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Northwestern Oklahoma Economic Development Federal and State Initiatives Grant Writing Workshop Sheryl Hale, Ed.D. 405-743-5553 Linda.

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Presentation on theme: "Northwestern Oklahoma Economic Development Federal and State Initiatives Grant Writing Workshop Sheryl Hale, Ed.D. 405-743-5553 Linda."— Presentation transcript:

1 Northwestern Oklahoma Economic Development Federal and State Initiatives Grant Writing Workshop Sheryl Hale, Ed.D Linda Mason, Ed.D

2 Agenda Types of Grants Locating Grants Assessing Eligibility Planning a Grant Writing the Grant Proposal Review and Follow-up Grant Management Hiring and Selecting Grant Writers

3 Types of Grants Monetary award given by a government agency, foundation, corporation or other entity to fund a particular project Generally given to organizations as opposed to individuals

4 Categories of Support Operating – running program to meet community needs Special Project – new project or project with limited timeframe Capital/Equipment – specified amount for construction, renovation, expansion, purchase land or equipment Endowments - planned gifts, will or trust

5 Basic Grant Sources Government - Federal, State, Local 26 Federal Agencies (900 programs) Foundations Second-largest source Direct Corporate

6 Assessing Funding Eligibility Eligibility –Type of organization –Geographic restrictions –Population Size of Award –Sufficient amount to complete program activities –Number of grants –Award size and duration Project Focus –Project complements funder’s goals and priorities

7 Assessing Funding Eligibility cont. Type of Activity –Specified use of funds Restrictions –Matching funds –Expenditure limitations –Evaluation requirements

8 Searching For and Locating Grants Finding the right grant opportunity is most of the time consuming work in grantsmanship. Plan to spend at least half your time in: finding the agency investigating previous projects that the agency has funded learning about the grant proposal requirements 1.Become familiar with your chosen grant funders. 2.Search locally first.

9 Hunting For and Locating Grants SHOTGUN APPROACH vs. RIFLE APPROACH 1.SHOTGUN: Shoot a scatter shot and see what falls out. Look for funding agencies, investigate what they fund, and apply for something from the agency. Your goals are broad enough to be modified to fit their goals. 2.RIFLE: Take careful aim at one specific target. Look for funding agencies that fund only what you want. Search for an exact match to fund your project using your specifically stated goals.

10 Search Engines A search engine is a data base that you may use to find information by using key identifying terms. COS – Community of SPINPlus – Foundation Center Online - Foundation Grants to Individuals - Grant Services – FedBizOps - Charity Channel – Google –

11 Grant eNewsletters All funding agencies and most foundations send eNewsletters with their grant information. Grant Opportunities for Oklahoma Higher Education – (weekly announcements) Philanthropy News Digest – Philanthropy News Network Online - Chronicle of Higher Education - Don Peek (schools) – Faith Based and Community Initiatives Digest -

12 Grant Resources Grant Opportunities for Oklahoma Higher Education – (click on Grant Resources) Cleveland State University - National Endowment for the Arts - (all federal grants)- Funders Online (Europe’s philanthropists) - FundsNet Online - Open Directory - Making_Foundations/ Oklahoma Foundations – Foundation Data Book (all foundations by state)-

13 5 Top Ways to Get Funded 1.Read the RFP. 2.Read the RFP. 3.READ THE RFP. 4.READ THE RFP! 5.READ THE RFP!!!

14 Information Sources Annual Reports Federal Register Notice - Catalog of Federal Domestic Assistance /cfda/cfda.html IRS Form 990 – Funder Guidelines Agency Website Foundation Directory – Contact the Funding Agency

15 Additional Considerations Necessary resources to implement the project and evaluate its progress? Staff expertise to develop and implement the project? Proper facilities and resources? Value of the project? Replication? Reinvention? Sustain project beyond funding? Time and resources to write and implement?

