Grant Writing

ADS 426 March 22nd & 29th 2012

Presented by: Tiffany Kashas, MA, ICPS, CCDCIII Coordinator of Prevention Services & Staff Counselor

Outline
Session 1 March 22nd
Background Grant Information

Session 2 March 29th

Strategic Planning
Goals Objectives Outcomes

Grant Writing Tips & Time Savers

Session 1: Background Grant Information

March 22nd 2012

Class Questions
1)Tell me, what do you think the job of a grant writer includes. 2) What percentage of grants do you think get funded? 3) What can you do to make your grant stand out, and what shouldnt you do to make it stand out?

What is a Grant?
Is an award of money that allows you to do very specific things that usually meet very specific guidelines that are spelled out in detail and to which you must respond very clearly in your grant proposal.

The Only Grant Writing book Youll Ever need page 12

Who gives grants?

Government agencies, Non-Profit [501(C) (3)] 509 compliant (public charity & private) Government (aka flow through grant)
Federal
Entitlement, aka mandatory, formula Competitive, aka project, discretionary

State, Local

Foundations
Independent, Cooperate, Community

Funders (For Profit, aka Pass thru grant)

Fiscal Agent [Grant Agreement] For Profit [Sub-Contract]

Corporations
Grant Writing USA Workshop July 7th 2011 (John Cannon, CSU Chico State)

Types of Grants
Federal Distribution
State, Local/City, Universities, Non-Profits, Tribes, For Profit, Others

Planning Grants Service Grants Formula Grant Discretionary Grants Faith-Based/Community Initiatives Etc.

Grant Categories
More than 1,000 grant programs are offered by the 26 federal grant-making agencies, and these programs fall into 21 categories. Select any of the categories below to learn more about specific grants and agencies. Some agencies may be listed in multiple grant categories.

Agriculture Arts Business and Commerce Community Development Disaster Prevention and Relief Education Employment, Labor and Training Energy Environmental Quality Food and Nutrition Health

Housing Humanities Information and Statistics Law, Justice and Legal Services Natural Resources Recovery Act Regional Development Science and Technology Social Services and Income Security Transportation

http://grants.gov

 Research

Research, Network, Write & Package

Your project should coincide with the funders priorities

Network (purposeful schmoozing!)

The funder should know and trust your organization(s) To develop credibility and show that you did your homework

Write & Package

Your proposal should be in accordance with all guidelines

Grant Writing USA Workshop July 7th 2011 (John Cannon, CSU Chico State)

Preparing to Write a Proposal

Begin early Do a Community Needs Assessment Be Organized (possibly submit an IRB Application) Apply early and often Work as a team Review Grant Applications (Eligibility/Fit & Deadlines days)

Community needs assessment

Choosing Priority Area(s) of Concern

Keeping the focus on the priority behaviors, consequences, and/or underlying causal conditions at this stage in the planning process will help you select a comprehensive array of strategies later on that will be more effective in preventing the problems and consequences you have identified. Doing this will help you stay focused on your mission and vision at hand. Pick no more than 3 priority areas at any one given time!!
Are you going to work an inch deep on many things, or a mile deep on a few things? under promise and over perform (capacity to achieve)

Handout

Mini Grant

Who, How much, what for? Organization info. Statistics Methods

Whole page is large grant writing framework

Grant Writing USA Workshop July 7th 2011 (John Cannon, CSU Chico State)

Look at grantors guidelines & write your own pyramid

Mission, Goals *Accomplishments *Endorsements: "Who else said so" History, constituents Staff, board, volunteers *Awards Partner Entities (may have own pyramid per entity)
Grant Writing USA Workshop July 7th 2011 (John Cannon, CSU Chico State)

* Good Delayed lead

Other Successful grants

Delayed Lead
A delayed lead includes information that may help when researching and looking at what they will fund and write it this way for the funder. Example:
Dentist in the surrounding area explained that he sees X number of people and is 2 years backlogged I saw a family of 5 with 14 cavities who I have not seen in years.
Grant Writing USA Workshop July 7th 2011 (John Cannon, CSU Chico State)

