Grant Writing Workshop Dr Linda Mason Oklahoma State

Grant Writing Workshop Dr. Linda Mason Oklahoma State Regents for Higher Education http: //www. okhighered. org/grant-opps/ lmason@osrhe. edu 405 -225 -9486

What you will learn: 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

Grant proposal writing is EASY!

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

Adventures in Grant Writing! Effective Planning – (satire) http: //www. youtube. com/watch? v=s. CJOHUi. YJ 0 M& NR=1&feature=endscreen

Types of Grants Special Project – new project or project with limited timeframe: research, solving a problem, developing something new, recruiting… Operating – running program to meet community needs Capital/Equipment – specified amount for construction, renovation, expansion, purchase land or equipment Endowments - planned gifts, will or trust, use the interest only, not the grant itself

US GIVING % of Total US Giving Type of Recipient 35 Religion 14 Education 11 Foundations 9 Human Services 8 Health 8 Public and Society Benefit 5 Arts, Culture, Humanities 5 International Affairs 2 Environment/Animals 2 Individuals 1 Unallocated Source – Giving USA Foundation, 2011.

Sequestering – March 3, 2013 These cuts are currently slated to affect both mandatory and discretionary spending and are predicted to produce roughly $108 billion in annual spending reductions through 2021. They are split evenly between defense and non-defense accounts cuts from 5. 1% to 20% right away and more through 2021 Pell Grants large amount of the cuts

Locating Grants Ø Government - Federal, State, Local 26 Federal Agencies (900 programs) Ø Foundations - Second-largest source 238 Oklahoma Foundations; 75, 000 private grant making foundations in the US Ø Direct Corporations or Philanthropists

Locating Grants ENTREPRENEURSHIP GRANT RESOURCES - FEDERAL STARTUP AMERICA PARTNERSHIP http: //www. startupamericapartnership. org/ NSF - NATIONAL SCIENCE FOUNDATION – Small Business Innovation Research, Small Business Technology Transfer – http: //www. nsf. gov/funding/pgm_summ. jsp? pims_id=13371 NIST – NATIONAL INSTITUTE OF STANDARDS AND TECHNOLOGY http: //www. nist. gov/director/ocfo/grants. cfm EDUC – US DEPARTMENT OF EDUCATION http: //find. ed. gov/search? client=default_frontend&output=xml_no_ dtd&proxystylesheet=default_frontend&q=BUSINESS+GRANTS&sa. x =34&sa. y=9 US DEPARTMENT OF HEALTH AND HUMAN SERVICES – NIH NATIONAL INSTITUTES OF HEALTH http: //grants. nih. gov/grants/guide/search_results. htm? year=active &scope=rfa SMALL BUSINESS ADMINISTRATION - http: //www. sba. gov/teaming

Locating Grants ENTREPRENEURSHIP GRANT RESOURCES - STATE OCAST OKLAHOMA CENTER FOR THE ADVANCEMENT OF SCIENCE AND TECHNOLOGY – http: //www. ok. gov/ocast/ i 2 E INNOVATION TO ENTERPRISE – http: //www. i 2 e. org/ EDGE ECONOMIC DEVELOPMENT GENERATING EXCELLENCE http: //www. ok. gov/edge/ Partnerships with higher education institutions, i. e. , US Department of Labor Trade Adjustment Assistance Community College and Career Training Grants Program http: //webapps. dol. gov/search/Adv. Search. aspx? search_term =TAACCCT&offset=0&agcoll=&agcate=&agency_name=DOL &submit 1. x=24&submit 1. y=9 Higher education institutions’ CENTERS FOR BUSINESS AND ECONOMIC DEVELOPMENT

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 to two thirds of 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.

Hunting For Grants SHOTGUN APPROACH vs. RIFLE APPROACH SHOTGUN: Shoot a scatter shot and see what falls. 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. 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.

Locating Grants Plan a strategy for searching: Pick the federal agencies that will serve you – read about them, talk to knowledgeable people Pick 6 -12 foundations that will serve you – read about them, ask people Look at these resources on a regular basis, at least 1 x per month. http: //www. grants. gov http: //fconline. fdncenter. org (subscription) Foundation Centers – Oklahoma City, Tulsa, Muskogee, Enid, Durant, and Norman http: //foundationcenter. org/collections/ Find model programs and interview the directors!