16 Letters of Inquiry Alternative to a call or visit (Investigate organization to find preference) Do homework before the letter for previous funding history, types of projects, amounts Provide information about your organization Provide information about your proposed project

17 Letters of Inquiry 1-2 pages! Par 1 -- Who are you? Mission, organization, you are seeking funds Par 2 -- Why this agency? You understand their priorities Par 3 -- What is the need? Clear and brief Par 4 -- What's the plan? Bullet goals/objectives Par 5 -- Why fund you? Uniqueness, qualifications Par 6 -- How much? Broad categories Par 7 – Closing – thank you, contact information, whether you will follow up with a phone call

18 Letters of Intent Introduction –Why you are writing –Mission and population served Project Description –Link funder’s priorities and project goals Needs –Demographic and statistical evidence Solution –How it addresses need –Best practices Project Plan –Activities, timetables, methodology Organizational Capacity –Ability and commitment –Previous work and staff qualifications Budget –Funding request, organizational support and other resources Sustainability –Project continuation

19 Planning the Grant Planning and Development –Start with an innovative idea that addresses a specific challenge and/or need (purpose). –Start documenting need. Social/Economic Costs, Beneficiaries, Nature of the Problem, Impending implications? –Scan and identify grant opportunities. –Target a grant Make sure your focus aligns to the grant criteria Make contact with grantor agency! –Review successful and recent awards. –Identify partners, define roles and build partnerships as well as community support.

20 Key Planning Questions What new projects (or program expansions) are you planning for the next two to three years? Which projects are most compatible with your current mission and purpose? Who else is doing this project or similar projects? What need/community need does each of your projects address? What would an improved community/situation look like? How can your organization/project improve the situation? What members of your community – including civic leaders and groups, political figures, the media, professional organizations, and your own clients could support the project? Does your organization currently have the expertise to undertake each project?

21 Proposal Components Organization/Partner Descriptions Proposal Summary/Abstract Statement of Need – Problem and Background Project Description: Goals and Objectives Methodology (Design and Timeframe) Evaluation - Outside Evaluators, Quantitative and Qualitative Measures Aligned to Goals Budget and Sustainability Attachments – Commitment letters, Resumes, Charts — All Partners and Industry

22 Compelling Needs Statements Heart of your entire case for support!

23 Key Considerations Relate need, have clear relationship to your organizations mission and goals. Focus on need in the community, target population or clients. Support need with evidence. –statistical facts, expert testimony, literature Be consistent with entity’s ability to respond. Make proposal easy to read and understand.

24 Using Statistics Statistics Tell –How much? How many? How often? –How severe? How costly? Sources –US Census Bureau: –Bureau of Labor Statistics: –Oklahoma Department of Commerce: –Employment Security Commission: –Oklahoma Regents for Higher Education: –Local universities, school districts –Local Chambers of Commerce, nonprofits, professional associations

25 Creating Sense of Urgency Statistics –Approximately ___women were murdered in the US by their husbands or boyfriends in Leader/Expert Quotes –Dr. Flock said children who witness spouse abuse have a ___ percent chance of …. Case Statements –Mary Quick, a typical Family Outreach Center client, suffers from ….. National Need Compared to Local Need –In the US, is estimated that ___percent of teenagers have tried drugs by age 17; this means that at Glory Side school ___ of seniors may have…..

26 Questions to Consider 1.Who are the people with the need? 2.Where are the people with the need? 3.What is the need? 4.When is the need evident? 5.Why does the need occur? 6.What evidence do you have to support your claim? 7.What are the consequences of the need? 8.How is the need linked to your entity?