Brief Overview of Writing a Proposal

Preparing to write the Proposal

Establish benchmarks for deadlines Simple, Concise and professional (Utility of the document) Follow Formatting Requirements (Outline)
Take advantage of the fact that someone else has designed an outline for you DO NOT stray from the prescribed format of the application Pay attention to every detail (page limits, font size, copies required for submission) Explain omissions Any little item you forget decreases your chances of getting funded

Use/Match their language (mission, priorities, website, application) Match Budget to the capacity/scope of the proposal
Samples -SPF SIG RFP & CPSP

Organizing Your Proposal

Although each funding agency will have its own (usually very specific) requirements, several elements are fairly standard: Face Page/Title page Table of Contents Abstract Introduction
Statement of the problem, purpose of research or goals, and significance of research

Literature review Project narrative

Methods, procedures, objectives, outcomes or deliverables, evaluation, Personnel (Job Descriptions)

Budget and budget justification/narrative Appendices

Accessed on Jan 23-2011 http://www.unc.edu/depts/wcweb/handouts/grant_proposals.html

Organizing Your Proposal cont.

Format the proposal so that it is easy to read
Narrative vs. Grid Based (i.e. logic model, rubric, etc.)

Use headings to break the proposal up into sections. If it is long, include a table of contents with page numbers.

Sample -SPF SIG Proposal & CPSP

Handout

Letter of Support Sample

Title/Face Page
Usually includes:
A brief yet explicit title for the research project Names of the principle investigator(s) Institutional affiliation of the applicants (department , University) Name and address of the granting agency Project dates Amount of funding requested Signatures of university personnel authorizing the proposal

Accessed on Jan 23-2011 http://www.unc.edu/depts/wcweb/handouts/grant_proposals.html

Title/Face Page Sample

Table of Contents Sample

Abstract
The abstract provides:
Readers with their first/last impression of your project
Readers may glance at your abstract when making their final recommendations

Key elements of your research project in the future tense:

(1) General purpose (2) Specific goals (3) Research design (4) Methods (5) Significance (contribution and rationale)

Be as explicit as possible in your abstract. Use statements such as, "The objective of this study is to "
Accessed on Jan 23-2011 http://www.unc.edu/depts/wcweb/handouts/grant_proposals.html

Abstract Sample

Introduction
The introduction should cover the key elements of your proposal, including:
A statement of the problem
Should provide a background and rationale for the project and establish the need and relevance of the research

The purpose of research

How is your project different from previous research on the same topic? Will you be using new methodologies or covering new territory?

Research goals or objectives

Should identify the anticipated outcomes of the research and should match up to the needs identified in the statement of problem
List only the principle goal(s) or objective(s) of your research and save subobjectives for the project narrative.

Significance of the research

Accessed on Jan 23-2011 http://www.unc.edu/depts/wcweb/handouts/grant_proposals.html

Literature Review
Many proposals require a literature review. Reviewers want to know whether you've done the necessary preliminary research to undertake your project.

Literature reviews should be selective and critical, not exhaustive.

Reviewers want to see your evaluation of pertinent works. Tips found in Module 2: Handout 2-4 (SAMHSA Manual)
Accessed on Jan 23-2011 http://www.unc.edu/depts/wcweb/handouts/grant_proposals.html

Project Narrative
The project narrative provides:
The meat of your proposal and may require several subsections. All the details of the project, including a detailed statement of problem, research objectives or goals, hypotheses, methods, procedures, outcomes or deliverables, and evaluation and dissemination of the research.

For the project narrative answer all of the reviewers' questions. Don't leave them wondering about anything.
For exampleIf you propose to conduct unstructured interviews with open-ended questions, be sure you've explained why this methodology is best suited to the specific research questions in your proposal.

Accessed on Jan 23-2011 http://www.unc.edu/depts/wcweb/handouts/grant_proposals.html

Needs Statement
Is a brief description of the behaviors that currently exist and need to change that cause the problems and consequences documented by your local data.

Remember- describe what exists that is a problem, not what doesnt exist Example
Sixty percent of youth have consumed alcohol on one or more occasions during their lifetime.

Needs Statement Cont.

