SHOW ME THE MONEY: SHOW ME THE MONEY: Tips and Resources for Tips and Resources for

Successful Grant WritingSuccessful Grant Writing

Nick Kallieris, MPANick Kallieris, MPA

Director Resource Development and Director Resource Development and Legislative AffairsLegislative Affairs

Resource Development and Resource Development and Legislative AffairsLegislative Affairs

B209B209

Nick Kallieris, DirectorNick Kallieris, Director

Nina Smith, Grant SpecialistNina Smith, Grant Specialist

Marina Kibardina, Grant & Budget SpecialistMarina Kibardina, Grant & Budget Specialist

Harriet Seltzer, Senior SecretaryHarriet Seltzer, Senior Secretary

Overview of Grant Services Overview of Grant Services ProvidedProvided

• Participate in preliminary grant discussionsParticipate in preliminary grant discussions

• Identify external funding sourcesIdentify external funding sources

• Interpret grant guidelinesInterpret grant guidelines

• Write, edit, design, and develop a wide variety of Write, edit, design, and develop a wide variety of projects with faculty and staffprojects with faculty and staff

• Complete required forms and mail proposalsComplete required forms and mail proposals

• Assist in overall grants managementAssist in overall grants management

• Ensure grant expenditure compliance Ensure grant expenditure compliance

WE ARE HERE TO HELP!WE ARE HERE TO HELP!

So, what is a grant?

Funds from a federal, state, or private source for a SPECIFIC purpose – Must submit a

proposal to receive these funds

COMPETITIVE!!!COMPETITIVE!!!

OK, so what is a proposal?The proposal is the institution’s offer of contract to The proposal is the institution’s offer of contract to

perform perform

certain services for which the grantor agency will provide certain services for which the grantor agency will provide

funds.funds.

The proposal must…The proposal must…• State clearly what the college proposes to do.State clearly what the college proposes to do.• Show how the project will advance the grantor’s own Show how the project will advance the grantor’s own

purposes – Follow the RFP exactly!!!purposes – Follow the RFP exactly!!!• Demonstrate the project’s uniqueness – Why fund this Demonstrate the project’s uniqueness – Why fund this

one???one???• Convince the grantor that the college and its personnel Convince the grantor that the college and its personnel

are capable of carrying out the project successfully.are capable of carrying out the project successfully.

RFP?

Many corporate and private foundations and ALL governmentfunding sources provide guidelines (also known as, Requests

for Proposal or RFP) that have detailed requirements regarding proposal submission.

– Solicited by funders (state, federal, foundation) through mail, listserves, and websitesOR

– Found through internet searches, direct mail, networking, internal tips (MORE ON THIS LATER)

To submit or not to submit, that is the question.

•What are the odds of being funded?What are the odds of being funded?•Does the project idea fit CLC’s mission?Does the project idea fit CLC’s mission?•Do we have the correct agency and grant program for Do we have the correct agency and grant program for our idea/project? our idea/project? •Do we have the expertise at our college and/or the Do we have the expertise at our college and/or the right partners? right partners? •Do we have support from the college for the project Do we have support from the college for the project (especially matching $$)? (especially matching $$)? •Do we have a champion to direct the project? Do we have a champion to direct the project? •Do we have the resources to write the proposal (time Do we have the resources to write the proposal (time and information)? and information)? •Are we prepared to win?Are we prepared to win?•Do we have the office space??? Do we have the office space???

LET’S GO FOR IT!!!LET’S GO FOR IT!!!

Proposal Construction

A proposal usually contains the following components:A proposal usually contains the following components:

• Abstract/Summary: clearly and concisely summarizes the request.

• Problem Statement or Needs Assessment: documents the needs to be met or problems to be addressed by the proposed funding.

• Goals and Objectives: establishes the benefits of the funding in measurable terms.

• Plan of Operation/MethodologyPlan of Operation/Methodology: describes the activities to be undertaken.

Continued…

• Key PersonnelKey Personnel: demonstrates to the reader that you are capable of doing what you propose

• Evaluation: presents a plan for determining the degree to which objectives are met and methods are followed.

• Budget: explains the costs associated with project implementation and separates costs to be provided by the funding source and applicant.

Abstract/Summary

•Write it last!Write it last!

•Summarizes all the Summarizes all the important information from important information from the proposal – Who? What? the proposal – Who? What? Where? Why? How? How Where? Why? How? How Much?Much?

•Crucial first impressionCrucial first impression

•Use layman’s terms – no Use layman’s terms – no jargon – It’s Greek to me jargon – It’s Greek to me (and I should know)(and I should know)

•Convey enthusiasm Convey enthusiasm

Needs Assessment•Identify need – must be Identify need – must be important and significantimportant and significant

•The Why? Section of the The Why? Section of the proposalproposal

•Usually used to decide if Usually used to decide if funded or notfunded or not

•Again, use layman’s terms – Again, use layman’s terms – no jargon no jargon

•Be specific (never make a Be specific (never make a reader guess) or assume reader guess) or assume something.something.

•Don’t whine, cry or begDon’t whine, cry or beg

•Use statistics, cite examples, Use statistics, cite examples, relate to funders missionrelate to funders mission

Goals and Objectives

Goal:Goal: describes the describes the overall expected outcome overall expected outcome or result of the projector result of the project

Objectives:Objectives: establish the establish the benefits of the grant in benefits of the grant in measurable termsmeasurable terms

Do what? (reduce, Do what? (reduce, increase, maintain)increase, maintain)Using what approach?Using what approach?By when?By when?With what measure?With what measure?With what result?With what result?