Locating Grants Search Engines A search engine is a data base that you may use to find information by using key identifying terms. Ø Grants. gov – www. grants. gov Ø Google – www. google. com Ø COS-Pivot – Community of Science Pivot @ http: //pivot. cos. com/ Ø SPINPlus – Info. Ed @ www. infoed. org Ø Foundation Center Online – www. fconline. fdncenter. org/ Ø Foundation Grants to Individuals – www. gtionline. fdncenter. org/ Ø Grant Services – www. grantservices. com Ø Fed. Biz. Ops - www. fedbizopps. gov/ Ø Charity Channel – www. charitychannel. com Ø Goodsearch. com (Yahoo) – www. goodsearch. com

Locating Grants Grant e. Newsletters All federal funding agencies and most foundations send e. Newsletters with their grant information. Grant Opportunities for Oklahoma Higher Education – www. okhighered. org/grant-opps/ (weekly announcements) GRANT NEWS – Oklahoma State Regents for Higher Education (monthly announcements of grants obtained) Philanthropy News Digest – www. foundationcenter. org Philanthropy News Network Online – www. pnnonline. org Chronicle of Higher Education – chronicle. com/ Don Peek (schools) – www. schoolfundingcenter. com Faith Based and Community Initiatives Digest – c. _lyn_larson@hud. gov Guide. Star Newsletter - messages@guidestar. org

Locating Grants Grant Resource Websites Grant Opportunities for Oklahoma Higher Education – www. okhighered. org/grant-opps/ (click on Grant Resources) Cleveland State University - National Endowment for the Arts - University of Wisconsin at Madison - Grants. gov (all federal grants) - http: //grants. gov/ http: //www. csuohio. edu/offices/spr/quicklinks/index. html http: //arts. endow. gov/federal. html http: //grants. library. wisc. edu/organizations/proposalwebsites. html

Locating Grants Grant Resources Funders Online (Europe’s philanthropists) - Funds. Net Online - www. fundsnetservices. com/ Open Directory Ø www. fundersonline. org/grantseekers/ www. dmoz. org/Society/Philanthropy/Grants/Grant. Making_Foun dations/ Oklahoma Foundations – www. grantmakersofoklahoma. org Foundation Center at Tulsa City-County Library Foundation Center at Oklahoma City University Library Foundation Data Book (all foundations by state)- SSTI Weekly Digest (State Science and Technology Institute, Ohio) - http: //www. ssti. org http: //www. tulsalibrary. org/foundation_center/ http: //www. okcu. edu/library/center. aspx www. foundationdatabook. com/

Locating Grants Grant Information Sources Federal Register Notice www. access. gpo. gov/su_docs/fedreg/frcont 0 7. html Catalog of Federal Domestic Assistance https: //www. cfda. gov/ IRS Form 990 – http: //foundationcenter. org/findfunders/99 0 finder/ Guidestar - http: //www 2. guidestar. org/ Foundation Directory – www. foundationcenter. org

Locating Grants Grant Information Sources Annual Reports Funder’s Guidelines Agency Websites Contact the Funding Agency by phone or email NSF AWARDS ABSTRACTS – http: //www. nsf. gov/awardsearch/ NIH AWARDS ABSTRACTS http: //report. nih. gov/award/organizations. cfm Re. PORT – Research Portfolio Online Report Tools http: //projectreporter. nih. gov/reporter. cfm

Locating Grants 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!!!

Locating Grants Grant Proposal Guidelines: RFP – Request for Proposal RFA – Request for Application FOA – Funding Opportunity Announcement Application Solicitation Grant proposal guidelines Application

Sample Grant Proposals NIH http: //www. niaid. nih. gov/researchfunding/grant/P ages/appsamples. aspx

Assessing Funding 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

Assessing Funding Eligibility continued Type of Activity ◦ Specified use of funds Restrictions ◦ Matching funds ◦ Expenditure limitations ◦ Evaluation requirements

Assessing Funding Eligibility: Example Explore NSF award data: http: //dellweb. bfa. nsf. gov/ Look at NSF Transforming Undergraduate Education in Science, Technology, Engineering and Math: http: //www. nsf. gov/funding/pgm_summ. jsp? pims_ id=5741 Read grant solicitation

