Presented by: Rebecca Priest Senior Director of Emerging Technologies & Strategic Grant Development Stark State College

The State of Collaboration... 1. Its a smart thing to do 2. Its welcomed by many funding sources 3. Its sometimes required by funding sources

Why is collaboration smart? It can strengthen your proposal/project It can make your funding source think they are getting a bigger bang for their buck It can broaden the scope of your project It can make your project have greater impact It can lead to relationship growth with partner organizations

Example of my last point: Stark State Colleges partnership with Rolls-Royce Fuel Cell Systems (US), Inc. (RRFCS)

It started in 2002 with the following organizations talking with each other: SOFCo-EFS, Stark Development Board, Stark State College and Case Western Reserve University Together we sought and received $3.35M of Ohio Third Frontier funds to build a Fuel Cell Prototyping Center on Stark States campus Since 2002, that $3.35M has grown to $21M+ in fuel cell-related projects on our campus

The result? Stark State... Developed a fuel cell option in MET Coordinates the 5-state Great Lakes Fuel Cell Education Partnership funded by National Science Foundation Leases FCPC to RRFCS-US, now the companys global headquarters

Fuel Cell Prototyping Center

Expanded FCPC to enable RRFCS to expand its R&D capacity Renovated our Advanced Technology Center to enable Contained Energy, Inc. and Lockheed Martin to conduct fuel cell research on campus Received grant support from Ohios Third Frontier Program, State Legislature; OBR; NSF; and U.S. Departments of Education, Energy, Defense and SBA

Its amazing what can happen when a few organizations start talking... and decide to collaborate.

Other grant partnerships weve been part of Great Lakes Fuel Cell Education Partnership Penn State University Lansing Community College (MI) Kettering University (MI) Rennselear University (NY) Vincennes University (IN) Business partners in multiple states

Expanding Capacity in Healthcare Occupations (DOL CBJTG) Partnership includes: Holmes, Medina, Stark, Summit, Tuscarawas and Wayne County WIAs Stark Development Board 5 area hospitals Tech Prep Consortium 2 Adult Career & Technical Education providers 2 university partners

DOL Green Jobs Collaborative Proposal encompassed 16-county NE Ohio region United Labor Agency (Cleveland) Great Lakes Wind Network Cuyahoga Community College Eastern Gateway Community College Lakeland Community College Lorain County Community College United Auto Workers, Region 2B ODOD, OBR

Other organizations weve collaborated with... WIA/WIB Stark Co. Education Service Center Stark Education Partnership UA, KSU, Toledo, OSU First Energy NOCHE, MAGNET Defense Metals Technology Center (SSC)

An early partnership with Diebold, Inc.

Some new partnerships under development The Timken Co., Canton bearings for wind turbines Kohler Coating, Canton corrugating packaging processes Will-Burt Co., Orrville portable telescoping mast for military apps

Characteristics of a successful grant seeker: Salesmanship Communication skills Ingenuity & flexibility Research skills Administrative skills (well organized) Human relations skills Good follow-through Perseverance & dedication Persistent

Stark States grant system Mission of Strategic Grant Development Office is to link institutional needs with available resources The primary responsibility for development of a proposal lies within the administrative structure of the division in which the project takes place. The responsibility of the Strategic Grant Development Office is to assist faculty and staff in translating the idea into a plan.assist with the development of a proposal.assist with budget construction.

Our internal process Develop idea Gain support for your project idea from people who count Submit Application to Develop Project with Grant Support to Strategic Grants Office signed by dean of area where project is being initiated Receive approval of Executive Council before proceeding

How ideas evolve Grant proposals generally get developed by 1 of 2 ways: To resolve a problem or because someone has an idea for doing something different or better OR Because funding is available and an organization decides to develop a project that addresses the goals of that funding opportunity

Grant seeking is 6-step process Identifying or recognizing a problem Generating an idea to solve the problem (the solution) Determining if the idea furthers the mission and goals of your organization Researching potential sponsors to find a match between your idea and the sponsors priorities Designing, writing and submitting a proposal that follows the sponsors guidelines Implementing your solution to the problem

Questions to answer in clarifying needs/ideas: What is its significance and scope? What are others doing to solve the need? What aspects of the problem can we realistically attempt to solve in the short and long term? What is the target population? Can the benefits to the target population be measured? Is solving the need a priority within our organization -- our community?

Transforming ideas into a proposal Its never too early to start! Get organized Form a proposal design team Develop a schedule Get started!

Definition of proposal A proposal is a persuasive document that defines a problem or need, proposes solutions to that problem and requests funding or other resources to implement the solution.

