1. Grant Writing Strategies and Resources
Tracy Smith

2. They’re investing in your vision of a better community.
What is a Grant?
A PARTNERSHIP
They’re investing in your vision of a better community.
How will you add value to their money? How will you further their goals?

3. Grant Writing: A Low Probability Game?
Proposal success rates average 25 to 33 percent
More than half are rejected on first reading because: - Applicant did not follow directions - Proposal did not match program

4. (Actual comments made by actual reviewers)
The Critics Weigh In…
(Actual comments made by actual reviewers)
“The problem statement, such as it is, is too global, showing no relationship to reality with no potential solution being indicated or even possible.”
“This problem has been studied to death. I’m surprised the writer doesn’t know this.”
“It is almost impossible to understand what the author wants to study or what the main theme is. The problem is full of jargon and totally unclear as stated.”
“I cannot ascertain what approach the researcher will take in examining the problem as outlined.”
The writer has a flair for the dramatic. The world will not collapse if we do not fund a study of students’ daydreams.”

5. (Actual comments made by actual reviewers)
The Critics Weigh In…
(Actual comments made by actual reviewers)
“The problem statement, such as it is, is too global, showing no relationship to reality with no potential solution being indicated or even possible.” (too vague)
“This problem has been studied to death. I’m surprised the writer doesn’t know this.” (too common)
“It is almost impossible to understand what the author wants to study or what the main theme is. The problem is full of jargon and totally unclear as stated.” (poorly communicated)
“I cannot ascertain what approach the researcher will take in examining the problem as outlined.” (plan is too vague)
The writer has a flair for the dramatic. The world will not collapse if we do not fund a study of students’ daydreams.” (too much hyperbole)

6. Success = Good Ideas - Pitfalls
There is plenty of evidence to show that good ideas are often undermined by missteps in proposal preparation
The following are some common proposal pitfalls and strategies to avoid them
Pitfalls

7. What are you passionate about?
A Starting Point...
What are you passionate about?
What is the problem (and why is it important)?
How is existing knowledge or practice inadequate?
Why is your idea better?
How is it new, unique, different?
What will it contribute and who will benefit from it?

8. 1. Verify the match Develop your funding search skills
Pitfall 1: Poor fit
Develop your funding search skills
Study program goals and eligibility
Make contact with program officer before starting proposal! - Read program announcement carefully; note questions - Send brief (2-3 short paragraphs) overview of proposed project - Inquire about alternative funding sources ! ?

9. 2. Structure the Proposal
Pitfall 2:
Poor organization
Build your case by assembling proposal in distinct sections:
Summary
Introduction
Problem Statement or Needs Statement
Project Objectives
Methods (Specific Activities + Timelines)
Evaluation Plan
Budget (Summary + Justifications)
Future Funding & Sustainability)
Appendix
Everything Else

10. 3. Prove the importance of your project
Pitfall 3:
Weak argument
State your purpose and case for need up front; build a strong argument
Think “Op Ed,” not academic journal; the person who tells the most compelling story will usually get the grant
Cite authoritative source(s)

11. Be creative . . . Tell the story with passion
“To me, a proposal is a story. You speak to the reader and tell the reader a story, something you want him/her to visualize, hear, feel. It should have dimension, shape and rhythm, and yes, it should “sing.”
— Carol Robinson, former executive director of the Isaac H. Tuttle Fund

12. but intelligent reader
4. Assume an uninformed
but intelligent reader
Pitfall 4:
Gyrating jargon
Use clear, accessible language
Stick with direct statements and active voice
Avoid insider jargon and acronyms
Grammar and spelling are important
“An expanding awareness of the limitations of our training settings, the political
fallout of our training mission, the consequence of having therapists work in a
particular work setting, and the need to change established institutional structures
(e. g., child protective services, Aid to Families with Dependent Children, juvenile
court) are examples of the contextualization of training and supervision.”

13. Passive vs. Active Voice
It has been demonstrated by research that…
The SAP program is being implemented by our department…
Following administration of the third dosage, measurements will be taken...
Research shows clearly that…
Our department launched SAP this year…
After dosage 3, we will measure…

14. 5. Formulate specific, measurable objectives
Pitfall 5: Murky
Goals & objectives
Goal: General statement of the project’s overall purpose(s)
“Our aim with this innovative curriculum is to improve the
number of students considered Proficient or Advanced on the PSSA exam .”
Objective: A specific, measurable outcome or milepost
Poor
Better
“It is anticipated that completion of the new curriculum will result in better student scores.”
“The implementation of this new curriculum program will result in a 5 percent increase in students’ PSSA exam scores.”

