Grants 101d:Finalization and Submission –Tips and Strategiesp gAnita Cassity

Director, State and District Strategy and Outreach, gy

March 14, 2012

Agenda

• Introduction

• Finalization Tips and Strategiesp g• Need for the Project

• Project Design

• Management Plan

Learning Objective:

Understand how to polish yourg

• Evaluation Plan

• Budget

• Attachments

Understand how to polish your draft into a powerful and compelling proposal that will win a grant

• Abstract

• Formatting

• Compilation

a grant

• Final Tips and Reminders

• College Board Resources

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Introduction: The College Board

• As a not-for-profit membership association representing more than 5 900 collegesrepresenting more than 5,900 colleges, universities and schools, the College Board leads national and international efforts to improve at o a a d te at o a e o ts to p o eaccess to and readiness for higher education.

• Provide direct support and outreach to districts• Provide direct support and outreach to districts seeking to maximize existing resources and identify and secure additional needed revenue to yachieve college readiness and success goals.

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Introduction: The College Board

• The College Board is driven by a single goal – to ensure that every student has the opportunity toensure that every student has the opportunity to prepare for, enroll in and graduate from college.

O k f ll b dl i t th t i• Our work falls broadly into three categories:

• College Readiness

• College Connection and Success

Advocacy• Advocacy

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FINALIZATION TIPS ANDFINALIZATION TIPS AND STRATEGIES

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Need for the Project

Clearly identify the GAPS in the current programWhat programs are you implementing currently?

Where is this system broken?

How are students getting off the college pipeline?

Once the gap is clearly identified: QUANTIFY IT.g p y

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Need for the Project

YES! NOYES! NO

DATA EMOTION

Need for the Project

YES! NO

SHOWS NEED UNRELATED TO NEED

YES! NO

Current

Supports program purpose, project design goals &

Data not current

Data thinly related to project d iproject design, goals &

objectives

Related to research

design

Use of unfamiliar state or local acronyms

Comparison or subgroups

Reliable, valid & ideally public

No comparisons with other schools/districts.

I d t l tiExplained Inadequate explanation

Need for the Project

YES! NO

Lorem ipsum dolor sit amet, consecteturadipisicing elit, sed do eiusmod tempor incididunt

YES! NO

p g , put labore et dolore magna aliqua. Ut enim adminim veniam, quis nostrud exercitation ullamcolaboris nisi ut aliquip ex ea commodo consequat.Duis aute irure dolor in reprehenderit in voluptatevelit esse cillum dolore eu fugiat nulla pariatur.Excepteur sint occaecat cupidatat non proident,sunt in culpa qui officia deserunt mollit anim idest laborum. Lorem ipsum dolor sit amet,consectetur adipisicing elit, sed do eiusmodtempor incididunt ut labore et dolore magnaaliqua Ut enim ad minim veniam quis nostrudaliqua. Ut enim ad minim veniam, quis nostrudexercitation ullamco laboris nisi ut aliquip ex eacommodo consequat.

Graphs & Charts Unbroken TextGraphs & Charts Unbroken Text

Project Design

Clearly define the program of HOW you will close the gaps defined in Need section (Thethe gaps defined in Need section (The Intervention)

Pick the program and WHY is this program going toPick the program and WHY is this program going to work?

Explain the program IN DEPTHExplain the program IN DEPTH

WHY is this the right intervention for your school?

QUANTIFY th tQUANTIFY the outcome

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What does this mean?

Program Purpose

Absolute & Competitive Purpose Co pet t e

Priorities

Project Design

Stated Need Statutory Requirements

Design and

Services

Goals & Objectives Increased Capacity & Sustainable Outcomes

Goals and Objectives

Support EACH goalState ambitious goals

Must be measureable

No general statements

Significant changes/growthg g g

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Project Design

YES! NO

Detailed explanation, rationale, and Insufficient detail

YES! NO

target audiences for all activities

Matches the stated need

Ill strates the relationship to

Unrelated to stated need

Does not match program purpose t t t i tIllustrates the relationship to

program purpose, statutory requirements, absolute priorities

or statutory requirements

Thinly disguised attempt to provide equipment, personnel, etc.