Agencies do not have needs; communities have needs; lack of does not prove need
Brief description of need
Statistics, survey (localize, attribute [parenthetic (...), source], true) Expert Opinion Anecdotes, short story
Barriers (Geographic, Social, Econimic, Language)

"Lack of"- identify and reframe in terms of community

Grant Writing USA Workshop July 7th 2011 (John Cannon, CSU Chico State)

Goals, Objectives & Outcomes

will talk more about next time

Evaluation & Dissemination of the Research

Shows that you or your group has a purpose and is making a difference in the community Giving back to the participants, investors, local supporters, etc.

Shows change over time (Re-Do Needs Assessment)

Personnel
Explain staffing requirements in detail and make sure that staffing makes sense. Be very explicit about the skill sets of the personnel already in place (you will probably include their Curriculum Vitae or Job Description as part of the proposal). Explain the necessary skill sets and functions of personnel you will recruit. To minimize expenses, phase out personnel who are not relevant to later phases of a project.
Accessed on Jan 23-2011 http://www.unc.edu/depts/wcweb/handouts/grant_proposals.html

Budget
The budget spells out project costs and usually consists of a spreadsheet or table with the budget detailed as line items. Simply make it clear that you are seeking additional funding from other sources.
This technique will make it easier for you to combine awards down the road should you have the good fortune of receiving multiple grants.

Accessed on Jan 23-2011 http://www.unc.edu/depts/wcweb/handouts/grant_proposals.html

Budget Cont.
Make sure that all budget items meet the funding agency's requirements. (Travel, Lodging, Food etc).
Many Universities require that indirect costs (overhead) be added to grants that they administer
standard (or required) rates are for overhead (5%, 10%, ect)

Budget Sample

Budget Narrative/Justification
A budget narrative explains the various expenses. Even when proposal guidelines do not specifically mention a narrative, be sure to include a one or two page explanation of the budget.

Accessed on Jan 23-2011 http://www.unc.edu/depts/wcweb/handouts/grant_proposals.html

Budget Narrative Sample

Sustainability
Definition
The long-term survival and continued effectiveness of an intervention. (NREPP website)

How are you going to continue the program when the grant funding runs out?
Give me a long enough lever, and Ill move the world - Archimedes

True sustainability is not just chasing dollars. Rather, it means being very clear about the aims and mobilizing your community to join in the effort. CADCAs Sustainability Primer pg 39

Effective Sustainability Resources

Writing and Reviewing strategic plan Developing & Implementing Plans for raising funds Monitoring potential external funding opportunities Developing & Maintaining relationships Following progress towards goals Translate success into media announcements

Think Broadly about resources- money is an obvious example, think about some examples below as resources.
Human Resources (People-Volunteers, Interns- personnel/time) Social Resources Material Resources (Supplies, Technology) Location Resources (Building space, meeting location)

Review
Now what do you think the job of a grant writer does? What can you do to make your grant stand out? Name some different types of grant opportunities? Name some important pieces in a proposal?

Other points of interest or thougths about todays discussion?

Session 2: Strategic Planning & Grant Tips

March 29th 2011

What is strategic planning?

Currently South Dakota Prevention professionals are using the Strategic Prevention Framework (SPF) to: guide the selection, implementation, and evaluation of effective, culturally appropriate, and sustainable preventing activities. The SPF includes five steps:
1) 2) 3) 4) 5) Assess Needs Build Capacity Plan Implement Evaluate

http://captus.samhsa.gov/access-resources/about-strategic-prevention-framework-spf

SPF cont.
The five steps are also guided be cultural competence and sustainability Driven by the concept of outcome-based prevention Focuses on population-level change Focuses on prevention across the lifespan Emphasizes data-driven decision-making

Goals
Mims Definition- A goal is a broad-based statement of the ultimate result of change being undertaken (as a result that is sometimes unreachable in the short term).
Example
The homebound elderly in Main County will live with dignity and independence in their own homes.
Resource Book: Winning Grants: Step by Step by Grace Mims (pg 26-28)

Another definition- General statements of the major accomplishments that need to be achieved to realize an expressed vision. Resource: Logic Model Guide from DADA

Goals cont.
Substance abuse prevention goals- describe the changes in human behaviors that are needed to prevent the problems and consequences identified in your problem statement. (e.g., decrease alcohol use by youth)

It has been advised to not pick more than 1-3 goals!