Types of individuals to recruit for proposal design team Task Master Risk Taker Facilitator Stakeholder Devils Advocate Organizer Nurturer Humorist Recorder Information Nut

Essential design team members Supervising administrator Project developer/manager Resource development officer Collaborating departments/agencies Budget specialist

Why use proposal design team? To create a project that will be successfully implemented To increase quality of proposal To create ownership in project To encourage participation To encourage teaming and consensus building

What is an RFP? The most common announcement of the availability of grant funds is called a Request for Proposal (RFP) Other terms used for the same thing include: Guidelines SGA (DOL)

How To Interpret an RFP After you have identified a promising sponsor, you need to review its goals, priorities and RFP to determine if it is a close enough match to take the time and effort to prepare and submit a proposal Being selective in which ones you pursue will most likely give you a higher funding ratio of successfully funded projects to proposals submitted Dont spend all of your time responding to all RFPs that remotely resemble what you want to do. They should closely relate to your project idea.

Developing the proposal: what really counts The proposal The Concept or Idea Connection to and with the Grant Maker

Typical proposal sequence Cover letter Title Page Abstract Introduction Problem/Need Goals/Objectives Methodology Key Personnel Evaluation Dissemination Future of Project Budget Appendices

Typical sequence of development of proposal Problem/Need Goals/Objectives Methodology Key Personnel Evaluation Budget Future of Project Introduction Title Page Summary/Abstract Appendix Cover Letter

Need statement You must articulate the problem in a need statement that makes the problem and solution clear to internal and external audiences. The statement should be a succinct, yet persuasive, description of the problem, what you propose to do to solve the problem and a statement of what you want the sponsor (funding organization) to do after reading your proposal.

Key Point To Remember When drafting your need statement, remember that proposals are written and projects are developed to help people.

3 elements to need statement 1. Description of the problem 2. What you and your organization plan to do to solve the problem 3. Statement of your instrumental purpose, i.e., what you want the sponsor to do after reading your proposal

Description of problem - 3 parts Context of the problem Justification for why the problem is important to solve and explains its scope Aspect of the problem you want to solve

Context of Problem Define or describe the problem so that other people can understand it, identify with it and recognize its importance If appropriate, describe what larger societal problem or organizational problem your proposed project contributes to solving

Justification Convince the readers that addressing this problem is timely, compelling and urgent. Demonstrate why it is important to solve this problem now and justify spending time, money and energy on it. Tell the readers how large the problem is, how wide- ranging it is and how many people are affected by it (locally and nationally).

Aspect of problem you want to solve If you are choosing a large societal problem to work on, be realistic about selecting part of the problem to solve rather than the entire thing which you are most likely not prepared to do

2 nd element of need statement What you and your organization plan to do to solve the problem who, what, when, where, why (the so what is provided through the entire need statement) While this section is brief in the need statement, it provides the basis for your project methodology that appears later on in the proposal

3rd element of need statement Statement of your instrumental purpose what you want the sponsor to do after reading the proposal What is it you want the sponsor to do after reading your proposal? Dont forget to ask!

How to be compelling Rhetoric is the art of persuasion. Determine the most effective rhetorical strategies to incorporate in your proposal to persuade sponsors to award you a grant. There are 3 types: Rational appeal Emotional appeal Appeal to character and credibility of organization

Rational appeal It cites facts, figures and statistics to build your case It uses deductive reasoning and inductive examples to support claims you make Uses causal logic Most often used in proposals to federal agencies

Emotional appeal Provides readers with information that enables them to empathize or sympathize with the target audience for the proposal Often are presented as case studies or individual profiles which arouse the readers emotions and stimulate their desire to help Often used in combination with rational and credibility appeals when approaching small and mid- sized foundations

Character/Credibility Appeal This appeal demonstrates the credibility and character of your organization and its ability to provide quality project leadership based on previous successful experiences Is absolutely necessary in proposals to federal agencies and other large organizations, but also needs to be incorporated into proposals to small and mid-sized foundations

Problem statement/need Use specific examples/statistics Sell your program, not the organization Discuss the benefits to be realized from your project in human terms Relate project to what the funding agency needs to fulfill its mission Give funding agency a reason to select your project over another one

More on problem statement Make sure it is reasonable in dimension Dont make unsupported assumptions Support it with research (give sources) Describe a national need then make it local or vice versa Needs should relate to goals of your organization

Sample of why you need to verify what your problem really is Sometimes the surface problem is only a symptom of a more fundamental problem

Difference between project goals and objectives Goal: the result or achievement toward which effort is directed Example: To increase the college-going rate of adults in Stark County Objective: Something that ones actions are intended to attain or accomplish Example: To increase the retention of minority students by 10%/year over three years as a result of the Minority Action Project

Project objectives should be... Specific concrete and discrete activities or actions Measurable something you can quantify Agreed upon by your project team and organization Realistic something your organization could actually accomplish Timebound something that can be done in a specified time period, usually within a year Evaluable a word made up meaning something capable of being evaluated

Process objective vs measurable objective An objective is a statement of the desired outcome. Example of process objective: To buy a mobile x-ray unit. Example of measurable objective: To decrease by 20% the incidence of respiratory disease within Stark County by the end of 2011.

