Informational Grant Writing Workshop

March 10, 2009 -- 3:30 to 5:00 PM

Welcome to the

Steve Gabbitas – Public Information and Communications Manager

Margaret Cross – Administrative Secretary/BCSD Educational Foundation and Community Partnerships Office

Karen Nguyen – Teacher/McKinley/Successful Grant Writer/Recipient

Michael Stone – Coordinator, Visual and Performing Arts/ BCSD Educational Foundation Grant Reader/Evaluator

Robert Hodash – Teacher/Sierra/PG&E Teacher Advisory Board Member

Where Does the Educational Foundation’s Money Come From?

• Teddy Bear Picnic – Primary Source of Income o Sponsorships –

• Sponsorships (several levels available) carry the event• If you know of someone, send them our way!

o Ticket Sales – People who attend the evento Raffle Sales – We raised $3,000 at 2008 event

• Gave away more than $800 in restaurant gift certificates• Gave away SIX tickets to Disneyland, along with two nights’

hotel stay in the Disneyland area• It’s a win-win event – purchaser receives bang for their buck

AND students get fantastic opportunities to learn o Teddy Bear Auction –

• Donated Bear-Themed Gift Baskets, which are then Auctioned and proceeds go to Foundation for Grant Funding

BCSD Educational Foundation Grants (1 of 2)

There are two types of Grants offered by the Educational Foundation: Non-Competitive and Competitive

Non-Competitive grants are not judged or ranked but are awarded on a first-come, first-served basis

Competitive grants are judged and ranked by readers and higher scoring grants are recommended for funding

• Reading Incentives – Non Competitive

– Amount - Maximum of $300 per school, but can be for as little as $50

– Uses - student reward purchases such as pencils, book marks, stickers, book purchases

– Qualifications - Grant should service a minimum of 45 students if you are applying for $300

– Due Date - at the end of each month -- if you have a project you would like to start in November, your grant should be in by September month end, it should be approved during the October meeting and a check issued by November 1st

• Chess Grants – Non Competitive

– Amount - Maximum of $300 per school, but can be for as little as $50

– Uses - to purchase chess boards and pieces, timers, or entry fees to chess tournaments

– Qualifications - Grant should service a minimum of 45 students if you are applying for $300

– Due Date - at the end of each month --once again if your project begins in November, submit your grant by September month end, approval will be in October and a check issued by November 1st

Neither the Reading Incentives or the Chess Grants are voted on during the summer months

BCSD Educational Foundation Grants (2 of 2)

• Mini-Grants - Competitive– Amount – Maximum of $500– Uses/Past Successful – a science garden, classroom reading books in protective take home

envelopes, musical themed projects– Format – State the Student Learning Objectives, Your Methods of Instruction, A Project Timeline,

Method of Evaluation, a Budget and a description of how the budget will be used– Due Date – Back to School Grants due Friday, one week after school is out and Spring Grants due

Friday, the first week in December

• WaMu Math and Science Grants - Competitive– Amount – Maximum of $750– Uses/Past Successful – must address Math and/or Science specifically– Format – State the Student Learning Objectives, Your Methods of Instruction, A Project Timeline,

Method of Evaluation, a Budget and a description of how the budget will be used– Due Date – In 2008, they were due in November, so spring activities could be funded. We have not

yet set the due date for the next school year, but we’re hoping to do it sooner for fall projects.

• Student Achievement – Competitive– Amount – $1,000 for single teacher grant or $2,000 for a partner grant– Uses/Past Successful – Homework binders, larger garden projects, reading kits, projectors,

laptops, & Smart-boards keeping in mind installation & software are not included w/the Smart-boards so other funding may be needed

– Format – Narrative includes a need, a goal, your methods, evaluation, timeline and a budget– Due Date – this year is April 15th by 4:30 pm to the Community Partnerships Office

General Instructions for Student Achievement Grants

• Ed Center Departments are ineligible

• Submit grant from one school only – teacher split between two schools, grant request can only be from one school

• Apply as an Individual or as a Partner - $1,000 for one person, up to $2,000 for multiple applicants

• Do not submit identical proposal under different names – All grants disqualified -- unknown who the actual applicant is

• DO NOT identify the names of the applicants or the school in the text, heading, or proposal!! This would also be a disqualification.