Planning a Grant Proposal 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

Planning a Grant Proposal 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

How to Write The Grantsmanship Center 8 Reasons You Will Get the Grant http: //www. youtube. com/watch? v=S_KJZao. Ubx. U&f eature=youtu. be

Planning a Grant Proposal Letters of Intent Introduction ◦ Why you are writing ◦ Mission and population served Needs ◦ Demographic and statistical evidence Project Description ◦ Link funder’s priorities and project goals Solution ◦ How it addresses need ◦ Best practices

Planning a Grant Proposal Letter of Intent continued 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

Planning a Grant Proposal 1. Ask yourself why you want this grant. Motive is everything! 2. Exactly what do you want to accomplish?

Planning a Grant Proposal 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. …. Or go backwards: start with a grant opportunity and develop it into a proposal

Planning a Grant Proposal Target a grant o Make contact with grantor agency! o Make sure your focus aligns to the grant criteria Review successful and recent awards. Identify partners, define roles and build partnerships as well as community support. It is a BEST PRACTICE to collaborate with partners for more impact. Many agencies and foundations require collaboration.

Planning a Grant Proposal Our plan: What do we want to do? Improve mathematics and science learning for low performing students. Why? Because their grades are lower. Because their test scores are lower when they enter the school. Because they struggle to stay in school. Because they drop out in high numbers. (says who? )

Planning a Grant Proposal Our plan: How do we want to help? Tutors Cohort groups Faculty mentors Engage students in math and science activities, research, projects Why? These are the best practices for improving learning and retention (says who? )

How to Write The Grantsmanship Center - Make a checklist http: //www. youtube. com/watch? v=w. N 737 SGEHgo &feature=relmfu

Planning a Grant Proposal Components Institutional Support Letter of Inquiry Letter of Intent Transmittal Letter Title Page Abstract Table of Contents Project Description Data Management Plan Dissemination Plan Evaluation Plan Budget RCR Training Plan

Planning a Grant Proposal Components Proposal Summary/Abstract Project Description ◦ Statement of Need or Significance Problem and Background – research support – national, state, local Preliminary research or pilot project Statistical data, opinion of an expert, anecdotal story or testimonial References, bibliography ◦ Purpose(s) Goal(s) Objectives ◦ Methodology Design and Timeframe Work charts of activities, responsibilities, dates Personnel titles and descriptions

Planning a Grant Proposal Components ◦ Resources Partners - Organization/Partner Organization Descriptions Personnel – Resumes of all personnel and partners Institutional support – Commitment letters, institutional descriptions and data Community support Prior funded projects ◦ Data Management Plan For data, samples, physical collections, curriculum materials and other related research and education products Preservation Documentation Sharing Or, assert no need for a data management plan

Planning a Grant Proposal Components ◦ Evaluation Plan Internal and External Evaluators Quantitative and Qualitative Measures Aligned to Goals Formative Evaluation Techniques Summative Evaluation Techniques Measures ◦ Dissemination plan ◦ Budget and Budget Narrative Budget form Narrative budget explaining each numerical item in detail Attachments Bibliography • Annual budgets Resumes • IRS determination documentation Brochures • Letters of commitment Letter of IDC negotiation ◦

Planning a Grant Proposal Compelling Needs Statement Heart of your entire case for support! Capture attention!

Planning a Grant Proposal Using Statistics Tell ◦ How much? ◦ How many? ◦ How often? ◦ How severe? ◦ How costly? …but don’t overwhelm! Short!

Planning a Grant Proposal Using Statistics Sources ◦ US Census Bureau: www. census. gov ◦ Bureau of Labor Statistics: www. bls. gov ◦ Oklahoma Department of Commerce: www. okcommerce. gov ◦ Employment Security Commission: www. oesc. state. ok. us ◦ Local Chambers of Commerce, nonprofits, professional associations

Planning a Grant Proposal Using Statistics ◦ Oklahoma Regents for Higher Education: www. okhighered. org ◦ Oklahoma Education Information System (OEIS) http: //www. okhighered. org/studies-reports/ ◦ National Center for Educational Statistics (NCES) – College & Career Tables Library, part of Data. Lab - http: //nces. ed. gov/datalab ◦ What Works Clearinghouse; ERIC education database; ten Regional Educational Laboratories; national Research and Development Centers - http: //ies. ed. gov/ ◦ (OK) Education Oversight Board - www. schoolreportcard. org ◦ Local universities, school districts (less reliable – state and national data verified)

Creating Sense of Urgency Statistics ◦ Approximately ___women were murdered in the US by their husbands or boyfriends in 1993. 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…. . 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 …. .

