Guidelines for Seeking Funds & Grant Development Topics:

Transcription

1 Guidelines for Seeking Funds & Grant Development Topics: Focusing Your Goals and Purpose for Seeking Funding Research Process Pursuing Alternative Sources of Funding Grant Writing and Development Submission Grant Management and Reporting Focus Area: Grant Education February 2012

2 Focusing Your Goals and Purpose for Seeking Funding Too many organizations jump into funding before they are ready. The pursuit of funding should be a deliberate and coordinated effort. The following information should be used as a guide to help determine your readiness. For best results, be sure to seek out the advice of financial professionals who specialize in nonprofit organizations. Most grant funders will require the nonprofit status. Some funders will require funding seekers to be established as a 501 (c) (3) nonprofit, tax-exempt organization designated by the Internal Revenue Service (IRS), for at least 3 years before they will accept proposals. Most organizations that are organized and operated for a charitable or educational purpose are eligible to file Form 1023, which begins the process towards obtaining recognition of tax exemption in the form of a determination letter from the IRS. When an organization, business, or individual is seeking a grant, the first order of business is clarifying the goals and purpose going forward. One way to express information about your organization is by creating a Logic Model, which requires defining assumptions about the situation, problems or issues to address as you attempt to accomplish your objectives, and influences that will affect the process. Assumptions Job training will give people a better chance to gain higher paying jobs. Partnerships with companies will increase our job placement efforts. Problems or Issues Clients with children that can not afford child care. Lack of appropriate technology to perform needed training. Influences Positions that companies are currently hiring for and what companies are hiring. Unemployment rate. Focus Area: Grant Education 2

3 Focus on the resources, activities, short-term outcomes and long-term results. Resources What will you, your organization, or business need to carry out the activities of your program. Examples: staff, technology, facilities, etc. Activities Activities detail the actions that must be performed in order to address the problem. Examples: hire staff, market your program, and/or purchase technology. Short-term Outcomes Short-term outcomes are what is hoped to be accomplised if the activities are carried out over the first few years of a program. Examples: Increased awareness of the program, rise in the number of clients served, more companies that our clients have been placed with. Long-term Results Long-term results are when activities are completed over time, which bring about specific changes. Examples: 1) Over 1,000 clients placed in jobs. 2) Over 50 companies that have hired clients of the program 3) At least a 75% hiring rate within two years of entering the program. 3 Focus Area: Grant Education

4 Research Process Obtaining funding from grants is a process with specific steps. Pulling together all of the resources and requirements needed for a grant proposal will take some work. Who can obtain a grant? Tribes as well as nonprofit organizations with an exempt letter from the IRS may qualify for government and foundation grants. Some for-profit businesses may qualify for grants depending on the specifications of the funder. Individuals such as artists, educators, and health professionals may also qualify for grants depending on the specifications. Time and Resources Be aware that preparing a grant will take significant time and resources. Preparing a proposal for a grant can be an involved process, requiring lots of documentation and coordination. Review the requirements of the grant and ensure that you fulfill all the necessary qualifications. If you do not meet all the specifications, do not apply. Once you have a clear picture of what you and/or your organization or business would like to accomplish, it is time for you to identify sources of funding. There are several places that you can search to find grants. Focus Area: Grant Education 4

5 Federal Grants Foundation Grants On a Federal level, contains Notice of Funding Availability (NOFA) for all Federal government grants and programs. You can search by keyword, category, department, and more. In addition, you can sign up for notices when new funding opportunities are available. This will help you stay on top of any new sources of funds. When you are seeking Federal grant monies, you will need to have a Data Universal Numbering System (DUNS) number. In order to do this, call ; you will need to provide the following information: Legal Name Headquarters name and address for your organization Doing Business As (DBA) name Physical Address Mailing Address Telephone Number Contact Name and Title Number of Employees When applying for a Foundation grant, the Foundation Center, org is a website that contains valuable information on nonprofit organizations, private and community foundations, and corporations that provide grant funds to organizations and individuals. One helpful area to look when seeking funding is the 990 Finder section of the website. Here you can look up an organization and see their 990 or 990-PF tax form. This will give you insight into which programs and people the organization has funded in the previous year and for what amount. To learn more about researching for a grant, or for advice about your specific needs, call the Native Learning Center Grant s Assistance hotline at (866) Focus Area: Grant Education