15. 6. Illustrate a detailed implementation plan
Pitfall 6: Vague
plan
Specify major tasks and timelines (tables work well for this)
Use flow charts, calendars, or Gantt charts
Visualize the project on a single page

16. 7. Follow application instructions exactly!
Pitfall 7: Deviating
from guidelines
7. Follow application
instructions exactly!
Common sins: - Late submission - Narrative too long - Fonts, margins, spacing too small - Signatures, certifications missing - Budget narrative missing - Insufficient number of copies - Inappropriate binding

17. Reviewers will use the criteria to “score” your proposal
Pitfall 8: Ignoring
review criteria
8. Pay attention to all
review criteria
Read evaluation standards carefully; then reference them in the project narrative
Benchmarks should align with project objectives
Touch all the bases--not just the ones you’re comfortable with
Reviewers will use the criteria
to “score” your proposal

18. 9. Polish the abstract Write the abstract or summary last Pitfall 9:
Weak abstract
9. Polish the abstract
Should reflect entire scope of project
Summarize project purpose and methods
Must convey: - What researcher intends to do - Why it’s important - Expected outcome(s) - How work will be accomplished
Write the abstract or summary last
This may be the only narrative that some
reviewers will read, e. g., the financial officer

19. 10. Presubmission review Pitfall 10: Writing solo
Ask seasoned colleagues for comments and suggestions
Should be qualified to critique proposal content
Check your ego at the door
Allow time for rewrites!

20. 11. Use proofreaders Find an eagle eyed perfectionist
Pitfall 11:
Document errors
11. Use proofreaders
Find an eagle eyed perfectionist
Proofreaders read for form, not content
Must be someone who has no stake in the project!
Learn to love what s/he will do for you
Zero tolerance--no error is too small to correct
Root out inconsistencies in format as well as typos, misspellings, grammar, etc.

21. 12. Write, rewrite & rewrite
Pitfall 12:
Insufficient editing
12. Write, rewrite & rewrite
Most winning proposals have been polished repeatedly
Let it rest in between; sleep on every rewrite
Must allow time!
(Famous rewriters: Hemingway, Michener)

22. I. Introduction/Agency History
When your school was established
What is its mission statement
Briefly highlight key past successes
The idea is to introduce your school and give the funder confidence that you have the resources and expertise to successfully complete this project: Can do, have done

23. II. Problem / Statement of Need
What is the problem that your program will address?
Use data / evidence judiciously to support this need
Balance hard data with soft data
You have to demonstrate your understanding of the problem for them to believe that you can address it effectively
Need should not be a “lack of...”

24. II. Problem / Statement of Need
“We need a youth center to better serve the needs of our children.”
“Lack of a student management system is impeding our district’s ability to comply with NCLB requirements.”
“Regional non-profits need a modern meeting facility that meets the community’s needs of high quality equipment and low cost of use.”

25. III. Objectives Flow from problem/needs statement Clear and measurable
Align clearly with evaluation benchmarks
Realistic

26. IV. Methods/Timeline Program description, with specific activities
Explain how you will accomplish the stated objectives
Be specific, but avoid giving too many details
Tables work well for organizing your timeline

27. V. Evaluation Funders have a right to expect results for their $$
Build in the evaluation now, not after the project is finished; how else will you get a baseline?
Consider how you will collect and analyze the data, then how you will report it. Consider who your audience is.
Don’t make promises you can’t keep
This is really an opportunity for you, to help you improve your program over time

28. Possible Types of Evaluations
Pre/Post-tests
Rubric assessments
Focus Groups
Client Surveys
Teacher feedback forms
Report Cards
Attendance rates
Standardized exam scores
Independent evaluators (e.g. MARTEC/IU)

29. VI. The Budget Translating your narrative into dollars
Do your homework!
What they’re evaluating here is whether your stated costs are reasonable in relation to the objectives, design, and potential significance of your project.
Important: After reading the first few sentences or paragraphs of your narrative, they may flip to your budget to decide whether or not to keep reading.

30. Be Specific
Be as specific as possible. Instead of saying “office supplies,” list what you’re purchasing, in what quantity, at what cost. Show the math: $3 X 30 = $ 90
So the project doesn’t put you in debt, consider the full costs of your program
Be realistic. Don’t ask for outrageous amounts as a negotiating tool
As always, follow the guidelines if they request the budget in a specific format

31. A Word on Budgets
“Convince the reader that every cent in your budget is necessary, there are no unnecessary frills, and your operation is as economical as is consistent with success.”
—Robert Tinker, chairman,
The Concord Consortium

32. VII. Sustainability
ESSENTIAL - They want to make their investment a lasting one.
Can you fold the project into the curriculum that the school will fund?
Is your project finite? Will it serve as a model for others, or will you disseminate what you learned to others?

33. Executive Summary/Abstract
Write this piece LAST
It has to summarize who you are, what the problem is, how you propose to solve it, and how much money you’re asking for . . .
. . . AND be compelling enough for the funder to want to read the rest of the proposal. Think of it as writing the jacket for a book you just wrote. Try to keep it original, even though there will be duplication of information.

34. Final Tips for Success... Fit research and grant writing into your job
Find a mentor(s)
Read successful grants; attend workshops
Find collaborators
Get funding alerts; conduct your own searches regularly
Think big, think small, think different
Network, network, network
Submit, revise & resubmit!