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Planning and Writing Planning and Writing Successful ProposalsSuccessful Proposals
in K-12 Educationin K-12 Education
Susan Gramling, MSLSSusan Gramling, MSLSGrantSource LibrarianGrantSource Librarian
Office of Information and CommunicationsOffice of Information and Communications
Topics for todayTopics for today
Identifying funding sourcesIdentifying funding sources Researching potential fundersResearching potential funders Planning your proposalPlanning your proposal Proposal elementsProposal elements BudgetingBudgeting Review processReview process Preparing for the next timePreparing for the next time
GrantSource Library GrantSource Library Website for Finding FundingWebsite for Finding Funding
Funding opportunity databases and Funding opportunity databases and funding alerts (some are free and funding alerts (some are free and others are accessible only by others are accessible only by subscription)subscription)
Guides and tutorials for proposal Guides and tutorials for proposal writing writing
Grants awarded databases (free)Grants awarded databases (free)
http://research.unc.edu/grantsource/
Free Funding Free Funding Information SourcesInformation Sources
NC Community Resource Information System (CRIS)NC Community Resource Information System (CRIS)http://data.osbm.state.nc.us/cris/cris_new.html http://data.osbm.state.nc.us/cris/cris_new.html
Foundation Center Foundation FinderFoundation Center Foundation Finderhttp://foundationcenter.org/findfunders/foundfinder/ http://foundationcenter.org/findfunders/foundfinder/
Education Funding WatchEducation Funding Watchhttp://foundationcenter.org/newsletters/http://foundationcenter.org/newsletters/
Tech Soup>Learning Center>FundingTech Soup>Learning Center>Fundinghttp://www.techsoup.org/learningcenter/funding/index.cfm http://www.techsoup.org/learningcenter/funding/index.cfm
Subscription Funding Subscription Funding Information SourcesInformation Sources
COS Funding Opportunities database COS Funding Opportunities database http://research.unc.edu/grantsource/funding_databases.phhttp://research.unc.edu/grantsource/funding_databases.php#cos p#cos
InfoEd SPIN funding database InfoEd SPIN funding database http://research.unc.edu/grantsource/funding_databases.phhttp://research.unc.edu/grantsource/funding_databases.php#spinp#spin
Foundation Directory Online (available most Foundation Directory Online (available most large/medium libraries)large/medium libraries)http://research.unc.edu/grantsource/http://research.unc.edu/grantsource/funding_databases.php#foundation funding_databases.php#foundation
Research Potential FundersResearch Potential Funders Look for potential funders with a good fit Look for potential funders with a good fit Check for local and regional funders Check for local and regional funders Contact agency program staff to assess fit Contact agency program staff to assess fit
with their priorities or any new initiativeswith their priorities or any new initiatives Find out their review criteria and processFind out their review criteria and process Read previous successful proposalsRead previous successful proposals
Sample Grant Proposals Sample Grant Proposals http://www.k12grants.org/samples/samples_index.htm http://www.k12grants.org/samples/samples_index.htm
Know Your CompetitionKnow Your Competition Who and what has sponsor funded in Who and what has sponsor funded in
the past?the past? Check sponsor websites or annual Check sponsor websites or annual
reportsreports Check awards made databases Check awards made databases
– Use Foundation Center 990 Finder for private Use Foundation Center 990 Finder for private sponsorssponsors
– Most federal agencies’ have online Most federal agencies’ have online databases of awards madedatabases of awards made
http://research.unc.edu/grantsource/awards_http://research.unc.edu/grantsource/awards_made.phpmade.php
Fundamentals of Proposal Fundamentals of Proposal Preparation Preparation
Talk with the program officer Talk with the program officer Become familiar with the Become familiar with the
grantsmanship processgrantsmanship process Read the guidelinesRead the guidelines Write, revise, revise, reviseWrite, revise, revise, revise Get feedback from othersGet feedback from others
Plan Before You WritePlan Before You Write Identify the need or problemIdentify the need or problem Define your project Define your project Think the plan through to the endThink the plan through to the end Assess project fit with personal and Assess project fit with personal and
organizational goals and purpose organizational goals and purpose Assess your expertise, resources and Assess your expertise, resources and
strengths to approach the projectstrengths to approach the project Outside resources/collaborators?Outside resources/collaborators? Involve collaborators in planningInvolve collaborators in planning
