#NAFNext2014

Proposal Writing 101: We’re in the Money and There are Partners Knocking at the Door

Patricia Clark

College and Career Academy Support Network (CCASN)

University of California Berkeley

patricia510@gmail.com 510.504.3826

Picture box

GOALS FOR THIS SESSION

• To increase understanding of the basic elements of a Grant Proposal

• To learn more about both Proposal Writing and Grantseeking

• To acquire some powerful Proposal writing Tools

• To realize that if we approach Proposal writing “bird by bird,” all things are possible.

Exercise: You Gotta Have Cause (plus your Elevator Speech)

• Complete the “You Gotta Have Cause” Exercise• Think about Your One Minute Elevator Speech• Pair and Share

Keys to Success

• Create a Proposal Writing & Resource Development/ Partnership Development Team

• Engage your Advisory Board & Other Stakeholders in Developing a Strategic Plan AND a related Fund & Resource Development Plan

• Build a Proposal writing & Resource Development Kit

Keys to Success

• Know Yourself/Your Organization• Research Potential Funders

Thoroughly• Target your Proposals Carefully• Write a clear, concise proposal which

includes all forms/follows all instructions carefully

Major Components of a Typical Grant Proposal

• Cover Letter• Summary/Abstract• Introduction/Background• Need/problem/situation statement

– (sometimes includes CASE statement)

• Goals/Objectives

Major Components

• Methods/Activities/Strategies/Work Plan/ Management Plan (often includes Organizational Chart, Qualifications of Key Personnel; sometimes includes Theory of Action)

• Timeline (if not already included in work plan)

(NOTE: Sometimes funders require info on Qualifications of Key Personnel and/or an Impact

Statement)

Major Components

• Dissemination (when applicable)• Evaluation/ Accountability Plan• Sustainability/Future funding/ Institutionalization• Budget & Budget Narrative/Justification• Support Letters/Appendices• Other requirements such as assurances, sign-off sheets, etc.

Two Reminders

• PAY CLOSE ATTENTION TO THE FUNDERS’ PRIORITIES, REQUIREMENTS, & CRITERIA !!!

• DATA, DATA, DATA … Use Research, Statistics, Evidence, etc. Throughout !!!

How do we get there?

Steps In the Grantwriting Process (one approach)

• Developing Proposal Idea (and finding appropriate funding source/s)

• Writing Compelling Need Statement (includes research/evidence)

• Defining Clear Goals & Objectives• Developing

Methods/Activities/Strategies (includes research base/theory of action)

* Preparing Evaluation Component

Steps in the Proposal Writing Process

• Preparing Budget• Addressing Sustainability and Impact • Writing Introduction, Proposal

Summary/Abstract (possibly Cover Letter)

• Gathering/Developing Support Letters/ Appendices

• Putting Package Together//Mailing proposal in timely fashion//Follow up

Educational Planning -- Backwards

• Step 1: What is Your Shopping List? (BUDGET)

* Step 2: What is It your students (or others) will be able to do that they can’t do now? Describe it. Create a picture in the funder’s eyes. (ACTIVITIES)

Educational Planning -- Backwards

• Step 3: Why is it that you want students/ teachers/etc. to do these things? (OBJECTIVES)

• Step 4: Why did you pick this particular area of learning for the students to work on? (NEEDS)

Educational Planning - Backwards

• Step 5: How was it that you said you would measure to be sure students have mastered the skills/successfully completed project, etc.? (EVALUATION)

• Step 6: TIDY UP: Make Your TIMELINE, BUDGET, STAFFING LIST, etc.

Common Types of Proposals

• Letter of Intent/Inquiry

• Letter Proposal

• Long/Formal Proposal/Application

• Common Grant Proposal

• On-Line Proposal

Proposals – The Close Relatives

• Letter of Introduction (requests interview; does not include an actual request for funding)

• Business Plan

• Concept Paper

Needs/Problem/Issues Statement

“Ya got trouble, my friend, right here,I say, trouble right here in River City.” – The Music Man

“I keep six honest serving men – They taught me all I know. Their names are what and why and when – And how and where and who.” – R. Kipling

Problem Statement/ Needs Assessment

• Describes target population to be served• Defines community problem to be addressed

AND need in geographical area where organization operates

• Is related to purposes & goals of applicant agency/organization/school

• Is of reasonable dimensions – not trying to solve all the problems of the world

Problem/Needs Statement (continued)