27 Sample Needs Statements (see handouts)

28 Student support to go to college… When 24-year-old Tyesh Penn decided to attend Tulsa Community College – Metro Campus (TCC-Metro), she almost quit before walking through the door. Trying to navigate the complexities of enrollment through the Internet, Tyesha, an African-American single mother of two, found the process overwhelming. “I was confused,” she says. “I wanted to go back to school for a better future for my kids, but I felt like I was in over my head.” With an income of…

29 Undergraduate research and education for science, technology, engineering and mathematics student majors….. Seventy-five percent of high school seniors intend to go to college. Of those, 43 percent actually enroll in college, and one- third of these becomes a STEM (science, technology, engineering and mathematics) majors (Science and Engineering Indicators, 2002). College freshmen who plan to pursue a career in STEM disciplines too often become discouraged, sidetracked into other majors, or committed to other life-style choices and fail to matriculate to graduation. Regional universities in Oklahoma retain 67 percent of all first year, full-time freshmen, but graduate only 29 percent (OSRHE ). Barriers to retention of all students in college apply as well to STEM students…

30 Medical research project… Drug treatment has fallen short of getting most treated hypertensive to go (BP below 140/90 mm Hg). A highly promising behavioral treatment is guided breathing, which involves a device that guides the patient to slow the breathing rate 6 to 10 breaths/minute (the typical respiration rate is 16 breaths/minute or more). The guided breathing intervention is typically used….

31 Tutoring program for at-risk students…. The Johnsonville School District has the highest high school dropout rate in the state of Texas. The district has found that the three most common reasons students drop out of high school are failing grades, a lack of interest in school, and a lack of parental support. To combat the dropout problem, the Johnsonville School District is seeking grant funding to implement the Stay in School Program district-wide. The program will…..

32 Project Plan or Description What you plan to do to address the need.

33 Project Description What? –Goals and Objectives Why? –Best Practices/Effectiveness How? –Tasks/Activities Who? –Program Personnel When? –Time Line

34 Effective Goals/Objectives Goals - Broad statements reflecting ultimate results of accomplishment. –Decrease dropout rate…. Objectives – Measurement of what the organization will do to accomplish goal. –Hold 54 tutoring sessions for….between Sept. and May 07 Activities Specific Tasks or Strategies Implemented. –Design and develop tutoring model ….. Outcomes – Measure change as a result of project. –85% of students participating in….returned to school…

35 Q: How many grant writers does it take to change a light bulb? A: 100. Ten to do it, and 90 to write document number GC , Multitasking Incandescent Source System Facility, of which 10% of the pages state only "This page intentionally left blank", and 20% of the definitions are of the form "A consists of sequences of non-blank characters separated by blanks".

36 Project Personnel Who will manage the project? Who will be involved in the project? What are their qualifications? What are their responsibilities? What is the management/organizational structure for the project? Are you using existing personnel or hiring someone after the award? If hiring, add a job description

37 Project Personnel Documentation Assure funding agency you have the qualified staff to carry out the project. –Job Description –Vita or Resume –Key Responsibilities –Project Experience –Organizational Chart

38 Questions to Consider Are goals/objectives/activities logically derived from needs statement? Have you explained why you selected activities or methods? Is the timing and order of events clear and understandable? Is it clear who will perform specific activities? Are proposed activities feasible considering resources? Is the proposal easy to read? Use simple and direct language.

39 A grant writing professor was lecturing to his Federal and State Initiatives workshop one day. “Use the Plain English style to write clearly. In English," she said, “A double negative forms a positive. In some languages, though, such as Russian, a double negative is still a negative. However, there is no language wherein a double positive can form a negative." A voice from the back of the room piped up, "Yeah, right."

40 Evaluation Plan Documenting Results and Impact

41 Evaluation Benefits Strengthens proposals in eye of reviewers. –What works best. Learn what is going well and what is not. –Program improvement during the implementation Ensures project is operating effectively. –Recipients of public trust. Create a replicable model for others to use.

42 Planning Evaluation What questions will evaluation answer? What are the specific evaluation plans and time frames? What data will be collected? Who will be evaluated/what will be measured? When will data be collected? What strategies, tools, or instruments will be used? Who will conduct the evaluation? Who will write and receive the report? How will the information be used to improve the project?

