support you?

20 THE VISION What is the goal of your project? What do you want to accomplish? Exercise 1: Write down what you want to fund, who will benefit, and why, in thirty words or less. (Click here for quick-link to Answer Form) How much do you want to accomplish it? If you aren t passionate about your project, why should your target funding source get excited about it? Write down five things about your project that you find totally exciting.

21 How will you know that you ve accomplished it successfully? What will success look like for your project? Exercise 2: (To do this exercise without having to peek at the instructions, you may want to read the following directions into a tape recorder, including long 10 to 30-seconds pauses after each instruction. Or do the exercise with a friend, taking turns):

22 Sit quietly somewhere comfortable, where you won t be disturbed for a while. Close your eyes, rest your palms on table in front of you or on your knees and breathe deeply until you are quite relaxed. Try to see in your mind a place that you find very peaceful. Then begin to see in your imagination a party or event taking place at the successful conclusion of your project. Where is this celebration? Who is there? What are you doing? What are you and others wearing, eating? What is the atmosphere of the celebration like?

23 As the other people begin to gather around you, they ask you how you got to this point, how you made the project a success. What do you reply? Relate to them the story of how the project unfolded in as much detail as you can. If you get stuck, just say the first thing that comes to your mind. Once you ve told your story and the people at your celebration have extended their congratulations, applause, thanks, etc., let the celebration continue to its conclusion, then quietly in your mind return to the peaceful place where you started. Slowly count from ten down to one and open your eyes.

24 Write down the entire vision, or just your description of your successful project to those who are celebrating with you. Then answer each of the questions below: What are the near-term and long-term results and benefits of your project? Who benefits? How does your project idea fit with the goals of your unit and the College? How will it further Cuesta College s mission? How will it further your own professional development? (Click here for quick-link to Answer Form)

25 THE STRUCTURE What are the building blocks of your project? It can be useful to think about your project as a structure made of interrelated parts the major goals, the primary objectives, the strategies you will use to reach your objectives and the strategic activities that will unfold under each.

26 Framing: What is your primary goal (global, long-term)? The materials: What are the local and larger needs this project could meet? Who are your target audiences? Raising the walls and roof: What objectives do you need to attain en route to that goal (outcome oriented, intermediate term)? Creating interior rooms: What are the strategies you will use to reach each objective (programmatic clusters of activities intended to result in positive intermediate or formative outcomes)? Finishing work for each room: What specific activities will take place at each step in the project?

27 The workers: Who will staff the project? What are their roles? The contract: What is the timeline for each step? How much will each step cost in contractors, labor, materials, travel time, equipment, etc.? Inspection: Process and outcome evaluations of your project. Did you do what you set out to do? How well did you do it? What are the immediate and long-term results? If you have a specific project in mind, try outlining it according to the structure, above. This blueprint should help you to see where you need more information or project development work.

28 The Bedrock Who s going to pay for your project? A wide variety of public and private sources are available to fund education-related projects. The Grants Program Grant Getter Newsletter features some of these each month and we also provide research services to help you locate foundations and agencies with interests in the area of your project.

29 Federal Sources The numerous Federal grants available range from Department of Justice grants for campus security to grants for improving student performance in math, science, engineering and technology from the National Science Foundation. To review available grant funding, go to the website of the Catalog of Federal Domestic Assistance, or to see upcoming grant deadlines and link to application guidelines, go to The Grants Program office also has paper copies of guidelines from several agencies. Exercise 3: Go to and find a description for one possible grant in the area of your project idea. (Click here for quick-link to Answer Form)

30 State Sources State sources include the California Community Chancellor s Office, the Department of Education (CDE), the Governor s Office on Service and Volunteerism (linked to the Federal Learn and Serve America and Americorps programs), CalTrans, etc. None of these are strong funding sources at present, but it s still worthwhile to check out their program webpages occasionally.