6 Pursuing Alternative Sources of Funding Many funders like to see that your organization has built strong partnerships, which allows you to share resources and avoid duplication of services. If you have such partnerships, make sure to obtain letters of support from these organizations. Funders also like when an organization has additional sources of funding to support its operation and programs. Here are some sources of funding that should be considered: Planned Giving, which is a set of ways that a donor can leave money and/or assets to your nonprofit organization, such as cash or in-kind donations, insurance proceeds and stock dividends. Fundraising Events, such as Golf Outings, Fishing Tournaments and Silent Auctions Revenue from Training Programs, Products and Services, and Merchandise To learn more about researching for a grant, or for advice about your specific needs, call the Native Learning Center Grant s Assistance hotline at (866) Focus Area: Grant Education 6

7 Grant Writing and Development When preparing a grant application, you must pay special attention to the NOFA that is supplied by the funder because it will be your road map for your application. Be sure to address the information in the NOFA to increase your chances of proving to the funder that you are what they are looking for. If there is information in the NOFA that is unclear, or you would like to know more detail about the funding opportunity, contact the funder directly. Most funders are more than willing to speak to grant applicants. Make sure to keep good notes of these conversations as well as records of any correspondences. Most funders want to know who you are, what problem(s) you are addressing, how you will address those issues, and whether your organization is fiscally responsible with the funds you currently have. When constructing your proposal, be sure to review and follow your Logic Model. It will help you clearly describe your goals, deliverables, and outcomes. As you write your proposal, assume that your potential funder does not know anything about who you are or what your program entails; therefore, be detailed and clear while avoiding jargon. One very important part of a grant proposal is your budget because it shows how well your organization allocates its funds. It also is the area where you can show other sources of funding that your organization has obtained. Be sure to set a realistic budget, which will give credibility to the entire proposal. Have your staff and/or peers review the grant application. Finding someone who has proofreading experience is a priority to making sure that the entire document is mistake-free and formatted consistently. One effective way to connect with a funder is by keeping track of the technical assistance information provided. Technical assistance seminars are becoming more popular with federal agencies, as are online grant tutorials. Utilize all of your resources! 7 Focus Area: Grant Education

8 Submission Once the grant opportunities and corresponding deadlines are determined, create schedules and task lists for each opportunity. Set your schedule end date a week prior to the actual end date. The schedule should be flexible to allow room for unforeseen changes. Create a calendar for the development of your grant proposal, and make sure that you can submit your application at least one day before the deadline because if there is a technical issue with your submission, then you will still have time to work with the funder. When you do submit your application, keep a record of your verification. Novice grant seekers should not panic if they lack experience with grant management; it is suggested to play up any partnerships in the proposal. Additionally, make sure your partners are involved in the grant submission process. Nonprofit organizations that have not been successful with a certain federal program should always check on the novice priority. Once you have your proposal completed, make sure that it is formatted so that it appears professional in both online and hard copy versions. It is probable that your application will be viewed in both formats, so this is important. For Federal grants, make sure to call and speak with someone who works at your Representative s Congressional office to inform them of your grant submission and goals. Ask for letters or other methods of support, which can go a long way towards your grant applications consideration. To learn more about researching for a grant, or for advice about your specific needs, call the Native Learning Center Grant s Assistance hotline at (866) Focus Area: Grant Education 8

9 Grant Management and Reporting Once your grant proposal has been funded, get ready for the paperwork. The following information should be used as a tracking system for grant management: Create a Project File that will be used to document all transactions from Award to Closeout. Develop a method of compliance management because if your organization accepts money from a government funder, expect to be held accountable. Implement a sound financial management system. Implement a solid purchasing or procurement system. Establish security procedures to safeguard against elements of risk. Develop an audit and resolution process. Follow sound ethical principles. Establish a system of quality review and control. Monitor current grant administrative trends. To learn more about researching for a grant, or for advice about your specific needs, call the Native Learning Center Grant s Assistance hotline at (866) Focus Area: Grant Education

10 Notes Focus Area: Grant Education 10

11 Notes 11 Focus Area: Grant Education

12 Grants Assistance Program Our grants assistance program provides direct support to Native Americans and tribal communities in the areas of grants writing, technical support, identification of funding opportunities, the grants submission process, and much more. To learn more about researching for a grant, or for advice about your specific needs, call the Native Learning Center Grant s Assistance hotline at (866) Focus Area: Grant Education February 2012