Other examples of measurable objectives: By offering peer tutoring, increase by at least 25% the number of underprepared freshmen who receive a passing grade for the first semester, as compared to the number of underprepared freshmen who received a passing grade for the first semester of the previous year. By the end of each year of the grant period, to decrease by 20%, from previous years levels, the attrition of freshmen students, as a result of poor academic performance.

Project methodology Describe in detail how the project will be conducted -- who, what, when, where and why Include how participants will be selected and qualifications sought Format in step-by-step time line

More on methodology Demonstrate that you know what others in your field are doing, what methods work and which ones dont work. Many believe this is the most important section of proposal; it can separate the men from the boys (the amateurs from the professionals).

Mapping out a solution It allows you and a team of others to highlight the logic behind your ideas Use it as a method to construct the steps in a plan Place your most promising solution in the center of a piece of paper, circle it, then write the 2-5 major steps needed to make this solution a reality, circle them and connect them to the solution, keep going outward as ideas flow When begin identifying steps you wont want to mention in the proposal, is time to stop

Key personnel Select the right person to coordinate project Hire consultants when necessary Include resumes Include position descriptions if dont have key personnel identified

Evaluation Determines whether or not projects objectives have been met and to what degree Includes baseline data used as indicators of progress or success Two major types: summative, formative Can be done internally or externally

Summative evaluation Most common Directed toward those interested in results Conducted at conclusion of project Measures outcomes of project Tells funding source whether or not project has been successful

Formative evaluation Not directed simply toward measuring results Is an information instrument used to indicate necessity for adjustments in project as it progresses Particularly helpful to project staff

Budget Be realistic Be as detailed as possible Make sure budget reflects narrative Justify higher costs Give sufficient information so reader knows costs are necessary and reasonable Check and double-check your figures!

Future of Project Start thinking about it in proposal planning stage Ties in with budget and institutional (organizational) commitment Assure funding agency that project wont disintegrate as soon as grant ends and that you wont be needing their support again when funding ends.

Introduction May need to include background on your organization Set the stage for remainder of proposal Put yourself in outsiders shoes

Remaining elements of proposal Title Page Abstract Appendix Cover Letter

Title page May be provided by funding agency If not, create cover providing essential information

Abstract Makes first impression on reader Catch the readers interest Summarize the project in a way that hasnt been done within proposal Be succinct, but complete

Appendix Check with funding source to confirm if Appendix is allowed Include only essential information not able to fit in proposal Include Appendix items very sparingly

Cover letter Not always necessary or advisable If included, talk about project in a way not done anywhere else in proposal Have signed by CEO of organization

Different types of sponsors Government Independent Foundations Operating Foundations Community Foundations Corporate Foundations Corporations Civic Organizations

Grant writing tips FOLLOW THE GUIDELINES!!!!!!!!!!!!!

Design your proposal Break up copy with graphics type face changes charts, tables graphs illustrations bullets color

More tips Demonstrate organizational commitment to project even if not requested cash personnel time services equipment facilities overhead

Still more tips Write to your audience (no jargon) Write clearly No errors in English usage! Define acronyms, use as few as possible Avoid redundancy and irrelevant material Appearance and readability important

One more tip Write to grant readers evaluation forms as well as to guidelines Obtain copy of evaluation forms, if available Develop proposal to guidelines; review it to evaluation forms

Key criteria to be used in determining grant recipients Qualifications of organization and key staff Compatibility of project with funding sources goals Quality of project itself Budget

Afterwards: If its a yes Celebrate!!!! Send a thank-you letter Notify everyone who participated in proposal development Promote project internally/externally Keep funder updated on project developments

Afterwards: If its a no Notify everyone who participated in proposal development - thank them again for their assistance Request readers comments or verbal feedback from funding agency personnel Dont give up! Re-work proposal and submit again

What to do when funded Spend money only after have received agencys approval in writing Know when program and financial reports are due Clarify procedures for making programmatic and budget changes with funding agency personnel

Ten most common reasons grants are declined (per Ohio Grants Guide) The organization does not meet our priorities (research before applying) The organization is not located in our geographic area of funding. (get guidelines before applying) The proposal does not follow our prescribed format. (follow the guide-lines exactly)

More common reasons The proposal is poorly written and difficult to understand. (have friends and experienced people critique the grant) The proposed budget and grant request is not within our funding range. (research the average size of grants of the funder.)

More reasons We dont know these people are they credible? (set up an interview before submitting the proposal to let them get to know you) The proposal doesnt seem urgent and Im not sure it will have an impact. (study their priorities; have a skilled writer do this section to make it grab the funder)

More common reasons The objectives and plan of action greatly exceed the budget and timelines. (only promise what you can realistically deliver for the amount requested) Weve allocated all the money for this grant cycle. (dont take personally; this is a fact of lifetry again)

And last but not least There is insufficient evidence that the program will become self-sufficient and sustain itself after the grant is completed. (make sure you address this issue whether the guidelines request it or not)

Documents

Presented by: Rebecca Priest Senior Director of Emerging Technologies & Strategic Grant Development Stark State College