Examples Decrease 30-day alcohol use by youth aged 12 to 20. Increase the perception of harm in Adult Youth 18-25.

Objectives
DefinitionA. Objectives are much more narrowly defined than goals. An objective is a measureable, time-specific result that the organization expects to accomplish as a part of the grant.

Objectives are:
Are tangible and include numerical targets

Example
There will be a 5% decrease in the number of frail older adults going into homes during the first five years of the social services referral program.
Winning Grants: Step by Step by Grace Mims (pg 26-28)

Objectives cont.
Objectives that are measureable become the criteria by which you judge the success of your program. To be really useful, program objectives should tell:
Who? Will do what? When? How much? As measured by?

S.M.A.R.T.
Specific, Measureable, Attainable, Results Oriented, Time Sensitive
Grant Writing USA Workshop July 7th 2011 (John Cannon, CSU Chico State)

Objective Scenario
Youre the principal of a school that recently assessed the reading skills of 1,000 6th graders. The news is not good300 students are reading at least one grade level lower than they should. You have a problem! In response, you start an afterschool reading program with an initial test group of 50 young readers. Two objectives are likely to appear in your proposal. Which on is best? Why? Example Process Objective:
Twenty 6th graders will complete a 5 week tutoring program by the end of the 2012 academic year, measured by program attendance records.

Example Outcome Objective:

Twenty 6th graders will increase their reading skills by one grade level, by the end of the 2012 academic year, as measured by pre and post program test scores. Grant Writing USA Workshop July 7th 2011 (John Cannon, CSU Chico State)

Checkpoints of Excellence: Goals & Objectives

Who is to change? What behaviors are to change? When will these changes occur? How much change will occur? How will you measure the change?

Grant Writing USA Workshop July 7th 2011 (John Cannon, CSU Chico State)

Outcomes
Defined- state the degree of change you hope to achieve within a certain time frame. Outcomes should be:
Specific, measurable, achievable, realistic, and time limited, and they may be long-term, intermediate or immediate.

Immediate Outcomes/Indicators
Immediate Outcomes are linked to strategies and activities and reflect a quantifiable change in knowledge, skills and abilities.
Example
By [month/date/year], [%] of youth ages 12 to 20 will have increased knowledge about the problems and consequences associated with underage drinking.

Immediate Outcome Process Indicators

Progress in completion of research per established timelines Percent of persons recruited and focus groups scheduled per numbers needed and established timelines

Intermediate Outcomes/Indicators
Intermediate Outcomes are linked to objectives and reflect a quantifiable change in underlying conditions or perceptions and attitudes
Example
By June 30, 2013, 80% of youth ages 12 to 20 will report perceiving underage alcohol use to be harmful.

Intermediate Outcome Indicators (aka Benchmarks)

By June 30, 2011, 40% of youth ages 12 to 20 will report perceiving underage alcohol use to be harmful. By June 30, 2012, 60% of youth ages 12 to 20 will report perceiving underage alcohol use to be harmful.

Long-term Outcomes/Indicators
Long-term Outcomes are linked to goals and reflect a quantifiable degree of behavior change
Long-term Outcome Example:
By June 30, 2015, 30-day alcohol use among youth ages 12 to 20 will decrease by 20% to an overall rate of 48%.

Long-term Outcome Indicators (aka Benchmarks)

By June 30, 2012, 30-day alcohol use among youth ages 12 to 20 will decrease by 5% to an overall rate of 57%. By June 30, 2013, 30-day alcohol use among youth ages 12 to 20 will decrease by 10% to an overall rate of 54%. By June 30, 2014, 30-day alcohol use among youth ages 12 to 20 will decrease by 15% to an overall rate of 51%.

Review
Describe what Strategic Planning is? Describe what a goal is? Describe what an objective is? Describe what Outcomes are?

Grant Writing Time Savers

Keep a general file with information about different topics Dont make it about the money!!!! Tell your story and make it personal/individualized to your community (as appropriate) If your proposal is rejected, ask specific feedback and rework and resubmit the proposal
Which part of our proposal was most persuasive? What could have been done to make it even better?