Typical Proposal ElementsTypical Proposal Elements Summary or abstractSummary or abstract Problem statement/needs assessmentProblem statement/needs assessment Proposed solution/goals and objectivesProposed solution/goals and objectives Project description/methodologyProject description/methodology Organization description/qualifications/Organization description/qualifications/ resources resources
– Including those of partners or collaboratorsIncluding those of partners or collaborators TimelineTimeline EvaluationEvaluation Budget and budget justificationBudget and budget justification
Summary or AbstractSummary or Abstract Summarize all important information Summarize all important information
from proposal from proposal Crucial first impressionCrucial first impression Write it lastWrite it last Write in layman’s termsWrite in layman’s terms Anticipate concerns and address Anticipate concerns and address
brieflybriefly Convey enthusiasmConvey enthusiasm
Problem Statement or Needs Problem Statement or Needs AssessmentAssessment
Identify problem or needIdentify problem or need Indicate importance or significanceIndicate importance or significance Cite examples and statisticsCite examples and statistics Relate to sponsor’s mission or goalRelate to sponsor’s mission or goal Don’t take for granted that the reader Don’t take for granted that the reader
will know what’s on your mindwill know what’s on your mind
Solution/Goals & ObjectivesSolution/Goals & Objectives Proposed solution to problem or Proposed solution to problem or
need or desired overall goalneed or desired overall goal Address need or problem statementAddress need or problem statement Brief, focused, to-the-pointBrief, focused, to-the-point Objectives are specific, measurable Objectives are specific, measurable
steps to reach overall goalsteps to reach overall goal No more than three to five objectivesNo more than three to five objectives Each should flow logically to the nextEach should flow logically to the next
Example: http://www.learnerassociates.net/proposal/exam5.htm
Project Description/ Project Description/ MethodologyMethodology
Describe activities to be undertaken and Describe activities to be undertaken and whywhy
Flows naturally from problem and Flows naturally from problem and proposed solutionproposed solution
Describe activities, staff needed, and Describe activities, staff needed, and other resourcesother resources
Provide evidence of planning (see time & Provide evidence of planning (see time & task chart examples)task chart examples)
Reasonable scopeReasonable scope
Qualifications andQualifications andOrganization DescriptionOrganization Description
Demonstrate to the reviewer that you are Demonstrate to the reviewer that you are capable of doing what you proposecapable of doing what you propose
Describe your qualifications & expertiseDescribe your qualifications & expertise Describe organization, its purpose, goals Describe organization, its purpose, goals
& programs, & project administration& programs, & project administration Other available resources, including Other available resources, including
collaborators or other key personnel, & collaborators or other key personnel, & technical resourcestechnical resources
Offer supporting evidence or Offer supporting evidence or endorsementsendorsements
Collaboration/CooperationCollaboration/Cooperation
Collaboration is often either required or Collaboration is often either required or viewed as a strengthening elementviewed as a strengthening element
Broadens available expertiseBroadens available expertise Allows projects to address larger problemsAllows projects to address larger problems Can result in more efficient use of Can result in more efficient use of
resourcesresources Must have clear understanding of rolesMust have clear understanding of roles
A Good CollaborationA Good Collaboration
Contains all necessary expertise for Contains all necessary expertise for every component of the projectevery component of the project
Must actually BE a team, not a group Must actually BE a team, not a group that met in the hall one daythat met in the hall one day
Has a clear understanding of rolesHas a clear understanding of roles Works together constructivelyWorks together constructively
TimelineTimeline Describe sequence of activities or Describe sequence of activities or
major steps of your projectmajor steps of your project Lets reviewers know you have done Lets reviewers know you have done
significant planningsignificant planning Some sponsors require written Some sponsors require written
statement statement Others may expect it in methodology Others may expect it in methodology Or, use time and task chart (visual)Or, use time and task chart (visual)
EvaluationEvaluation How will you know if the project is How will you know if the project is
successful?successful? Define evaluation criteriaDefine evaluation criteria Identify a planIdentify a plan Types of evaluationTypes of evaluation
- Process- Process- Product- Product
Show how evaluation will be usedShow how evaluation will be used
Outreach/Dissemination PlanOutreach/Dissemination Plan
How are you doing to share the How are you doing to share the results with others?results with others?