• (It’s okay in Reading Incentives and Chess Grants)

• An individual teacher is allowed to apply as a lead teacher on only one grant per year; however, he or she may be included as a partner on a second project (Applies ONLY to Student Achievement Grants)

Tips for Writing a Successful Proposal

• Follow the directions – Whether or not you agree with the formatting instructions, they ARE important. If you don’t follow them, you may adversely effect your application.

• Tell what is “different” about your project – You came up with the idea and you think it is pretty darn special -- so tell us all about it!

• Don’t use educational or technical jargon – Grant proposals should be easily understood.

• Don’t assume knowledge; tell the readers about the educational needs of your school and students (but without specifically identifying them!) – Tell the reader the whole story, but be careful not to bore them with unnecessary details.

• Be specific, clear, and concise

Tips for Writing a Successful Proposal

(Continued)

• Make sure you show a logical link connecting your goals/objectives, methods, and budget

• Goals and timelines should be realistic – If you believe you can train a total of 25 students over the course of the grant, say you will train 25. Better to promise 25 and train more than to promise 50 and fail to meet your goal.

• Use third person and active verbs – a point of view, keep readers interested.

• Don’t use applicant’s or school’s name in your proposal – Grants may be disqualified, or may be returned for correction, but that may result in a missed deadline.

Successful Educational Foundation Grant Recipient

Suggestions

• Karen Nguyen, Teacher at McKinley Elementary School, has received several grants from the Educational Foundation, and she has agreed to offer her suggestins and/or assistance to anyone who’s interested in writing a grant application.

• She can be reached by telephone at McKinley or by email at nguyenk@bcsd.com

Evaluation Criteria

• Grant contains clearly identified goals• Methods are based on proven strategies for

achieving the goals• Successful results can be easily identified• Grant is easily read and understood – Grants

should be reader friendly• Amount requested is sufficient for entire project • Scores a #4 on the Rubric (Take a close look at the

Rubric to help you in preparing your proposal. It can be found in the Student Achievement Grant Instructions)

Bakersfield City School District Educational Foundation Rubric for Scoring The scoring rubric provides a comprehensive set of quality statements of exemplary projects. The rubric will be used to evaluate 2009-2010 Educational Foundation proposals. The rubric level is designed to be a holistic description, not a checklist. Evaluators will assign

the score that most clearly resembles the information provided in the application. On the right are the criteria. Across the page are examples of 4, 3, 2, and 1. The highest score an individual can receive is 24. The highest score a partner can receive is 28.

4 3 2 1

1. The grant has a clearly defined need.

Addresses a critical need. Cites specific objective. States how project ties activities and educational outcomes.

Cites specific objective. how project ties to plan with activities and educational outcomes.

Cites specific objective. Specific objective not clearly linked to project activities and does not address a critical need.

No reference to plan or need.

2. The goal is defined and the outcomes are measurable.

The goal addresses a critical need and is obtainable. The educational outcomes are stated and are measurable.

The goal is defined with measurable outcomes. Goal links to a critical need and is obtainable.

The goal is defined. Outcomes are not clearly defined and cannot be measured effectively.

The goal and objectives are not clear. Goal is not obtainable.

3. The project’s method provides an innovative approach to teaching to Standards.

Provides an innovative approach to teaching the Standard(s). Project compliments current existing curriculum and clearly cites the Standard(s). Educational items are outside the typical school purchases.

Provides an innovative approach to teaching the Standard(s). Project compliments current existing curriculum and clearly sites Standard(s).

Project does not provide an innovative approach. Request items that can be purchased from school budget. No Standard(s) cited.

Project departs from the existing curriculum. No Standard(s) cited.

4. The method identified is researched based with specific measurable outcomes for evaluating success.

Uses current research to support educational method. Cites research and measurable outcomes in proposal. Gives specific example that relates directly to BCSD children.

Uses current research to support educational method. Cites research and measurable outcomes in proposal.

Current research is not clearly linked to educational outcomes and/or is not accurate.

No reference to research to support educational method.

5. The timeline includes all proposed grant activities.

Timeline is clearly stated with realistic dates that are obtainable. The activities listed are linked to timeline.

Timeline is clearly stated with realistic dates that are obtainable.

Timeline is not clear or realistic for successful completion of activities.

No timeline is present.

6. The budget request matches proposed activities.

Budget provides a break down of items with amounts thoroughly explained. The budget request matches proposed activities.

Budget provides a breakdown of items. The budget request matches proposed activities.

Budget items are not clear. Items are not broken down.