"Don't give up" and "Try, try again

Grant Writing Tips: Calling

Be brave (rational vs irrational fear) Helps them to know who we are and builds credibility Prepare a list of key questions or phrases:
I have read your guidelines I want to make sure we are on the right track I got the Dear John letter that indicates our grant will not be funded I would like to talk about what we could do better

Grant Writing Tips: Know Your Audience

8th grade writing level Understand your funding source's interests Make sure a match exists between grantee and grantor Review their websites/brochures, use their language

Grant Writing Tips: Know the Need for Your Project

Understand what market exists for your project Make sure you understand the needs of your target population Examine what similar organizations are doing locally, regionally, and nationally How does that fit with your current need any why your applying for the grant

Grant Writing Tips: Know Your Abilities

Understand why your organization is the one to carry out this project. Capture momentum and build your narrative on your strengths. Address weaknesses/gaps only when you articulate your intention to strengthen them.

Grant Writing Tips: Know how to Evaluate Results

Understand how you are going to (or have already) measure the process and outcomes of your project. Prove to the funder(s) that you are launching a meaningful endeavor and you are serious about its success. Show the funder(s) that their money is being well spent.
Hire a evaluator !

Maybe set aside a % of your grant to higher an Evaluator, especially if it is not your strong point.

Grant Writing Tips: Other

Get to the point
Who?, How much? and What for?

Always write statements in a positive light 20 words or less in a sentence Avoid Jargon & acronyms
do sprinkle funders in, however

Use Headers in body of grant Indented #s & bullets good but limits characters Application Guideline tip:
Pink Highlighter (packaging) Yellow Highlighter (content, writing) HELPS WITH ORGANIZATION AND GET EVERYTHING THE APPLICATION WANTS

1 margin, 12pt font, Times New Roman Header with Name and pages #s on each page When sending a mailed copy of your grant at post office get a signature on arrival Submit on-line grants 2 days before the deadline Graphs/Charts ok if okay with funder minimal color

Grant Writing Tips: Know Your Resources

Understand the talented individuals who are involved with the project and encourage them to share knowledge.

Technology/Computer Skills Writing Evaluation/Data Strategic Thinker Key Speaker/Build Partnerships Organizational skills Task Master (deadlines) Etc.

Resources are more than monetary, they can include people, time, location, knowledge, etc.

Bottom line, what you really need is

To read (not skim) all grant applications/guidelines thoroughly An honest plan that makes sense An evaluation plan that is rigorous A budget that is detailed & complete A good editor (one tone, concise, eliminate redundant & nonessential material) Promptness for application submission (before deadline) Engage readers minds & hearts

Questions?

Books
Winning Grants: Step by Step [Mim Carlson] Developing Competitive SAMHSA Grant Applications [March 2007] Effective Fundraising for Non-Profits (NOLO) [Ilona Bray, J.D.] The Only Grant Writing Book Youll Ever Need [Ellen Karsh & Arlen Sue Fox] Perfect Phrases for Writing Grant Proposals [Dr. Beverly Browning] Elements of Style [Stunk & White 1918] Nerd words how to write concisely John Cannon

Resources
Centralized location for Federal grants http://grants.gov Department of Education http://www.ed.gov Department of Housing and Urban Development http://www.hud.gov/ Department of Justice http://www.usdoj.gov/ Department of Labor http://www.dol.gov/ Grantsmanship Center (State Map) www.tgci.com/funding/states.asp Health and Human Services http://www.hhs.gov National Center for Education Statistics www.nces.ed.gov cfda.gov (Catalog of Federal Domestic Assistants) better than grants.gov fedstas.gov harvester.census.gov/sac (Federal Audit Clearinghouse) www.cdc.gov www.city-data.com www.foundationcenter.org (cannot do key word search like you can for govt sites) www.usa.gov/

Contact Information
Tiffany Kashas, MA, ICPS, CDCC III 414 East Clark Street Julian Hall 336 Vermillion, SD 57069 Tiff.Kashas@usd.edu P: 605.677.5777 F: 605.677.6226