Required increasingly by many Required increasingly by many sponsorssponsors
Sponsors looking for contribution to Sponsors looking for contribution to knowledge in the field, broader knowledge in the field, broader impact, community inclusion impact, community inclusion especially under-represented groupsespecially under-represented groups
Writing StyleWriting Style
Be clear, concise and directBe clear, concise and direct Write in a positive mannerWrite in a positive manner Use the active voice, rather than passiveUse the active voice, rather than passive Avoid jargon – someone outside your field Avoid jargon – someone outside your field
should be able to understandshould be able to understand Use headings, bullets, formatting and Use headings, bullets, formatting and
white space to increase readabilitywhite space to increase readability Proofread for grammar, spelling and Proofread for grammar, spelling and
typographical errorstypographical errors
BudgetingBudgeting Itemize and account for costs Itemize and account for costs Budget should flow from your project Budget should flow from your project
planplan Justify budget itemsJustify budget items Don’t overestimate resource needsDon’t overestimate resource needs Don’t underestimate resource needs Don’t underestimate resource needs
eithereither Know what sponsor will/won’t pay forKnow what sponsor will/won’t pay for
SAMPLE LINE ITEM PROJECT BUDGET
PERSONNELSenior Personnel $5,000Graduate Students $10,000Undergraduate Students $900Fringe Benefits @ 19% for faculty $1,199 & 7.7% for undergradsSubtotal Personnel $17,099
PARTICIPANT COSTS40 Participants . $8,000
EQUIPMENT (Exceeding $5,000)Itemized List 1. Flat Panel Display $30,000
OTHER DIRECT COSTSSupplies $750Publication Costs $500Course Development Stipends $10,000
TOTAL DIRECT COSTS $66,349INDIRECT COSTS @ 45.5% MTDC 19,629AMOUNT OF THIS REQUEST $85,978
*Fringe benefit rates change. For current rates, always consult the OSR web site at: http://research.unc.edu/osr/fringe_benefit_rates.html
SAMPLE PHASE PROJECT BUDGET
PHASE ONE: COURSE DEVELOPMENT
Personnel plus fringes $11,130Course Development Stipends $10,000Interactive Classroom $30,000Total Direct Costs $51,130Indirect Costs $11,410
Total Costs of Phase One $62,540
PHASE TWO: CONFERENCE
Personnel plus fringes $5,969Conference Materials $1,250Participant Stipends $8,000Total Direct Costs $15,219Indirect 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: http://research.unc.edu/osr/fringe_benefit_rates.html
Budget Justification for Project Grant1. 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 $200.00 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:This means you:
Read carefully and follow scrupulously the Read carefully and follow scrupulously the guidelines provided by the sponsorguidelines provided by the sponsor
This includes points to be addressedThis includes points to be addressed Also includes: spacing, margins, font Also includes: spacing, margins, font
size, number of copies, page limitationssize, number of copies, page limitations If no guidelines, double-space, use If no guidelines, double-space, use
generous margins and 12-point typegenerous margins and 12-point type
The Review ProcessThe Review Process
Process varies by sponsorProcess varies by sponsor Remember - reviewers may not have Remember - reviewers may not have
expertise in your field, may not share expertise in your field, may not share your interest and enthusiasm for the your interest and enthusiasm for the project, may be overworked and project, may be overworked and underpaidunderpaid
Key point: Make your proposal easy Key point: Make your proposal easy for the reviewer to readfor the reviewer to read
Reviewers look for:Reviewers look for:
A “doable” project (resources, A “doable” project (resources, approach)approach)
A project worth doingA project worth doing Systematic, logical development of Systematic, logical development of
ideasideas An easily-read, accessible proposalAn easily-read, accessible proposal
Common Reasons for RejectionCommon Reasons for Rejection MechanicalMechanical
– guidelines not followed guidelines not followed exactlyexactly MethodologicalMethodological
– unsuitable methodologyunsuitable methodology PersonnelPersonnel
– unqualified to do workunqualified to do work Cost-BenefitCost-Benefit
– not agency priority for this yearnot agency priority for this year– unrealistic budgetunrealistic budget– costs out of proportion to potential benefitscosts out of proportion to potential benefits
Preparing for the next timePreparing for the next time
If not funded, don’t give up!If not funded, don’t give up! Ask sponsor for reviewer’s written Ask sponsor for reviewer’s written
comments, if availablecomments, if available Ask if it would be worth submitting Ask if it would be worth submitting
another proposal in the futureanother proposal in the future When revising, be responsive to When revising, be responsive to
reviewer commentsreviewer comments
SummarySummary
Project planning is key Project planning is key Project should fit overall goals or planProject should fit overall goals or plan Choose potential funders with a good Choose potential funders with a good
fitfit Write with reviewers in mindWrite with reviewers in mind Budget should fit your project planBudget should fit your project plan Don’t despair if proposal is unfundedDon’t despair if proposal is unfunded
Workshop ResourcesWorkshop Resources
This PowerPoint online This PowerPoint online http://research.unc.edu/grantsource/workshhttp://research.unc.edu/grantsource/workshops_archive.php#world_proposals ops_archive.php#world_proposals
Proposal Writing Short Course from the Proposal Writing Short Course from the Foundation Center Foundation Center http://foundationcenter.org/getstarted/tutorihttp://foundationcenter.org/getstarted/tutorials/shortcourse/index.htmlals/shortcourse/index.html
Proposal Budgeting Basics from the Proposal Budgeting Basics from the Foundation Center Foundation Center http://foundationcenter.org/getstarted/tutorihttp://foundationcenter.org/getstarted/tutorials/prop_budgt/index.htmlals/prop_budgt/index.html