43 Evaluators Internal versus external evaluator – or both Funder requirements –External outside entity Funding availability – rule of thumb approximately 10% of project cost Qualified candidates (click on Grant Writing Resources)

44 Assessment Measures Quantitative –Number driven –Bottom line Qualitative –Quality –Perceptions and experienced participants –Adjust programs and procedures

45 Evaluation Processes Formative Evaluation –Ongoing process assessing project effectiveness –Regularly scheduled data collection –How well completing project activities Summative Evaluation –Final results –Length of grant –Goals and Objectives

46 Project Timeline Goal: Primary goal of the Meal Consortium is to allow homebound elders to live independently. Objective: Reduce number of individuals leaving the Meal Consortium by 5 percent. Activity Date (Year, Month, etc.) Responsibility 1.a. Increase social service referrals and follow-up 75% of homebound elders. October 2005Project Coordinator 2.a. Increase direct care services for 90%. August 2005Coordinator

47 Timeline Sample Activity Month Hire coordinator ● ● 2.Recruit two social workers ● ● ● 3.Identify target elders● ● ● ● ●

48 Budget Budget justifies expenses and aligns with proposal narrative.

49 Budgeting Steps Establish budget period. Estimate expenses. Decide whether and how to include overhead costs. Remember that overhead costs are real! Estimate donated goods and services based on real costs and valid sources. Estimate project revenues.

50 Direct Expenses Consider: Implementation, continuation, and phase-down costs. –Salaries and increases. –Utilities, insurance, rental space, and equipment. –Food, transportation, and telephone. –Evaluation systems, audits, accounting systems, and dissemination activities. –Materials and supplies.

51 Indirect or Overhead Costs Shared by all of the program and entity but difficult to assign specific amounts to any one program. –Liability Insurance –Copier Lease –Financial Management Recovery of indirect costs. –Funders guidelines –Organization guidelines

52 In-Kind Matching Funds Read funder’s definition carefully. –Can the match be an in-kind contribution (i.e., soft cash or services)? Personnel Contractual Fringe benefits Construction Travel Miscellaneous Equipment Indirect costs Charges waiving or Supplies reduction

53 Cash Match Cash match (hard cash) Work with business manager to explore: –General operating funds –Specialized allocations –Other state or federal grants (allowable) –Private sector grants –Set up a fund internally for matching

54 Budget Principles 1.0 mistakes! (at least 3 proofers) 2.Consistent format – numbers, dollar signs, decimals, commas 3.Ask for enough, but just enough. 4.Clearly justify your figures with real estimates, real travel locations, real mileage, real salaries (no estimates). 5.Tell your story. If someone cannot understand your project from reading your budget, start over. 6.Include ALL project costs, ALL internal contributions, ALL partner contributions, and plans for sustaining the project. 7.When you do not have a person hired for a position, include a clear job description.

55 Sample Budget

56 Period of Grant Income from Fundraising 1998 Actual 1999 Actual Direct Mail35,44439,69650,00070,000100,000110,000120,000 Events57,41443,21150,00057,00075,000100,000110,000 Major Donors26,60020,00040,00077,000120,000170,000175,000 United Way70,000232,938182, ,000200,000 Corporations11,50095,751145,000185,000195,000200,000210,000 This Grant 120,00080,00050,000 Other Foundations18,42825,76020,00090,000140,000160,000170,000 Community33,03651,03160,00092,000138,000120,000125,000 TOTAL252,422508,387667,000833,0001,000,0001,050,0001,110,000

57 Budget Presentation You should present your budget in four different ways: Narrative format (a short summary that refers to percentages and precedes the standard format). Visual format, such as a pie chart that reflects the percentages mentioned in the narrative. Standard numerical format. Budget justification (details about each numerical item and follows the standard format).

58 Preceding Narrative The overall annual budget for the Center for Women and Children is projected to be $465,000. Of this amount 53% is for salaries and benefits, 37% is for programs and services to women and children, and 10% is for administration and fundraising expenses.