• Is supported by relevant statistical evidence• Is supported by statements from

authorities/experts• Is stated in terms of constituency/client

(student) needs and problems – not the applicant’s

• Is developed with input from constituency/ client & beneficiaries

Problem/Needs Statement (continued)

• Is not the “lack of a program,” unless program always works

• Makes no unsupported assumptions

• Is brief; interesting; free of jargon; makes a compelling case

• Is of significance/importance & of interest to the funder (worth funding)

MAKING THE CASE: Building on the need statement

In some proposals, you:• Present your compelling need• Describe how your organization is UNIQUELY

qualified to address this need/ successfully implement this project

• Include a CASE STATEMENT – document how mission/purpose of your organization is a perfect match with funder’s priorities and this particular project

How do you stand out as uniquely qualified?

The CASE STATEMENT:• How/why your organization/Academy was

started (what problems existed/what reasons for starting)?

• What is your organization/Academy doing now? Why? With what impact?

• Where are you going? (Future)

Goals and Objectives

Defining Clear Goals & Objectives

A GOAL is:• a broad-based statement of the ultimate result of the change being undertaken (a result that is sometimes unreachable in the short term.)

• a global, visionary statement (that often create a sense of awe.)

• not measurable. • “the end toward which effort is directed.”

Defining Clear Goals & Objectives

An OBJECTIVE is:• a measurable, time-specific result that the

organization/ school/ district expects to accomplish as part of the grant.

• “observable & verifiable.”• stated in quantifiable terms. • realistic, capable of being accomplished within

time frame.

Objectives: Keep them S-I-M-P-L-E

• Specific – indicate precisely what you intend to change through project• Immediate – indicate time frame during which problem will be addressed• Measurable – indicate what you would accept as proof of project success• Practical – indicate how each objective is real solution to real problem

Objectives: Keep them S-I-M-P-L-E

• Logical – Indicate how each objective systematically contributes to achieving your overall goal(s)

• Evaluable – indicate how much change has to occur for project to be effective

(SMART – Specific, Measurable, Attainable, Realistic, & Time-Bound)

Writing Objectives

STANDARD OBJECTIVE FORMAT:To increase the math scores of sophomores at

Winston High School by 20% on the Mathematics Diagnostic Testing Assessment by June 2012 at a cost of $20,000 (as measured by)

From the Evelyn & Walter Haas Jr. Fund

“Although it is easy to confuse objectives with activities (methods), we are less interested in the detailed activities you will undertake, and more interested in the broader objectives that tell us what you want to accomplish…. Instead of telling us how many hours of training you will provide, please focus on what the people who receive the training will learn (will be able to do).”

Sample Objectives – Haas Jr. Fund

• Objective 1: Increase the civic participation of low income immigrants in ABC communities

• Objective 2: Provide technical and legal assistance to immigrant rights advocates, community groups and local officials around the state to reform unfair immigration enforcement policies and practices.

Now, try writing an objective of your own

Methods/Activities/Strategies

A method is a detailed description of the activities to be implemented to achieve the ends specified in the objectives.

Methodology Section

• Flows naturally from problems & objectives• Clearly describes program activities

• States reasons for selection of activities• Describes sequence of activities

• Describes staffing of program• Describes constituency/clients and their

selection (if applicable)

Methods/Activities

• Presents reasonable scope of activities that can be accomplished within time and resources of program• Provides timeline of activities

Evaluation Component

• Quantitative Methods• Qualitative Methods• Formative or Process Evaluation• Summative or Outcome Evaluation• Other terms: Baseline; Comparison Group;

Success Criteria; Assessments; Instruments; Internal Evaluator; External Evaluator

Other Aspects…

• Impact (sometimes) • Future Funding, Institutionalization,

Sustainability • Dissemination • Budget• Cover Letter• Summary/Abstract• Other Sections

Sustainability

• “Then the grasshopper knew it is best to prepare for the days of necessity.” – Aesop

• The most common weaknesses …no sustainability plan. Their “plan” was to initiate a new project with foundation seed money, with hopes of getting grants in subsequent years to keep the program going..” – Linda Procopla

Dissemination

• Dissemination is the means by which you let others know about your project, its purpose, methods, and accomplishments. Among other things, it generates publicity for your funder and for your academy/ school/ organization.