HOW TO WRITE Write simply http: //www. youtube. com/watch? v=Gd. Vd 9 RXr 0 Ss&f eature=relmfu

Writing a Grant Proposal Sample Needs Statement

Writing a Grant Proposal Sample Needs Statement Student support to go to college… When 24 -year-old Tyesha 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…

Sample Needs Statement 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 19992000). Barriers to retention of all students in college apply as well to STEM students…

Sample Needs Statement 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….

Sample Needs Statement 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…. .

Writing a Grant Proposal Write your needs statement.

Planning a Grant Proposal Project Plan and Description What you plan to do to address the need.

Writing a Grant Proposal Project Description What? ◦ Goals and Objectives Why? ◦ Best Practices/Effectiveness How? ◦ Tasks/Activities Who? ◦ Qualified Program Personnel When? ◦ Time Line

Writing a Grant Proposal Effective Goals/Objectives Goals - Broad statements reflecting ultimate results of accomplishment. ◦ Decrease dropout rate…. Increase retention rate…. Objectives – Measurement of what the organization will do to accomplish goal. ◦ Hold 54 tutoring sessions for…. between Sept. and May Activities - Specific Tasks or Strategies ◦ Design and develop tutoring model … ◦ Analyze 100 samples of. . Outcomes – Measure change as a result of project. ◦ 85% of students participating in…. returned to school…

Planning and Writing the Grant Proposal Write 1 goal and 2 objectives.

Planning and Writing the Grant Proposal Goal: Project Timeline Primary goal of the Meal Consortium is to allow homebound elders to live independently. Objective: Increase number of individuals using the Meal Consortium by 5 percent. Activity Date Responsibility Method Benchmark 1. Increase October social service 2005 referrals and follow-up 75% of homebound elders. Project Coordinator Flyers, Weekly contact posters, to every elder mailings, visits, phone calls 2. Increase direct care services Project Coordinator Hire Double service assistant, activities log double initial home visits August 2005

Planning and Writing the Grant Proposal Activity Sample Timeline Month 1 2 3 4 5 6 7 8 1. Hire coordinator *** 2. Recruit two social workers **** 3. Identify target elders ******

Planning and Writing the Grant Proposal Make a timeline.

Planning and Writing the Grant Proposal 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

Planning and Writing the Grant Proposal 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

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 they fully qualified? Are proposed activities feasible considering resources? Is the proposal easy to read? www. plainlanguage. gov/

Planning and Writing the Grant Proposal Management Team How organization is structured and the resources available. ◦ Key personnel ◦ Organizational structure ◦ Finance ◦ HR ◦ Unique features, i. e. volunteers, student workers, leveraging other workers. For example, SE ranked 6 th in the nation in Native American graduates in 2011.

Planning and Writing the Grant Proposal Describe your management team, description of personnel, organizational chart, and description of institution and partners.

Data Management Plan NSF – 2 page limit If no data management plan, state that in the proposal. 1. Describe the data and formats to be collected 2. Describe physical and cyber resources for storage 3. Describe dissemination methods will be used to 4. Describe the policies for sharing and public access (including provisions for confidentiality & security) 5. Describe the roles and responsibilities of all parties after the grant ends

Data Management Plan POST-AWARD MANAGEMENT After an award is made, implementation of the DMP will be monitored through the annual and final report process. Data management must be reported in subsequent proposals by the PI and Co-PIs under “Results of prior NSF support”.

Planning and Writing the Grant Proposal Dissemination Plan How will you share information about the project at the beginning, during and after the grant is ended? How will you share information about project discoveries and resources? Who will you target? What communication tools will you use?