59 Visual Format

60 Standard Form (usually provided) Item Annual Expense A. Personnel (Salaries, Wages) Executive Director $65,000 Administrative Assistant,.5 FTE $22,000 Program Director $38,000 Program Assistant $32,000 Development Director $38,000 Membership Coordinator $32,000 Office Assistant $26,500 Total Personnel$183,500 B. Benefits Medical/dental coverage $22,000 C. Contractual 1. Web design and maintenance $11, Accounting (monthly) $ 500

61 Budget Justification Thoughtful narrative per each item Summary overview Discuss any significant increases or decreases compared with last year's or next year's budget Important figures (such as a high per unit cost). For example, if your $250,000 organization has a $75,000 increase in rent, explain why.

62 Sample Budget Justification Executive Director, Dr. Joan Smith The budget request is for 1.0 FTE $65,000 annual salary plus fringe at 22%. Administrative Assistant, Ms. Mary Smith The budget request is for.5 FTE administrative $47,500 annual salary plus fringe at 20%. She will be.5 FTE for the Oklahoma GEAR UP program, also. Office space is being contributed to the project by the Oklahoma GEAR UP program.

63 Get Budgeting Help If you are new to budgeting or want to take a moment to be sure that you are up-to-speed on preparing a budget, there are sources available on-line that have good budget examples. One tutorial may be found at the Foundation Center's website op_budgt/index.html op_budgt/index.html

64 Management Plan How organization is structured and the resources available. –Key personnel –Organizational structure –Finance –HR –Unique features, i.e. volunteers, student workers, leveraging other workers

65 Dissemination Plan How will you share information about project discoveries and resources? Who will you target? What communication tools will you use? –State and national conferences –Publications, i.e. journal articles –Newsletters –Web Sites –Pod casts, Wikipedia, Blogs, Webinars –Interactive Television –Commercial Television Ads or PSA’s –News releases –Newspaper Ads –Community Organization Meetings –School Classes –Speakers’ Bureau

66 Supporting Documentation Common requests –Organization's IRS determination letter –DUNS number – (Dun & Bradstreet) –Central Contractor Registry (CCR) – – E- Business POC – M-PIN –AOR – Authorized Organization Representative –Board members and affiliations –Organization’s budget –Organization brochure/current newsletters –Latest annual report –Strategic plan –Supplemental funding sources –Letters of commitment

67 Letters of Commitment Must have substance! Avoid duplicate wording All partners Include –Need perspective –Why proposal will solve need –What support will they provide the project? Donate equipment/funding Hire graduates Identify participants Serve on committees Sustain after the grant period

68 Abstract or Summary Proposal initiative –Project name, funding competition Statement of need Goals Measurable objectives Key activities Impact on problem –What will improve and how many will project impact over project duration.

69 Abstract or Summary Short – 1 paragraph to 1 page This is the summary that is sent to your local congressional office, and they use it to send out news releases.

70 Submission Process Oklahoma DOES NOT have a central point of contact requirement Read submission requirements early Individual or Partnership –Drives grant/process –Clearly defined roles Lead organization Subcontract Fiscal sponsor –Plan Ahead (submit at least 1 week early) –Follow Funder Process Application Instructions Technical requirements Checklist Electronic (Electronic takes TIME, sometimes days or weeks!) Paper

71 Double Check Create checklist of required items and supplements. –Proposal elements –Criteria –Technical requirements (proof font, tabs, margins, style) –Submittal requirements (hard copy, e-copy) –Budget Outside readers evaluate. New pair of eyes to evaluate work. Get three persons to review: one close, one semi-close, and one cold. Try a teen ager or a grandmother. Track submission with follow-up note, call, or electronic verification.