Budget Direct costs include: • Personnel• Benefits/fringe• Contractual Services• Operating expenses (supplies, materials,

rental, communication, travel)• Equipment and Furniture

BudgetIndirect Costs:“expense that is difficult to trace directly to a specific costing object” (accountant) “costs incurred for common or joint objectives” (federal government)

• Official indirect rate” – schools• Some funders do not allow indirect costs OR

specify a maximum indirect cost OR do not allow indirect on capital (equipment) expenses

Budget Match

• Monetary (hard) match• In-kind (soft) match – fair market value of

personnel, goods, and services contributed to the operation of a project

Budget Narrative or Budget Justification

• More detailed description of what is included and how the totals per line were reached

• Qualitative description that supports/ supplements the budget

• Follows the budget summary in both headings and organization

• Justifies your proposed expenditures• Demonstrates you’ve done your homework

Cover Letter• On your organization’s letterhead• Does not exceed two pages (one page =

best) • Provides info on proposal content or

primary goals• Makes the case• Signed by person who can speak with

authority on behalf of school/organization

Executive Summary/Abstract• The last written and the first read section

of your proposal. • Needs to be well written and rewritten • One page• Identifies applicant (credibility)• Reason for grant request (problem) • Objectives to be achieved

Executive Summary/Abstract

• Methods/activities to be achieved through this funding

• Amount you are requesting in this proposal (plus total costs)

• Clear * Interesting * describes elements that distinguish your proposal

Other Sections

• Organizational Chart• Management Team Roles and

Responsibilities • Qualifications of Organization• Qualifications of Key Personnel

Tips for Writing Proposals

• Read the directions carefully and then read them again and again

• Map out the proposal• Pay attention to flow and connectivity• Use active voice and positive writing style• Grammar and spelling matter

Proposal Poster Prototyping Your Proposal Concept

•Proposal Title•A very Short Abstract•Need •Sample Goal/s•Sample Objective/s•Activities/Methods•Budget•Evaluation * Other

Sources of Funding

• Private Foundations & Philanthropic Trusts• Corporations• Government Agencies• Local Businesses• Service Clubs• Community-Based Organizations, Religious

Organizations, Individuals

A Bit on Grantseeking

Grantseeking is About Building Relationships, preferably long term…. (Scenes from a Marriage)

Grantseeking is also about Doing Your Homework, Persisting with Passion, and Following Through.

Scenes from a Marriage

Grantseeking on the Web - a few examples

• http://fdncenter.org

• Federal/State Department of ED sites – list serves (http://www.grants.gov)

• Edutopia – Big List of Educational Grants and Resources http://www.edutopia.org/grants-and-resources

Grantseeking

• Set clear goals and determine funding needs (yearly review; short and long term funding goals; strategic plan)

• Write a Summary page for each of your major funding goals

• Research potential funders thoroughly

Questions to Consider• Who funds in our geographic region?• Who funds in our area/s of interest?• Who provides the type of support we

need?• Who has funded organizations like ours in

the past?• Who has given the amounts in the range

we need?

Grantseeking• Go to the Source & use available sources of

information• Take a Class• Join a Listserve

• Initial Approach to a Foundation – letter of inquiry, letter of introduction, concept paper

• Interview• Follow-up //Life after decisions

Life After Decisions

Common Weaknesses in Proposals not Funded

• Problem addressed is insignificant• How funding will be used is unclear• Nature of problem is unclear• Inappropriate method of addressing the

problem • Inadequate documentation of problem• Methods do not suit scope of the problem

Common Weaknesses in Proposals Not Funded

• No clear evaluation plan• Objectives not clearly measurable• Time schedule/timeline is unreasonable• Problem is more complex than is or can be

addressed• Organization has no track record in problem

area• Community not involved in planning process

Sometimes you don’t need a grant

• Partnerships• Sponsorships• Resource Development• Student-run Enterprise • Fund-raising

Setting Yourself Up for Success

• Toward a Grantwriting/Resource Development Kit (see packet)

• The Devil is in the Details – some tips & some signs of a great grant (see packet)

• Involve Your Community

• Some Super Checklists (packet)

We dwell in possibilities

Next steps

• Whatever we can dream, we can do.• Make a plan. Commit yourself. What is your personal next step?• Remember to approach proposal writing “bird by bird”• Let’s Get it Started (a la Black Eyed Peas)

Staying in Touch

Patricia ClarkCollege and Career Academy Support

Network (CCASN) http://casn.berkeley.edu

patricia510@gmail.com 510.504.3826 (cell)