Planning and Writing Successful Proposals in K-12 Education Elizabeth Allen, MSLS GrantSource Librarian Office of Information and Communications

Source: Dr. Glenn H. Crumb “Grants: Puzzled About Finding Them?” Western Kentucky University

Topics for today  Identifying funding sources  Researching potential funders  Planning your proposal  Proposal elements  Budgeting  Review process  Preparing for the next time

GrantSource Library Website for Finding Funding  Funding opportunity databases and funding alerts (some are free and others are accessible only by subscription)  Guides and tutorials for proposal writing  Grants awarded databases (free)

Free Funding Information Sources  NC Community Resource Information System (CRIS)  Foundation Center Foundation Finder  Education Funding Watch  Tech Soup > Learning Center > Funding

Subscription Funding Information Sources  COS Funding Opportunities database  InfoEd SPIN funding database Multi-disciplinary and multi-source – funding for programs, equipment, research, training  Foundation Directory Online (available at most large/medium libraries) Covers all disciplines, but only foundation sources

Research Potential Funders  Look for potential funders with a good fit  Check for local and regional funders  Contact agency program staff to assess fit with their priorities or any new initiatives  Find out their review criteria and process  Read previous successful proposals Sample Grant Proposals

Know Your Competition  Who and what has the sponsor funded in the past?  Check sponsor websites or annual reports  Check awards made databases Use Foundation Center 990 Finder for private sponsors Most federal agencies have online databases of awards made

Fundamentals of Proposal Preparation  Talk with the program officer  Become familiar with the grantsmanship process  Read the guidelines  Write, revise, revise, revise  Get feedback from others

Plan Before You Write  Identify the need or problem  Define your project  Think the plan through to the end  Assess project fit with personal and organizational goals and purpose  Assess your expertise, resources and strengths to approach the project  Outside resources/collaborators?  Involve collaborators in planning

Typical Proposal Elements  Summary or abstract  Problem statement/needs assessment  Proposed solution/goals and objectives  Project description/methodology  Organization description/qualifications/ resources Including those of partners or collaborators  Timeline  Evaluation  Budget and budget justification

Summary or Abstract  Summarize all important information from proposal  Crucial first impression  Write it last  Write in layman’s terms  Anticipate concerns and address briefly  Convey enthusiasm

Problem Statement or Needs Assessment  Identify problem or need  Indicate importance or significance  Cite examples and statistics  Relate to sponsor’s mission or goal  Don’t take for granted that the reader will know what’s on your mind

Solution/Goals & Objectives  Proposed solution to problem or need or desired overall goal  Address need or problem statement  Brief, focused, to-the-point  Objectives are specific, measurable steps to reach overall goal  No more than three to five objectives  Each should flow logically to the next Example:

Project Description/ Methodology  Describe activities to be undertaken and why  Flows naturally from problem and proposed solution  Describe activities, staff needed, and other resources  Provide evidence of planning (see time & task chart examples)  Reasonable scope

Qualifications and Organization Description  Demonstrate to the reviewer that you are capable of doing what you propose  Describe your qualifications & expertise  Describe organization, its purpose, goals & programs, & project administration  Other available resources, including collaborators or other key personnel, & technical resources  Offer supporting evidence or endorsements

Collaboration/Cooperation  Collaboration is often either required or viewed as a strengthening element  Broadens available expertise  Allows projects to address larger problems  Can result in more efficient use of resources  Must have clear understanding of roles

A Good Collaboration  Contains all necessary expertise for every component of the project  Must actually BE a team, not a group that met in the hall one day  Has a clear understanding of roles  Works together constructively

Timeline  Describe sequence of activities or major steps of your project  Lets reviewers know you have done significant planning  Some sponsors require written statement  Others may expect it in methodology  Or, use time and task chart (visual)

Evaluation  How will you know if the project is successful?  Define evaluation criteria  Identify a plan  Types of evaluation - Process - Product  Show how evaluation will be used

Outreach/Dissemination Plan  What are you doing to share the results with others?  Increasingly required by sponsors  Sponsors looking for contribution to knowledge in the field, broader impact, community inclusion especially under- represented groups

