Writing Winning Proposals

Department of Research, Evaluation & AccountabilityGreenville County Schools, July 2010

Topics of Today’s PresentationWhy grant writing?Finding funding sourcesBasic elements of a grant proposalSubmitting the proposalThe money is yours – now what?Final Thoughts on grant writing

What are grants?

A grant is a conditional gift of funds with strings attached.

Why grants?

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Grants give you the opportunity address a need identified by both you

and the funder as a community concern.

Grant Writing: Step 1

Identify your need and create a project or

program to address that need.

Identify potential funding sources.

Grant Writing: Step 2

Examples of Potential Funders(Most funders have comprehensive web sites and downloadable RFP’s)

Federal & State Foundations & Corporations

grants.goved.gov/fundingfederalgrants.com

Local:greenvillewomengiving.o

rgcfgreenville.org/

National:toolboxforeducation.comneafoundation.org/

pages/educators/grant-programs/

Grant Listsschoolgrants.orggrantsalert.comfundsnetservices.com/

educ01teacherscount.org/

teacher/grantshomeroomteacher.com/

teacher_grants

Grant Writing: Step 3Carefully review the Request For Proposal (RFP)

and application guidelines that will include:• Deadlines & Submission guidelines• Funding Range or maximum grant award• Funding Focus (Geographical, Community need, etc.)• Application format • Allowable & Non-allowable expenses (personnel, materials, etc.)• Eligible applicants• Other criteria and eligibility requirements

Still not sure they are the right funder? Call and ask them.

Grant Writing: Step 4

Assemble your grant writing team!

Who should be on this team?Project CoordinatorTeachers Administrators ParentsDistrict Grant Writer

Why a team?Division of labor (writing, research, editing,

etc.)More opportunities to identify gaps,

grammatical and spelling errors, etc.Brainstorming ideas for the project/program

Grant Writing: Step 5

Write the proposal

Common Elements of a ProposalCover Sheet – general applicant informationTable of Contents – narratives of 5 pages or moreAbstract – brief, concise (one page or less)Executive Summary – mission statement,

backgroundProblem or Needs Statement Goals & ObjectivesProject Design or Methodology (including

personnel)Evaluation Budget & Budget NarrativeAttachments – resumes, letters of support, etc.

AbstractClear, concise, overview of the projectAvoid use of first personStand alone description of the project (may

be the only part of the application the reviewer reads)

Cover all key elements (anticipated outcomes, who & how many it will impact, key activities, who involved)

Often used to route the grant to the appropriate reviewer(s)

Need StatementThe need statement is your opportunity to

show you clearly understand the needs the funder is trying to resolve and prove that your school/project is worthy of their investment.

Organizing & Writing the Need StatementEstablish a foundational statement – what is the need

and how do you plan to address it? Be creative and innovative!

Build your case with dataBe succinct & persuasiveAnticipate questionsUse active voice, avoid first person referencesWrite as though funding has already been approved.

Avoid the use of “When funding is received,” and “Upon approval.”

Draw a logical conclusion that leads into the goals and objectives – what will be the result of your project?

Address sustainability – how will the project continue after their investment?

Follow the guidelines exactly

A word about DocumentationCite any resources from which you get data,

statistics or documentation of effectivenessUse case studiesObjective statisticsSurveysRelevant graphs and chartsFocus group results

Goals & Objectives

Goals defined:Goal(s) are a concise statement of the project’s

overarching purposeObjectives defined:Objectives are the measurable elements of the

goal(s)* who is going to do what, when they will do it and how it will be measured

Outcomes defined:Outcomes are quantifiable results of actions

taken in pursuit of the goal

ExampleThe goal of [project title] is to increase the

number of students successfully graduating from high school. School will operate an after-school tutoring program for students at-risk of dropping out of school. (Objective) The number of students successfully graduating will increase by 25% in five years. (Outcome)

Project Design or MethodologyMost lengthy and detailed section (most heavily

weighted)Breaks your objectives down into multiple, task

oriented activities required to complete the projectEach activity should flow logically to the nextMay include a timeline and organization chartInclude all the essentials: who, how long, where,

and howAre you using tactics proven in previous studies? If

so, identify that source and why you believe it will be beneficial for your project.

EvaluationHow will you measure your success?

Who is responsible for evaluation and reporting?What measurement tools will be used?How often will progress and/or success be measured?When will reports be prepared regarding progress?

Budget Development

Common budget categories include personnel, fringe benefits, equipment, supplies, contractual, and travel.

Dream big with the initial budget.Review grantor’s range and allowable

expensesDon’t include non-allowable expenses

(common exclusions are salaries, food, etc.)If over budget, determine what expenses are

“luxuries” or could be acquired through other partners/funders

Budget Development Continued

All expenses must be reasonable and project specific.

Include partner contributions – in-kind and cash.

Use a budget format recommended by the funder. If none is recommended, use a Word or Excel document.

Ensure that anything you ask for in the budget is at least mentioned in your proposal.

NEVER include a miscellaneous category.

Budget NarrativeClearly explain how you plan to spend the

investment.Briefly but fully explain each item in your

budgetReiterate the cost for each item – if it’s on the

budget, it should be here!Include computations - 3 textbooks x

15.00/each x 25 students = $1,125Recheck your math! All calculations must be

correct and equal the project budget total.

Your Review Process When your proposal is complete, be sure and do

the following:SPELL CHECK and review grammarCompare sections to funder’s criteriaCheck to ensure each section flows and is logicalRecheck all your mathReview format (font size, margins, page count,

etc.)If uploading to an online site, ensure that you are

using the version of Word they require (2007 vs. Windows 98)

If cutting and pasting from Word to an online form, ensure that word count or character count meets their requirements.

Be sure to attach all requested documents.

Grant Submission: Step 6Procure all appropriate approval signatures

(principal, district, etc.)Submit the grant on time – or better yet –

EARLY!Use the grantor’s required submission

processOnline – most common– if you submit after

the given deadline time, access will be refused.

Mail/hand delivery/courier service – usually requires multiple copies. Mail well before the deadline!

E-mail or fax – rare. In fact, most funders refuse to accept proposals through these formats.

Now….you wait.

The RFP or web site should indicate when to expect notification.

Don’t contact the funder about the status until the notification date(s) have expired.

Promptly acknowledge notification – even if the answer is no.

The $ is Yours…now what?Celebrate!

Then…

GET TO WORK!

Put your dream in motion!Purchase supplies, equipment, etc.Implement all project and promotional activities in

the appropriate timeframe.Keep concise records and conduct all

measurement activities.Prepare funding reports as required.

Why did they say no?• Didn’t include everything they requiredDid not follow word or page count limitsSubmitted irrelevant materialDidn’t follow their binding requirementsMisspelled words and calculation errorsMissed the deadline Your problem isn’t a problem Your solution doesn’t address the problemNo measurable objectives to determine progress

(what’s the biggest bang for their buck?)Used expensive paper, flashy presentation

folders, expensive videos, etc.

Final ThoughtsFollow guidelines and criteria exactly.Proposal should be comprehensive, clear and

concise.Review, revise, and then review again. Get an

outside reader to proofread.Spend funds as indicated in your proposal.Keep records of activities, receipts, test

results, etc.Prepare & submit reports to funders on time.Remember: only 5-10% of submitted

proposals are funded. But don’t give up – most failed proposals are eventually funded if resubmitted.

Questions?Lisa Finley

GCS Grant WriterX3113

lrfinley@greenville.k12.sc.us

Thank you!