Relationship between activities and scientifically-based research Omit portions of selection criteria

Management Plan

YES! NO

Detailed milestones/timeline that Insufficient detail in timeline,

YES! NO

match project design, goals and objectives

Specific personnel

milestones

Timeline and milestones do not match project designp p

Job descriptions

Project leadership – levels of

p j g

Personnel not adequately described

authority (Advisory Committee, Operating Team)

Logical flaws in timeline

Too many personnel

Sample Management Plan/Timeline 1

Project Activity Milestone Responsible P t

Year 1 Year 2

Year 3

Year 4

Year 5Party 2 3 4 5

Build capacity of counselors and administrators

Conduct training for guidance

Project Director, Supervisor of Staff

Planning July 2011

July 2012

July 2013

July 2014

administratorsto establish a college-going culture

guidancecounselors and administrators

Staff Development, College Board

•Include all major milestones associated with each goal, objective, and activity

•Do not include minor milestones (example: schedule meeting with College Board to discuss summer training)

Sample Management Plan/Timeline 2

Project Task Responsible P t

Timelines Milestones BudgetParty

Enroll low performing students in a College Ed Class in 9th or 10th grade

School Counselor;Scheduler, and Administrator

January 2012 and bi-annually in subsequent years

Two College Success Classes per grade level in 9th and 10th

Grant – CollegeEdmaterials

Match -Othergrade are implemented each semester

Match Other materials existing within the schools.

Evaluation Plan

Ensure that evaluation design meets requirements of grantrequirements of grant

Clearly define evaluation methodology and ti litimeline

Align evaluation to your project goals/objectives

Include all GPRAs

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Budget

Don’t wait until the last minute

Prepare a spreadsheet or checklist of budget items

Make sure budget matches proposal exactlyInclude page references to narrativeInclude page references to narrative

Check and re-check your math

Ensure it is easily read and understandable

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Sample Budget ItemOne Year’s Costs, Guidance Training, gDescription Page

No.Obj Y1

CostY2Cost

Y3Cost

G id C l T i i Sti d ($800) 12 2 1 $800 $800 $800Guidance Counselor Training Stipends ($800), $50/Day x 1 Day x 2 Guidance Counselors x 8 School Sites

12 2.1 $800 $800 $800

Master Schedule Training ($3,000), 6 People @ $25/Hr x 10/Hrs x 2 Training Sessions

15 2.1 $3,000 $3,000 $3,0006 People @ $25/Hr x 10/Hrs x 2 Training Sessions

Fringe for Guidance Counselor Training Stipends @ 7.65%, (FICA, 6.20%, Medicare, 1.45%)

12 2.1 $258 $258 $258

Fringe for Master Schedule Training @ 7.65% (FICA, 15 2.1 $230 $230 $2306.20%, Medicare, 1.45%)

Training Supplies ($500), Paper, Toner/Ink Cartridges, markers, flip charts for Guidance training

12 2.1 $500 $500 $500

Consultant for Guidance Counselor Training ($1,300), 12 2.1 $1,300 $1,300 $1,300g ( , ),Preparation and Delivery of Guidance Counselor Training, $1,300/Day

, , ,

Consultant for Master Schedule Training ($2,600), Preparation and Delivery of Master Schedule Training,

15 2.1 $2,600 $2,600 $2,600

$2,600/Day

Budget

YES! NO

ALL COSTS, by year, with an Insufficient detail

YES! NO

aggregate total

Sufficient rationale for all expenses, particularly travel and

Items in budget are not explained in narrative, and vice versa

I ffi i t ti ti l fp , p ysubcontractors

Personnel necessary to implement project

Insufficient narrative rationale for large budget items

Excessive number of personnelproject

Attachments

All required appendices

L tt f t f tLetters of support from partners

Letter of support from Supt (s) -Personally make sure this is carried outthis is carried out

Extra research, charts, graphs, tables.

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Abstract

Key Points to Make:Project purpose

Project overarching goals, objectives, and activities

Number or bullet each separate activity/objective

Final outcomes expected by end of projectp y p j

That you will meet each priority and competitive preference (if applicable).