72 Review Process Guidelines vary by entity Selection criteria and scoring –Published in solicitation and federal register Peer review

73 Become a Reviewer WHY? Learn to write grant proposals Learn about the funded grants of the agency Learn the process and improve your odds Network with others like you Simplify your writing Provide a service HOW? Tell the recipient of a grant Tell the funder, program director, head of agency Apply online – provide a vitae and short synopsis of why you may be of help Need not have grant experience, just content expertise

74 Life After the Grant Grant is Accepted –YEAH!!! –Negotiated. This is VERY OK!!! Grant is Rejected –Have 8 hours of depression and regroup. –Obtain reviewer comments. –Make personal visit. –All might not be lost... –Remember, REJECTION IS GOOD! Write Thank You In either case, keep writing. BE PERSISTENT!

75 Grant Administration Financial Administration Critical –Determine allowable/unallowable costs –Maintain records Financial and staff Publicity –Determine cost accounting standards, OMB Circulars –Accounting –Procurement –Personnel –Property management –Travel –Reporting

76 Hiring and Selecting Grant Writers Using an outside grantwriter may seem to be the best method of success in grant seeking. Ask: Does our organization have the skills required for this project? (no = hired) Is this a short term project or require long term commitment? (long term = in house) Does this project require outside objectivity? (hired)

77 Hiring and Selecting Grant Writers PROs On time, on budget Honest Attention & time to project Experience CONs External values Have to gain knowledge Lack of passion Lack of relationships

78 Principles of Working With a Grantwriter Prepare a one-page Scope of Work Get referrals Cost, Confidentiality Statement, Code of Ethics Pay a fee, not a % - same if grant is funded or not Interview 3 at your expense Select based on chemistry! calendar, cost Turn loose! Let the professional work. Final report - hours spent on meetings, research, writing - costs of materials, postage, copying

79 Northwestern Oklahoma Economic Development Federal/State Initiatives Grant Writing Workshop Sheryl Hale, Ed.D. Innovative Programs, Research and Development Oklahoma Department of Career and Technology Education Linda Mason, Ed.D. Coordinator for Grant Writing Oklahoma State Regents for Higher Education

80 Book References Joseph Barbato and Danielle S. Furlich, Writing for a Good Cause: The Complete Guide to Crafting Proposals and Other Persuasive Pieces for Nonprofits, Simon and Shuster, David Bauer, The “How To” Grants Manual: Successful Grantseeking Techniques for Obtaining Public and Private Grants, 3 rd, Oryx Press, Phoenix, AR, Alexis Carter Black, Getting Grants: The Complete Manual of Proposal Development and Administration, Self-Counsel Press, Bellingham, WA, Bev Browning, Grant Writing for Dummies, 2 nd., Wiley Publishing, Hoboken, NJ, Mim Carlson, Winning Grants Step by Step, Jossey-Bass Publishers, San Francisco, Arlen Sue Fox and Ellen Karsh, The Only Grant-Writing Book You’ll Ever Need, Publishers Group West, Kenneth Henson, Grant Writing in Higher Education: A Step-by- Step Guide, Prentice Hall, 2003.

81 Interesting Articles “Hiring and Working With Grantwriters and Consultants: Know What You Need and Let Them Do It!” – Linda Hauser, Wednesday, May 04, 2005, “Positioning Grant Writers For Success” - “The Buck Starts Here” – Karen Markin, The Chronicle of Higher Education, February 21, “Know the Process, Improve Your Odds” – Brian Cobb and Stacy Abate, February 22, “Lessons in Evaluation: How Serving on Grant Panels Could Make You a Better Writer” – Jennifer Phelps, July 7, 2004, “Lets Ask for One Million Dollars or Why Successful Grantsmanship Isn’t Like Buckshot” – Katherine Felts, April 8, 2003, “Tips for New Grant Writers” – Shelly Uva, March 12, 2002,

82 Helpful Websites Oklahoma State Regents for Higher Education - Training Videos - ndex.html ndex.html The Art of Grantsmanship - The EPA Grant Writing Tutorial - The Foundation Center - Writing Winning Proposals, the US Department of Energy - Association of Fundraising Professionals -

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