Grant Writing Workshop n n Welcome Introductions Agenda

Grant Writing Workshop n n Welcome & Introductions Agenda n n n Proposal Development and Production Resources and Funding Sources Question and Answer n n n Cynthia J. Tasker, J. D. California Institute on Human Services at Sonoma State University

Show Me the Money

Analyzing the Request for Proposal or Application Information commonly found in the RFP Grant purpose, background information Amount $ available, number of awards Eligibility Timeline Table of Contents Application instructions Forms Glossary Selection criteria/scoring rubric

How to Begin Read, read the RFP Check timeline Check funder’s website for FAQ, addendum Attend any pre-bidder’s conference Get a copy of a successful application See section # 1 for sample of Federal Register listing of an RFP (Request for Proposals).

Distill, Organize RFP n n Reduce the RFP to the critical parts List format, submission requirements See section #2 for sample form to organize and distill the RFP. CSUCI has a University Routing Form in the Outlook Public Folders under ORSP Grants & Contracts that should be filled out and sent to ORSP along with a digital copy of the RFP.

Set up the Template or Outline n Create a narrative template n n Change section headings to the active voice, 3 rd person Allocate the pages according to the point distribution

A Team Work Plan n Identify the grant development and production team Develop a work plan, assign tasks with due dates Tell them it’s due 2 days before it is See section #3 for sample work plans. CSUCI ORSP also has templates and offer this service for PI’s.

Start Gathering the Pieces n n Checklists Pieces and Parts: resumes, letters of support, organizational chart, list of board of directors, audit/financial statements, verification of taxexempt status, list of other past/current projects, other commitments of the named Director See section #4 for a sample of boiler plate language. CSUCI ORSP has some boiler plate language from prior grants submitted.

Forms and Certifications n Do you need an original signature? n Do they want it in blue ink? n n Get help and start early Standard forms and certifications available online. n n www. ed. gov/fund/grant/apply/appforms. html http: //www. hhs. gov/forms See section #5 & 6 CSUCI ORSP will fill out and rout these forms for the PI.

Typical Application Sections n n n Cover letter Abstract Narrative n Agency Capacity See section #7 for a sample abstract.

The Core of the Narrative n Problem or needs statement n n n What is the REAL problem and why should they care? Use data to prove the need Be persuasive

Scope of Work & Program Design n n Identify the solution Describe and justify your method(s) n n Use research-based strategies Provide citations to research

Developing a Program Design n Work with the people who are actually going to direct/staff the project Concentrate on what will get funded Determine the program components n Activities should be described in detail

Other Narrative Parts n Timeline of activities, responsibility n n n Management plan Staffing plan n n What do they want? Justify and qualify consultants, subcontractors Program goals and objectives See section # 8 for sample timelines, staffing plans, and management plans.

Evaluation Section n n External or internal (or both) Evaluation-increasingly important n n n Are grant funds producing the promised results? I. D. evaluation staff or evaluator Let the evaluation inform the program design Human subjects involved? Budget for evaluation activities

Program Goals & Objectives n Project goals and objectives n Process objectives n n Outcome objectives n n n What did you do for how many? What is the impact? Is there a cause and effect relationship? GPRA measures for Federal projects

SMART Objectives n n n Specific Measurable Achievable Realistic Time-limited

Template Example n 1. Need for project (15 points). The Secretary considers the need for the proposed project. In determining the need for the proposed project, the Secretary considers one or more of the following factors: (i) The magnitude of the need for the services to be provided or the activities to be carried out by the proposed project. (ii) The extent to which the proposed project will focus on serving or otherwise address the needs of disadvantaged individuals (i. e. , eligible migrant and seasonal farmworkers and their families). (iii) ….

Template Examples n 1. Need for Project n n i) Magnitude of the need for project services/activities ii) Serving and addressing the needs of disadvantages individuals/families

Purpose of the Budget n n n Planning tool Identification of costs (and sources of funds) A numerical explanation of the narrative Demonstrates investigator’s credibility Demonstrates compliance with sponsor and University requirements See section # 9 for sample federal budget forms. CSUCI ORSP offers budget preparation service for PI’s.

Developing the Budget n n Line item vs. budget narrative Check budget forms provided n n Re-read the RFP budget instructions List required expenses, such as travel List restricted costs, such as equipment What is indirect rate?

Direct costs n Direct Costs-operational costs associated with the project n n Use ED or SF 524 categories: personnel, benefits, travel, equipment, supplies, contractual, construction, other Use actual salaries and benefit rates n n Different for faculty, staff, student assistants Watch for faculty overload, other Univ. policies Put in a COLA (think positive) Employee or consultant?

Indirect Costs n n n Costs borne by Univ. or grantee to support the grant-funded projects that cannot be clearly identified with a specific project. IDC rate: Federally negotiated, capped Includes: n n n Infrastructure Facilities maintenance Administration & finance

Cost Sharing n n n Required or not? In-kind or cash? Reasonable, justifiable, and verifiable n n Can’t match federal grants with other federal funds Don’t use the same match twice Match from Univ. or 3 rd party must be tracked— auditable Need letter of commitment or other evidence

Finding Funding n General Strategies n n n Ask colleagues Ask ORSP Search websites Search databases Listserv notification

Federal online resources n Federal Register: n n n http: //www. gpoaccess. gov/fr/index. html (complete) http: //www. infoed. org/fedreg. ASP (digest) Grants. gov: http: //www. grants. gov/ Catalog of Federal Domestic Assistance (CFDA): http: //12. 46. 245. 173/cfda. html Department/Agency Sites: http: //www. loc. gov/global/executive/fed. html

State online resources n n n Get. Grants: http: //getgrants. ca. gov/ Contract Register: https: //www. cscr. dgs. ca. gov/cscr/ CDE: http: //www. cde. ca. gov/fg/fo/

Foundation online resources n Foundation Center n n Home page: http: //fdncenter. org/ Search page: http: //fdncenter. org/searchzone/ Ventura County Community Foundation Library: vccf@vccf. org Council on Foundations n n Home page: http: //www. cof. org/ Affinity groups: http: //www. cof. org/links/affinityindex. htm

Listserv Notification n n Federal Register: http: //listserv. access. gpo. gov/ Grants. gov: http: //www. grants. gov/Fed. Grants. Notification 2 NSF: http: //www. nsf. gov/cgibin/ebulletin/mailit. pl CDE: http: //www. cde. ca. gov/fg/fo/cf/ Foundation Center: http: //fdncenter. org/pnd/rfp/

Database Services n SPIN/SMARTS/GENIUS n SPIN search n n n Simple: http: //www. infoed. org/new_spin/spinmain. asp Advanced: http: //www. infoed. org/new_spin/spin_adv. asp SMARTS alerts n n Create GENIUS profile: http: //www. infoed. org/genius_live/create_new. asp Set SMARTS alert preferences

TIPS for success n n n n Start early – CSUCI reserves a 2 -week routing process for administrative and Presidential review. Use charts to conserve space – See section # 10 for sample chart space savers. Leave time to proof-read – CSUCI ORSP will ask for 2 days to proof read before routing. Check your formatting and the address – Leave 2 days for mailing. Check the budget against the program design Align your titles and terms—use one voice If not funded, ask for the readers’ notes – CSUCI ORSP can make this request on your behalf.