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Formatting: Make it look good

Spelling and grammar

P b iPage numbering

Section/subsection numbering or lettering

Consistency of appearance of headings and subheadings

Font size and type

Gray-scale (not color)

No blank pages, smudges, sloppiness, extra white space, etc

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Add a header/footer with district/school logo

Compilation: Don’t leave anything out

Make a checklist of all required application components, attachments forms and signaturescomponents, attachments forms and signatures

Compile your attachments at least several days before and double-check them

Convert everything to PDF

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FINAL TIPS AND REMINDERSFINAL TIPS AND REMINDERS

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Follow the Points

P i t PPoints = Pages100 points Total 40 pages

15 points(15% of total)

Need for Project 6 pages(15% of total)

Follow the Selection Criteria

L i d l i di i i i li d d

Selection Criteria = Word-for-Word Outlinef j Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do

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(2) The extent to which the proposed project demonstrates a

Need for the ProjectXX District demonstrates a pervasive need for access to advanced placement incentive programs by low-income individuals (10 points)

Lorem ipsum dolor sit amet consectetur adipisicing elit sed do (2) The extent to which the proposed project demonstrates a focus on developing or expanding advanced placement programs and participation in the core academic areas of English, mathematics, and science (15 points).

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Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Utenim ad minim veniam, quis nostrud exercitation ullamcolaboris nisi ut aliquip ex ea commodo consequat. Duis aute iruredolor in reprehenderit in voluptate velit esse cillum dolore eufugiat nulla pariatur. Excepteur sint occaecat cupidatat non p p g

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id t t i l i ffi i d t llit i id t

g p p pproident, sunt in culpa qui officia deserunt mollit anim id estlaborum. Lorem ipsum dolor sit amet, consectetur adipisicingelit, sed do eiusmod tempor incididunt ut labore et.

Quality of Project Design (1) Th hi h h l bj i d proident, sunt in culpa qui officia deserunt mollit anim id est

laborum. Lorem ipsum dolor sit amet, consectetur adipisicingelit, sed do eiusmod tempor incididunt ut labore et. Duis auteirure dolor in reprehenderit in voluptate velit esse cillum doloreeu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident sunt in culpa qui officia deserunt mollit anim id est

(1) The extent to which the goals, objectives, and outcomes to be achieved by the proposed project are clearly specified and measurable (10 points).

Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua Ut proident, sunt in culpa qui officia deserunt mollit anim id est

laborum. Lorem ipsum dolor sit amet, consectetur adipisicingelit, sed do eiusmod tempor incididunt ut labore et.

eiusmod tempor incididunt ut labore et dolore magna aliqua. Utenim ad minim veniam, quis nostrud exercitation ullamcolaboris nisi ut aliquip ex ea commodo consequat.

Double-check against your Logic Model

Double-check against your Logic Model

Need Goal Objective Activity Partner/ Person

Outcomes Measure

Responsible50% of students currently

Increase opportunities for all students

Increase the percentage of

Provide training for guidance

Project Director, Supervisor of

Increase AP enrollment

AP enrollment data

enrolled in AP courses are white; 75% of students passing AP

to earn postsecondary credit through enrollment in AP courses

underrepresented students in AP courses by %

counselors and administrators to appropriately

Staff Development, College Board

by ___% over baseline for each AYP subgrouppassing AP

exams are white

AP courses by ____% each year of the project

appropriately schedule students into AP courses

subgroup annually

Do a mock review and score

Use a rubric aligned to the Selection Criteria and application requirementsapplication requirements

Enlist reader(s) who have:NOT been involved in the writing

Is a tough but fair constructive critic

Understands the grant criteria

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START early

Make a timeline and stick with it

Engage your partners early. Ask them for letters of support early.

Route forms for signature early

St t b d t lStart your budget early

Register for grants.gov early

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SUBMIT early

SSubmit Date

Due Dateate Date

At least 24 hours before!

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College Board Resources

Grants 101 Tips and Common Mistakes

Grants 101 Checklist

Sample Logic ModelsSa p e og c ode s

Sample Proposal Timelines

Sample Scoring Rubrics

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For More Information

http://www.collegeboard.org/grants

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