Planning and Writing the Grant Proposal Dissemination Plan Communication Tools ◦ Name the state and national conferences ◦ Publications, i. e. journal articles (name 3 journals) ◦ Newsletters, mailed announcements (name them or make up your own newsletter and mailing list) ◦ Web Sites (existing ones and your own) ◦ Social media, Pod casts, Wikipedia, Blogs, Webinars (use OK One. Net) ◦ Interactive Television; Videoconferences (use OK One. Net) ◦ Commercial Television Ads or Public Service Announcements ◦ News Releases – write them, published free ◦ Newspaper Ads - pay ◦ Community Organization Meetings – short presentations ◦ School Classes – guest speaker ◦ Speakers’ Bureaus ◦ Posters, billboards, public bus ads, bus-stop ads - pay

Planning and Writing the Grant Proposal Write a brief data management and dissemination plan.

Planning and Writing the Grant Proposal Evaluation Plan Documenting Results and Impact

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

Planning and Writing the Grant Proposal 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?

Planning and Writing the Grant Proposal Evaluators Internal versus external evaluator – or both Funder requirements ◦ External outside entity Funding availability – rule of thumb = approximately 10% of project cost Qualified candidates www. okhighered. org/grant-opps/ (click on Grant Writing Resources)

Planning and Writing the Grant Proposal Assessment Measures Quantitative ◦ Number driven ◦ Bottom line ◦ Products Qualitative ◦ Quality ◦ Perceptions and experiences of participants ◦ Adjust programs and procedures

Planning and Writing the Grant Proposal Evaluation Processes Formative Evaluation Ongoing process of measuring project effectiveness Regularly scheduled data collection – monthly, yearly? How well completing project activities - timeline Summative Evaluation Final results – each year or at end of total project Length of grant Goals and Objectives Instruments - a description of scales to assess attitudes, skills and other outcomes related to STEM fields http: //www. pearweb. org/atis/tools/browse? middle=true Methods - some simple ways to analyze outcome data - http: //tinyurl. com/Analyzing-Outcome-Data

Planning and Writing the Grant Proposal Write a brief evaluation plan.

Planning and Writing the Grant Proposal Budget justifies expenses and aligns with proposal narrative.

Planning and Writing the Grant Proposal Budgeting Steps Establish budget period. Estimate expenses. Decide whether and how to include overhead or indirect costs. Remember that overhead costs are real! Estimate donated goods and services based on real costs and valid sources. Estimate project revenues.

Planning and Writing the Grant Proposal Budget 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.

Planning and Writing the Grant Proposal Budget Indirect or Overhead Costs Shared by all of the program and entity but difficult to assign specific amounts to any one program, i. e. : ◦ Liability Insurance ◦ Copier Lease ◦ Financial Management ◦ Security ◦ Utilities ◦ Parking space Recovery of indirect costs: ◦ Funder’s guidelines ◦ Organization guidelines

Planning and Writing the Grant Proposal Budget In-Kind Matching Funds Read funder’s definition carefully. ◦ Can the match be an in-kind contribution (i. e. , goods, facilities or services)? Personnel Fringe benefits Travel Equipment Supplies • • Contractual Construction Miscellaneous Indirect Charges

Planning and Writing the Grant Proposal Budget 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

Planning and Writing the Grant Proposal 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.

Planning and Writing the Grant Proposal Sample Budget

1998 Actual Income from Fundraising Period of Grant 1999 Actual 2000 2001 2002 2003 2004 Direct Mail 35, 444 39, 696 50, 000 70, 000 100, 000 110, 000 120, 000 Events 57, 414 43, 211 50, 000 57, 000 75, 000 100, 000 110, 000 Major Donors 26, 600 20, 000 40, 000 77, 000 120, 000 175, 000 United Way 70, 000 232, 938 182, 000 190, 000 200, 000 Corporations 11, 500 95, 751 145, 000 185, 000 195, 000 200, 000 210, 000 120, 000 80, 000 50, 000 This Grant Other Foundations 18, 428 25, 760 20, 000 90, 000 140, 000 160, 000 170, 000 Community 33, 036 51, 031 60, 000 92, 000 138, 000 120, 000 125, 000 252, 422 508, 387 667, 000 833, 000 1, 050, 00 0 1, 110, 000 TOTAL

Planning and Writing the Grant Proposal Budget Presentation Present your budget in 4 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).

Budget Sample 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.