31 Local Sources Local public funding sources usually give small grants, between $500 and $10,000. They include: First Five (funded by Prop. 10); San Luis Obispo County Department of Social Services (these are often large contracts); San Luis Obispo County Preventative Health Grants; City of San Luis Obispo Grants in Aid; United Way; San Luis Obispo Chamber of Commerce; and the San Luis Obispo County Community Foundation. Exercise 4: Most of these require relatively simple application forms, which I can get for you. If you have a simple project idea that doesn t require a large grant, find the website for one of the above agencies and look at their current guidelines and deadline for submission. Then make a date to sit down with me and organize your application. (Click here for Answer Form)

32 Corporate sources Many corporations, including area businesses such as Target, Mervyns, Starbucks, etc. have grants available. Go to their websites and look under Community involvement or a similar title for more information. Many banks and such long-standing businesses as Longs and Ralphs have corporate foundations. We have information about these in the Grants Program office.

33 Private foundations and funds When we hear the term grants we often think first of private foundations. In fact, they fund less than 10% of all grant-supported projects. However, when government resources are lean, as they are these days, it is useful to be familiar with these major (and minor) private funders. The Grants Program can help you research these resources. We have two subscription grant source research tools, Guidestar and the Foundation Directory Online, that enable us to find out what foundations give grants in your area, what their eligibility requirements are, how much they provide, etc.

34 Another good source for information is the Chronicle of Philanthropy. It lists deadlines and recent awards for a wide variety of major foundations. You can access back copies online, or read the current copy at the Cuesta College Foundation. Exercise 5: To familiarize yourself with the scope of foundation grant funding, go to one of the following foundation websites and read through their guidelines for grantseekers, their eligibility requirements and program information: The W.K. Kellogg Foundation The California Endowment The David and Lucile Packard Foundation The Irvine Foundation See if you can determine from the information you gather whether or not your project might be of interest to them. (Click here for quick-link to Answer Form)

35 GRANTS 101 Chapter 3: Submitting a Proposal Request Funding Guidelines Write a Query Letter Prepare the application or proposal Submit proposal

36 How to Request Funding Guidelines Most agencies and large foundations have published guidelines and application forms for their major funding programs. Usually, these guidelines are available online at their websites and can be downloaded. If you are interested in a particular agency, contact the Grants Program to find out if we have their guidelines. If not, we ll get them for you and provide you with a copy.

37 Be sure that you carefully read the entire guideline/application document once you have it. Sometimes Requests for Proposals and Guidelines for Grantseekers can be very long and written in an almost indecipherable language, but it is IMPORTANT that you, as project initiator and coordinator, understand exactly what is required of you in applying for the grant and in managing it once it s awarded.

38 Writing a query letter If a query letter is requested before you submit a proposal (as private foundations often do), you can determine the format for your letter from guidelines or online information. Not all funders require query letters. Some ask for a letter of intent, which simply states that you intend to apply to their program for project funding. Occasionally, you will have to fill out an eligibility application before you can apply for a grant. Small foundations often require only a letter to apply for funding.

39 A query letter should be brief (2 pages maximum, unless more are requested), focusing on the project, the audience, the service resulting from the project, the qualifications of the lead staff and the College to carry out the project and its relevance to the funder s programs. In general, no supplementary material should be included in the query, unless specifically requested. Be sure to address your letter to the correct program officer or director use her/his name if possible.

40 Exercise 6: Write a query letter about your project, using the information above. Be sure it is no more than two pages in length and covers all the relevant information about your project the need, the College s ability (or not) to meet that need, the focus and goal of the project, its target audience, its anticipated outcomes, the timeline and the overall cost. For tips on pre-proposal query letters, see This is an excellent website for information on grant seeking. (Click here for quick-link to Answer Form)

41 Preparing the application or proposal A full proposal will usually contain: Contact information Amount of the request Abstract or summary of the project usually 50 to 100 words. Extended project narrative.

42 Minimally, the project narrative will probably contain the following: Brief historical background of the project; Need for the project locally and regionally/nationally; A project work plan, including your blueprint Goals--What are the project s long-range purposes? Objectives--What are the key steps involved? Strategic activities--what activities will take place at each step to achieve the objectives? Timeline--When or over what period of time will each of these activities occur?