Budget items are not clear. Items are not broken down. Budget does not match proposed activities.

For partner applications only: Strengths and roles of each partner are adequately addressed.

Strengths and roles of each partner are clearly addressed with description of collaboration. Proposal describes how partnership will enhance educational outcomes and how items will be shared.

Strengths and roles of each partner are clearly addressed with description of collaboration.

Collaboration exists but description is not clear how partners will work together.

No collaboration is explained.

Educational FoundationGrant Reader/Evaluator

Suggestions

• Michael Stone – Coordinator, Visual and Performing Arts, has been a grant reader/ evaluator for the Educational Foundation, and has the following suggestions for submitting a successful grant application:

Five Simple Suggestions for a Successful BCSD Educational Foundation Grant Application

(1) Type the application – Handwriting can be difficult to read. Type the application. Proof for spelling/grammatical errors before submitting.

(2) Make the purpose of the grant clear to the reader – The grant reader should understand specifically how the monies being requested will be used. Many grant applications do not clearly communicate "how" the monies will be used to meet the grant's objectives.

(3) Align the instructional objectives with Standards addressed – It is important to specify Standards which will be addressed through the project. If the students will be learning Math or Music Standards, list them. The Educational Foundation wants to see how the grant will improve student achievement.

(4) Budget -- Make sure that your budget is accurate. Calculation errors may result in the application being declined.

(5) Be creative – It is important to think creatively when coming up with grant proposals. The Educational Foundation wants to know that its funds are being used to do something "special," above and beyond the regular instructional program.

Student Achievement Grant Application Instructions

• Submit one (1) original – which should include the following documents: Intake Sheet (attached to the original only) Cover Sheet Proposed Narrative Itemized Budget Request/itemized Budget Explanation

• Submit five (5) stapled copies – which should include the following documents: Cover Sheet Proposed Narrative Itemized Budget Request/Itemized Budget Explanation

2009-2010 Student Achievement Grant Application Timeline

• Monday, March 30, 2009 – Beginning date Grant Applications may be submitted

• Wednesday, April 15, 2009 – Deadline for Grant Applications to be submitted (should be in the Community Partnerships Office by 4:30 PM)

• Friday, May 22, 2009 – Winners Announced (tentative date – depends on the number of grant applications submitted)

You’ve Won!! Now What??Purchasing Process

• Vendor Purchase Invoice, training receipt, quote

Catalogue purchases - all forms completed correctly – make sure to add in any shipping or other costs

Check Request Form completed (available on-line) -- you and your principal both need to sign

• Reimbursement Receipt from purchase

Check Request Form completed

The Educational Foundation requires accountability for its grant funding,and has very specific guidelines and procedures which must be adhered

to. There will be a brief meeting in August for the 2009-2010 StudentAchievement Grant winners where they will receive additional

Information regarding these guidelines and procedures.

You’re Done!! Now What??

• Submit a mandatory one-page Project Report to the BCSD Educational Foundation by June 30, 2010

• Schedule a classroom visit with one or more Educational Foundation Members so they can observe your students enjoying or participating in the grant project

• Remember, all money unspent by June 30, 2010 will be swept back into the Educational Foundation’s general fund

Pacific Gas and Electric Company

Solar Schools ProgramRobert Hodash • Sierra Middle School

PG&E Teacher Advisory Board Memberand NEED National Teacher Leader

Provided information on the PG&E Solar SchoolsProgram and encouraged teachers to make sure

they visit the following website for grant funding:

www.need.org/pgesolarschools/ec.htm

There Are Many OtherGrant Opportunities

• www.bcsd.com Educational Foundation/Community Partnerships

Funding Opportunities Grant Opportunities for All Educators

ALL NECESSARY FORMS, INSTRUCTIONS, ETC. FOR EDUCATIONAL FOUNDATION GRANTS,

AS WELL AS OTHERS, ARE LOCATED ON THIS SITE. THE FORMS ARE USER-FRIENDLY (YOU

CAN TYPE DIRECTLY ONTO THE FORMS, OR YOU CAN CUT AND PASTE INTO THE DOCUMENTS.)

For assistance, please contact Margaret Cross, ext. 14893 or by email at crossm@bcsd.com

• www.donorschoose.org

• http://kcsos.kern.org/grants/

Note – Large grants (i.e., Federal, state, HP) need District approval – contact Sherry Gladin, Director of Fiscal Services at ext. 14696