Example of Measurable Objectives

Process ObjectiveOne thousand (1000) low-income and first-generation participants will be recruited, identified, selected, and assessed to participate in the Talent Search program by November of each year. Of this number, 350 will be seniors and juniors, 330 will be ninth and tenth graders, and 320 will be junior high school students. Two-thirds (2/3) or 330 will be low income and first generation.

Outcome ObjectiveAt least 85% of the 1000 participants will be retained in school and in the Talent Search program from year to year. At least 95% of all senior participants will graduate from high school, and at least 60% will enroll in postsecondary education.

Plan of Operation/Methodology• Fully describe activities to be undertaken and howFully describe activities to be undertaken and how

• Flows directly from the Need, Goals and ObjectivesFlows directly from the Need, Goals and Objectives

• Describe staffing and sequence of activities (Very detailed)Describe staffing and sequence of activities (Very detailed)

• Use charts, tables, timelines, etc.Use charts, tables, timelines, etc.

• Usually worth the most points and the largest section of the grant.Usually worth the most points and the largest section of the grant.

Key Personnel/Qualifications

• Does the proposed project staff have the Does the proposed project staff have the qualifications and expertise? Describe!qualifications and expertise? Describe!

• Other valuable resources at the college? Other valuable resources at the college? What makes CLC special? DescribeWhat makes CLC special? Describe

• Partnerships? What do they bring to the Partnerships? What do they bring to the success of the project? success of the project? (Business, K-12, University, Faith-Based, Social Services)

Evaluation

• How will we know that the project is successful?

• Explain evaluation criteria and plan

• What data will be collected? When? Who will collect it? How?

• What will you do with the data?

• Accountability/Compliance/Evaluation (Results must be measurable!!! – not interested in anecdotes)

Budget• Itemize and account for ALL costs – (Personnel, Fringe,

Consultants, Printing, Postage, Equipment, Supplies, Travel/Mileage)

• Must come from Plan of Operation – if not listed, do not put in budget

• Written justification of all budget items

• Be accurate – do not overestimate costs or resources needed

SHHHH!!! Super Secret Tips

RULE #1 -- FOLLOW THE RFP!!!RULE #1 -- FOLLOW THE RFP!!!

The RFP lists due date, margins, page The RFP lists due date, margins, page numbers, font, page limits, number of numbers, font, page limits, number of copies, budget amount, number to be funded copies, budget amount, number to be funded – – everythingeverything you need to know!! you need to know!!

Other tips – Other tips – • Call the grant staff and talk to themCall the grant staff and talk to them•The proposal should read like one person The proposal should read like one person wrote itwrote it•Be clear, concise and directBe clear, concise and direct•Use the active voice and avoid jargonUse the active voice and avoid jargon•Use headings, bullets, formatting, white space Use headings, bullets, formatting, white space to make it easy to readto make it easy to read•PROOFREAD!! Ask a friend. Check for PROOFREAD!! Ask a friend. Check for spelling and typographical errorsspelling and typographical errors•Does it make sense? Flow? Is it well thought Does it make sense? Flow? Is it well thought out from page 1 to page 100?out from page 1 to page 100?

Common Reasons for RejectionCommon Reasons for Rejection •Guidelines were not followed exactlyGuidelines were not followed exactly•Idea is not originalIdea is not original•Incomplete or unclear descriptionsIncomplete or unclear descriptions•Not qualifiedNot qualified•Poor writing Poor writing •Carelessness and Inattention to detailCarelessness and Inattention to detail•Unrealistic budgetUnrealistic budget•Costs out of proportion with benefitsCosts out of proportion with benefits•Submission deadline not metSubmission deadline not met•Not enough $$$$ to go around – Highly Not enough $$$$ to go around – Highly CompetitiveCompetitive

Preparing for Next TimePreparing for Next Time

•Don’t give upDon’t give up

•We will obtain reviewer’s comments We will obtain reviewer’s comments ––(Very Important!)(Very Important!)

•Re-work, Re-submitRe-work, Re-submit

Sources of Grant FundsCheck out the Resource Development and Check out the Resource Development and

Legislative Affairs Legislative Affairs website @ website @ http://www.clcillinois.edu/depts/red.asphttp://www.clcillinois.edu/depts/red.asp• www.grants.govwww.grants.gov• http://foundationcenter.org/pnd/rfp/http://foundationcenter.org/pnd/rfp/• American Association of Community Colleges (AACC)• Association of Community College TrusteesAssociation of Community College Trustees• Catalog for Federal Domestic Assistance• Council for Resource Development• Directory of Postsecondary Education Programs• ED Discretionary Grant Application Packages for Currently Open ED Discretionary Grant Application Packages for Currently Open

Grant CompetitionsGrant Competitions• TA US DOL Employment and Training AdministrationTA US DOL Employment and Training Administration• Federal Register Documents - Announcements, Application Notices, Federal Register Documents - Announcements, Application Notices,

Request for Comments, etc. January 2002 to presentRequest for Comments, etc. January 2002 to present• Illinois Board of Higher EducationIllinois Board of Higher Education• Illinois Community College BoardIllinois Community College Board• Illinois State Library - Grants PageIllinois State Library - Grants Page

QUESTIONS??