43 (Project narrative, cont.) A management plan Who will head and staff the project and staff responsibilities for project activities?; and The Organizational Chart for the project. An evaluation plan anticipated outcomes, plans for tracking process and short-term results and determining long-term outcomes. Evaluative activities may include surveys, post-testing, etc. Evaluation will be included in progress and final reports Outcome activities may include creating such products as publications, curriculum plans, new buildings, exhibitions, etc.

44 (Project narrative, cont.) A project budget $ A budget summary a budget form that includes general categories such as personnel, equipment, travel, etc., as well as indirect costs (overhead costs the College charges to the grant) and matching funds (project money from other sources); $ A line item budget (budget detail) a budget that details anticipated expenses within the above categories (e.g., under Personnel, all the staff and faculty positions, their salaries and fringe/benefits); $ A budget justification a short narraitve describing how requested, indirect and matching funds will be used and a justification of their expenditure based on the goals and objectives of the project.

45 (Project narrative, cont.) In addition, the proposal often will require appendices, including staff biographies, letters of support or memoranda of understanding as requested by the funder, and various legal compliance forms, if you are submitting the application to a local, state or federal agency. DO NOT supply any appendices that are not requested by the agency or foundation.

46 NOTE: Even though you will not be writing the final version of most grant proposals, you do need to be thoroughly conversant with all of the above parts of your project, as you will be providing the Grants Program with the information to put together the final proposal. Without complete information, it s very difficult for the grant writer to prepare a winning proposal!!

47 Exercise 7: Try outlining your project using the information listed above. Notice where there are still structure or content holes that you need to fill in. What do you need to do to get this information? (Click here for quick-link to Answer Form) TIP: The Grants Program will help you obtain salary and benefits information for your budget from Cuesta College HR, but we will need a correct job title in order to do so.

48 Sending the Proposal Review the check list included with most guidelines or application instructions. Again, even though the Grants Program will assist with assembling the completed proposal, the project initiator is also responsible for ensuring that the application is complete and ready to send.

49 (Send the Proposal, cont.) Obtain the necessary approvals from your Dean, Vice President, etc. and signatures from the President s Office and Administrative Services, when required. Plan to be involved in this process a week BEFORE the mailing deadline or ten days before the receipt deadline. Administrators are very busy and aren t always on campus when you want them to be. Allow them time to review the proposal, suggest changes, review changes and provide their approval or signatures. Compose a cover letter addressed to the appropriate program officer or director. We can provide a form letter for you to adapt, if needed.

50 (Send the Proposal, cont.) Note that many applications must be received (not mailed) by the deadline check the due date. Increasingly, state and federal agencies are requesting electronic submission of materials. It is important to have everything ready several days in advance, as these electronic submission systems tend to be heavily impacted the day before and the day that proposals are due. It s best to be ready to transmit the proposal three days in advance of the deadline, in case there are electronic glitches (we ve found that there almost always are, since the systems are new and are very heavily used).

51 GRANTS 101 Chapter 4: Frequently Requested Attachments

52 Frequently requested attachments IRS letter 501.c.3 designation. Generally, this is only required from private funding sources. We use the Cuesta College Foundation s letter in these cases. Board list either the College Board of Trustees, if the request is to a public agency, or the Foundation Board of Directors, if the request is to a private entity.

53 (Frequently requested attachments, cont.) Audited financial statements of the applicant program. The audited statement of the College can be used if a public agency requests it or the audited statement of the Foundation in the case of a private funder (the Grants Program will provide these). Organization (College or Foundation) budget (the Grants Program will provide this). Letters of support, collaboration agreements or memoranda of understanding. DON T include these if they are not requested.

54 (Frequently requested attachments, cont.) NOTE: If the funder asks for collaboration agreements or Memoranda of Understanding, DON T send letters of support. They want to know what your partners are promising to contribute to the project, not how much they like what you do. Brief biographical statements or resumes/curricula vitae of project staff/faculty. Adhere to the funder s guidelines as to length and content for bios and resumes. If you will be hiring a position, provide a job description instead of a resume. NOTE: Some agencies and foundations ask that you do not include attachments.

55 Thanks for participating in Grants 101. To obtain Flex credit, complete the Grants 101 exercises using the linked Answer Form and it to me a cgannon@cuesta.edu Click here to link to Glossary of grant writing terms Press ESC to exit.