Budget Sample Visual Format

Budget Sample Standard Form Item A. (usually provided) Annual Expense Personnel (Salaries, Wages) Executive Director Administrative Assistant, . 5 FTE Program Director Program Assistant Development Director Membership Coordinator Office Assistant Total Personnel B. Benefits Medical/dental coverage C. Contractual 1. Web design and maintenance 2. Accounting (monthly) $65, 000 $22, 000 $38, 000 $32, 000 $26, 500 $38, 000 $183, 500 $22, 000 $11, 500 $ 500

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. If you hire a manager at ½ the salary, explain why and how much full salarie would be.

Sample Budget Justification Executive Director, Dr. Joan Smith - The budget request is for. 5 FTE director @ $95, 000 annual salary plus fringe at 28%. Administrative Assistant, Ms. Mary Smith - The budget request is for. 5 FTE administrative assistant @ $37, 500 annual salary plus fringe at 22%. She will be. 5 FTE for the Oklahoma GEAR UP Program at the same time. Office space is being contributed to the project by the Oklahoma GEAR UP program.

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 http: //fdncenter. org/learn/classroom/pro p_budgt/index. html Work with your budget officer!

Writing a Grant Proposal Budget Create a budget and budget forms.

Responsible Conduct of Research Training for Students and Post. Docs Plan required NSF, NIH and USDA 8 hours Live methods: not all online Research faculty 9 topics Single contact record keeper

RCR Training Topics ◦ conflict of interest – personal, professional, and financial ◦ policies regarding human subjects, live vertebrate animal subjects in research, and safe laboratory practices ◦ mentor/mentee responsibilities and relationships ◦ collaborative research including collaborations with industry ◦ peer review ◦ data acquisition and laboratory tools; management, sharing and ownership ◦ research misconduct and policies for handling misconduct ◦ responsible authorship and publication ◦ the scientist as a responsible member of society, contemporary ethical issues in biomedical research, and the environmental and societal impacts of scientific research

Planning and Writing a Grant Proposal Supporting Documentation ◦ Organization's IRS determination letter ◦ DUNS number – fedgov. dnb. com (Dun & Bradstreet) ◦ Central Contractor Registry (CCR) – www. ccr. gov – E-Business POC – M-PIN password ◦ AOR – Authorized Organization Representative (CEO) ◦ Board members and affiliations ◦ Contributions of Board Members ◦ Organization’s budget ◦ Organization brochure/current newsletters ◦ Latest annual report ◦ Strategic plan ◦ Supplemental funding sources Letters of commitment

USDA “Institutions that conduct extramural research funded by USDA must foster an atmosphere conducive to research integrity, bear primary responsibility for prevention and detection of research misconduct and are to maintain and effectively communicate and train their staff regarding policies and procedures. In the event an application to NIFA results in an award, the AOR assures, through acceptance of the award that the institution will comply with the above requirements. Per award terms and conditions, grant recipients shall, upon request, make available to NIFA the policies and procedures as well as documentation to support the conduct of the training. ”

Letters of Commitment Must have substance! Avoid duplicate wording All partners Major personnel and consultants 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

Letters of Commitment Write a sample letter of commitment.

Writing a Grant Proposal 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.

Writing a Grant Proposal 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. It should have all important information but no proprietary information.

Submission Process Oklahoma DOES NOT have a central point of contact requirement except for Homeland Security funds 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!) or Paper

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 teenager or a grandmother. Track submission with follow-up note, call, or electronic verification.

Small group assignments: Project Description – Statement of Need, data describing and proving need, local-state-national comparisons Project Description – Solution: methodology, timeframe, workcharts of activities, responsibilities, dates + Personnel – List of titles, responsibilities on project, resumes Resources – Organization description, partners’ descriptions, leveraging community support; + Institutional Support institutional support description, previously funded projects Evaluation Plan – Description of plan, description of external evaluator, external evaluator resume, evaluator commitment letter, advisory committee members Dissemination Plan – methods, timeline, budget requirements, impact

Proposal Review Process Guidelines vary by entity Selection criteria and scoring ◦ Published in solicitation and federal register ◦ Available from Program Director Peer review

Review Let’s review the document we have created.

Become a Reviewer WHY? Learn to write better 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 Email the funders, 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

Life After the Submission Proposal is Accepted ◦ Yay!!! ◦ Negotiated. This is VERY OK!!! Proposal is Rejected ◦ Have 8 hours of depression and regroup. ◦ Obtain reviewer comments. ◦ Make personal visit. ◦ Plan a resubmission with improvements. ◦ All might not be lost. . . Write Thank You In either case, keep writing. BE PERSISTENT! Consider it planting a seed for future growth.