Writing Style  Be clear, concise and direct  Write in a positive manner  Use the active voice, rather than passive  Avoid jargon – someone outside your field should be able to understand  Use headings, bullets, formatting and white space to increase readability  Proofread for grammar, spelling and typographical errors

Budgeting  Itemize and account for costs  Budget should flow from your project plan  Justify budget items  Don’t overestimate resource needs  Don’t underestimate resource needs either  Know what sponsor will/won’t pay for

SAMPLE LINE ITEM PROJECT BUDGET PERSONNEL Senior Personnel$5,000 Graduate Students$10,000 Undergraduate Students $900 Fringe 19% for faculty $1,199 & 7.7% for undergrads Subtotal Personnel$17,099 PARTICIPANT COSTS 40 Participants $8,000 EQUIPMENT (Exceeding $5,000) Itemized List 1. Flat Panel Display $30,000 OTHER DIRECT COSTS Supplies $750 Publication Costs $500 Course Development Stipends $10,000 TOTAL DIRECT COSTS $66,349 INDIRECT 45.5% MTDC19,629 AMOUNT OF THIS REQUEST $85,978 *Fringe benefit rates change. For current rates, always consult the OSR web site at:

SAMPLE PHASE PROJECT BUDGET PHASE ONE: COURSE DEVELOPMENT Personnel plus fringes$11,130 Course Development Stipends$10,000 Interactive Classroom $30,000 Total Direct Costs $51,130 Indirect Costs $11,410 Total Costs of Phase One $62,540 PHASE TWO: CONFERENCE Personnel plus fringes $5,969 Conference Materials $1,250 Participant Stipends $8,000 Total Direct Costs $15,219 Indirect Costs $8,219 Total Costs of Phase Two $23,438 AMOUNT OF THIS REQUEST$85,978 *Fringe benefit rates change. For current rates, always consult the OSR web site at:

Budget Justification for Project Grant 1. The PI will devote one month of effort to the coordination of the course development module. She will be assisted by one graduate student who will oversee day to day administration and who will coordinate the training workshop. Three undergraduate students will prepare the conference materials, and receive $7.50 an hour for a total of 120 hours of work. The University's negotiated fringe benefit rates for non-federal agencies is 19% for faculty and 7.7% for undergraduate students during the summer. There are no fringe benefits for the graduate students. 2. We anticipate inviting 40 teachers to attend the conference. Using federal per diem rates, their travel, room and board for three days will be $ each. 3.The flat panel wall display will be the key feature of the new interactive classroom. This cost includes all the software and installation fees. 4.The conference materials will include notebooks and handouts on the courses that were developed in the first module, as well the publication costs of course syllabi. The project will hold a campus-wide competition for approximately five $2,000 course development grants. 5. The University's negotiated indirect cost rate for on campus projects is 45.5%.

This means you:  Read carefully and follow scrupulously the guidelines provided by the sponsor  This includes points to be addressed  Also includes: spacing, margins, font size, number of copies, page limitations  If no guidelines, double-space, use generous margins and 12-point type

The Review Process  Process varies by sponsor  Remember - reviewers may not have expertise in your field, may not share your interest and enthusiasm for the project, may be overworked and underpaid  Key point: Make your proposal easy for the reviewer to read

Reviewers look for:  A “doable” project (resources, approach)  A project worth doing  Systematic, logical development of ideas  An easily-read, accessible proposal

Common Reasons for Rejection  Mechanical guidelines not followed exactly  Methodological unsuitable methodology  Personnel unqualified to do work  Cost-Benefit not agency priority for this year unrealistic budget costs out of proportion to potential benefits

Preparing for the next time  If not funded, don’t give up!  Ask sponsor for reviewer’s written comments, if available  Ask if it would be worth submitting another proposal in the future  When revising, be responsive to reviewer comments

Summary  Project planning is key  Project should fit overall goals or plan  Choose potential funders with a good fit  Write with reviewers in mind  Budget should fit your project plan  Don’t despair if proposal is unfunded

Workshop Resources  This PowerPoint online  Proposal Writing Short Course from the Foundation Center  Proposal Budgeting Basics from the Foundation Center

Thank you! Elizabeth Allen, GrantSource Librarian