1. Grants and Proposal Writing National Network of Libraries South Central Region (SCR)

2. Agenda  Common mistakes  Locating funding  The proposal  The budget  Finishing touches

3. Ten Common Mistakes

4. Common Mistakes  Poor writing  No project planning  Inaccurate costs  Typos  Buzzwords  Budget ≠ Narrative  Last minute writing  Assuming reviewers are experts  Ignoring instructions  Idea ≠ purpose of award

5. Locating Funding

6. The “Lingo”  RFP: Request for Proposals  RFA: Request for Applications  CFA: Call for Applications  Letter of Intent  Letter of application

7. Matchmaker  What types of projects is the funder interested in?  Look for buzzwords or phrases:  Program Areas  Initiatives  Scope

8. Who are the Funders?  Government (Federal, State, and Local)  Associations  Small Businesses  Foundations  Private  Corporate  Community

9. Getting Started

10. Things to Remember  Start early  Review the RFP written guidelines  Pay attention to deadlines

11. Before Starting to Write  Gather background information  Identify project needs  Sketch a rough draft of the budget  Determine who will write the proposal

12. Figure out: Explain  Highlight each item in the narrative that will appear in the budget  Every item that appears in the budget must be described in the narrative  Breakdown each item into parts; be intuitive Equipment$2000 Equipment HP computer No.$1500 HP printer No.$500

13. Think of Your Reviewers  Avoid excessive “wordiness”  Have someone else read the proposal

14. Sections of the Proposal

15. Summary Statement  Your project in a nutshell  Answer: who, what, how, how much  Also known as an executive summary

16. Identification of Need  How do you know?  How will your project address that need?

17. Target Population  Census Bureau: www.census.gov  Fedstats: www.fedstats.gov  Community Health Status Indicators: wwwn.cdc.gov/CommunityHealth Population

18. Goals and Objectives: Goals  Goal: broad statement of the result of change  General aka “Lukewarm”  Ideally what will happen?

19. Goals and Objectives: Objectives Smart Specific Attainable Measurable Relevant Time Bond

20. Project Plan  Specific activities to achieve the objectives  Describe  What  How  How long  Project staff  Details, details

21. Organization Information Mission Number of Employees Date Founded

22. Evaluation  Establish baseline date first  Determine the success of a project  Evaluate each goal and objective  Outreach and Evaluation Research Center (OERC) nnlm.gov/evaluation

23. Continuation of Activities  Will the project continue?  What will be done with the information?

24. The Budget

25. Indirect Costs  Costs not readily identifiable with a particular cost objective, but necessary to the operation of the institution  Some grants do not allow or cap the level of IDC

26. Be realistic and complete  Ensure that RFP allows for funding of the items included in your narrative  Include you will need  Contact funder with questions

27. Do not forget anything  In-kind costs  Specifications  Quotes  Hourly Rates  Salary breakdowns  Travel  Miles per gallon  Per diem

28. Final Budget Thoughts  Ensure that your figures add up correctly  Ensure that your proposed budget does not surpass the total funding amountBudgetCost

29. Putting it Together  Include a table of contents  Do not bind the proposal  Do not forget the appendices  Chart, graphs  Surveys  Letters of Support

30. Conclusion

31. Marcus Spann, MLIS Community Health Coordinator Houston Academy of Medicine-Texas Medical Center Library 1133 John Freeman Blvd Houston TX, 77030-2809 713-799-7164 800-338-2809 marcus.spann@library.tmc.edu