Remember: REJECTION IS GOOD! CRITICISMS CLARITY BETTER PLAN LEARN

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

Hiring and Selecting Grant Writers Using an outside grantwriter may seem to be the best method of success in grant seeking, but maybe not… Ask: Does our organization have the skills required for this project? (no = hire) Is this a short term project or require long term commitment? (long term = in house) Does this project require outside objectivity? (yes = hire)

Hiring and Selecting a Grant Writer PROs On time On budget Honest Attention & time given to project Experience CONs External values Have to gain knowledge Lack of passion Lack of relationships Expensive with no guarantee

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 amount whether 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

Linda Mason, Ed. D. Oklahoma State Regents for Higher Education lmason@osrhe. edu 405 -225 -9486

Book References Mary M. Licklider and The University of Missouri Grant Writer Network, Grant Seeing in Higher Education: Strategies and Tools for College Faculty, Jossey-Bass, 2012. Joseph Barbato and Danielle S. Furlich, Writing for a Good Cause: David Bauer, The “How To” Grants Manual: Successful The Complete Guide to Crafting Proposals and Other Persuasive Pieces for Nonprofits, Simon and Shuster, 2000. Grantseeking Techniques for Obtaining Public and Private Grants, 3 rd, Oryx Press, Phoenix, AR, 1995. Alexis Carter Black, Getting Grants: The Complete Manual of Proposal Development and Administration, Self-Counsel Press, Bellingham, WA, 2006. Bev Browning, Grant Writing for Dummies, 2 nd. , Wiley Publishing, Hoboken, NJ, 2005. Mim Carlson, Winning Grants Step by Step, Jossey-Bass Publishers, San Francisco, 1995. Arlen Sue Fox and Ellen Karsh, The Only Grant-Writing Book You’ll Ever Need, Publishers Group West, 2006. Kenneth Henson, Grant Writing in Higher Education: A Step-by. Step Guide, Prentice Hall, 2003.

Interesting Articles “Hiring and Working With Grantwriters and Consultants: Know What You Need and Let Them Do It!” – Linda Hauser, Wednesday, May 04, 2005, http: //charitychannel. com/. “Positioning Grant Writers For Success” - www. raise- “The Buck Starts Here” – Karen Markin, The Chronicle of “Know the Process, Improve Your Odds” – Brian Cobb and funds. com/040202 forum. html Higher Education, February 21, 2005. Stacy Abate, February 22, 2006. http: //charitychannel. com/. “Lessons in Evaluation: How Serving on Grant Panels Could Make You a Better Writer” – Jennifer Phelps, July 7, 2004, http: //charitychannel. com/. “Lets Ask for One Million Dollars or Why Successful Grantsmanship Isn’t Like Buckshot” – Katherine Felts, April 8, 2003, http: //charitychannel. com/. “Tips for New Grant Writers” – Shelly Uva, March 12, 2002, http: //charitychannel. com/

Helpful Websites Oklahoma State Regents for Higher Education www. okhighered. org/grant-opps NCURA You. Tube - http: //www. youtube. com/user/NCURA 1959 Training Videos www. onenet. net/ops/streaming/brown_bag_index. html You. Tube - Grant Writing - www. youtube. com The Art of Grantsmanship - www. hfsp. org/how/Artof. Grants. htm The EPA Grant Writing Tutorial www. epa. gov/seahome/grants/src/msieopen. htm Writing Winning Proposals, the US Department of Energy www. leeric. lsu. edu/sample. pdf Association of Fundraising Professionals - www. afpnet. org National Science Foundation – www. nsf. gov The Foundation Center – www. fdncenter. org

Blogs and Twitters Dr. Steven G. Johnson, Interim Vice President for Research and Economic Development, University of New Orleans - http: //orsp. uno. edu/dblog/ Researchers’ Blog: How to Succeed in Academe http: //aclinks. wordpress. com/ Wordpress – Blogs about: Grantsmanship http: //en. wordpress. com/tag/grantsmanship/ Oregon Health and Science University: Research News http: //www. ohsu. edu/blogs/researchnews/ NIH – Rock Talk - http: //nexus. od. nih. gov/all/rock -talk/