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The Grant Writing ProcessDiane CruzeCoordinator, Resource DevelopmentJefferson County Public Schools

October 30, 2012

11Goals for TodayHow to prepare for writing a grant.Basic steps for developing a proposal.Ways to identify funding for projects/ideas.

2Grant WritingFundamentals3Know the LanguageRequests for Proposals (RFP)Request for Applications (RFA)Notice of Funding (NOF)Letters of Intent (LOI)Notice of Award (NOA)4Searching for FundingGrantwrangler.comGrants4teachers.comgrantsalert.comFoundationcenter.org - Search RFP database. Also, sign up for Philanthropy News Digest (PND) e-newsletter for grant alertsGoogle grants AND literacy; grants AND math

5Sample ProposalsUS Department of ED FOIA Reading Room: www2.ed.gov/policy/gen/leg/foia/readingroom_2.htmlSample Proposals - www.k12grants.org/samples/Grantproposal.comRequest to agency or submitting institution

6 Read the RFP CarefullyMake note of eligibility requirementsLook at Funding Limits and Year LimitsUse the font suggested or required Many online applications have character limits.Use the line spacing and page layout required by the agencyNote funding prioritiesFollow directions explicitly!!!

7Margaret7Get to Know the FunderCall the Program Officer and ask questions.Look on the website or annual report to see the types of work that was funded in the previous year.Request copies of previously funded proposals for the Dept. of Ed they will refer you to the FOIA Reading Room.ALWAYS participate in technical assistance workshops and webinars for applicants if offered.

8How to prepareUnderstand as much as possible about the funder search and read!What are the current trends in the field?Research and evidence-based strategies.What projects/programs have been funded recently?What are the priorities of the funder?

9InvestigateTotal amounts of fundsNumber of projects to be fundedAverage dollar amount awardedRecord of past awardsWho/What have they supported in the past

10Understand the Review ProcessAnticipate reviewers for the proposalLook for reviewer rubrics and evaluation information in the RFP or on the websiteNote points awarded for specific sections and informationAnticipate what the reviewer will want to know and provide the answers to questions before they are asked

11Foundation/Corporate ProposalsMay require a one to two page Letter of Inquiry or preliminary proposal first.Many do not accept unsolicited or uninvited proposals.

1212Before You WriteRead the RFP Instructions several times through making notes.Highlight frequently used phrases.Develop your proposal outline and have it match the RFP outline.Know the scoring rubric to help you allocate time and space in writing.Draft your goals and objectives.

13Proposal LanguageUse active language avoid am, is, are, was, were, be, been, beingBe concise make every word count

14Another big mistake in proposals language is too passive.14Learn to Write Active TextActive Voice"I write technology articles."The subject (I) does something (write). Passive Voice"Technology articles are written by me."The subject (technology articles) has something done to it (are written). 15Writing the GrantWrite objectively (the students, the staff, etc.) Write to the reviewerAnswer only the questionAnswer the entire questionEdit the entire documentNumber the pages

16Writing the Grant (Cont.)Use key words and phrasesSkip educational jargonNo jargonClear and concise sentencesNo passive voiceUse format to enhance content (usually must be in Word)

17Writing the Grant (Cont.)Dont ramble onUse Who, What, Where, When, Why, HowInverted Pyramid / Newspaper StyleBold or underline to emphasizeBullets rather than long sentences

18Key Elements of a ProposalEssentially the same for every funder may vary slightly.Most proposals now are submitted online with character/space limitations.Federal proposals generally will be longer than proposals submitted to foundations and corporations.

1919Key Elements of a ProposalBackground (Have updated description of organization for any grant proposal)Needs StatementGoals/Objectives/OutcomesMethodology/Management Plan/Implementation PlanEvaluation PlanBudgetBudget Narrative/Justification

2020 JCPS Background Jefferson County Public Schools is the largest urban district in Kentucky and the 29th largest district in the nation. With more than 100,000 students enrolling for 2011/2012 in 155 schools, over 62% of the districts students qualify for free/reduced lunch with 52% of the student population white and 48% non-white. Thirty-six percent of JCPS students are African-American, 5% Hispanic, 3% Asian, and 4% identify as other ethnic minorities. The district provides Exceptional Child Education services to almost 14,000 students and more than 5,000 students have limited proficiency in English. More than 10,000 JCPS students are homeless at some point in the year. 2121Statement of Problem or NeedReason for writing the proposal.Condition or situation you wish to change: scope and magnitude, demographic and geographic.Related to purposes and goals of the organization.Objective evidence of problem/need.

22Needs/Problem StatementNational NeedsState NeedsRegional NeedsLocal Needs2323Have participants give examples of problem/need statements.ExamplesState Assessment Scores (% proficient, distinguished, and novice)Free/Reduced Lunch RatesACT Scores% ECE studentsNumber of students who are homelessNumber of parents who attend parent/teacher conferences

2424Sources for StatisticsAnnie E. Casey Foundation Kids Count Kentucky Youth AdvocatesKDE School Report CardsOffice of Education Accountability district Data Profile

25Sources for Statistics (cont.)I Love Mountains.org Interactive database by county of health statistics and life expectancy - http://ilovemountains.org/the-human-cost US Census

26Regional/Local Need(s)Use current, relevant data and information.You must prove there is a compelling problem.Anecdotal information is ok if used to enhance data/statistics.Cite sources.The Needs Section drives the entire proposal.2727Sample Needs StatementCommunity and education leaders have reacted to evidence that many Jefferson County students are struggling and need support in order to be successful in school. The most recent data from the Kentucky Department of Education reports that in 2010 the JCPS graduation rate (where students graduate on time in four years) was 69.3.7% and the dropout rate was 5%. These numbers are higher than the state graduation rate of 76.7% and the state dropout rate was 3.2%.

28Use Research In Needs Statement A 2009 KIDS COUNT Indicator Brief entitled Reducing the High School Dropout Rate points to the quiet troubles associated with disadvantaged communities that often make it difficult for students to stay on track. The brief recommends that schools should focus on forces outside of school that contribute to dropping out including health issues, mental health issues, and personal needs such as lacking clothes or shoes. 29Sample Needs Statement (cont.)Data from the 2011 KIDS COUNT gives details on the multiple risk factors of children in many Jefferson County households. The number of children living in poverty has increased from 19% in 2005 to 25.3% in 2010 and the number of children enrolled in Medicaid increased from 52,719 in 2005 to 62,210 in 2009. Of the 170,927 children living in Jefferson County, 7,787 received KCHIP, 7,978 received K-TAP, 5,716 received SSI, and 40,270 received food stamps. In addition, 21% of all births in the county in 2006 were to mothers who were not high school graduates.30Your Case for SupportHow does your school/organization create value?Why does your school/organization merit support?Who benefits from your organization and the work that it does?What impact does your organization have in the community?

3131Why does your school/organization merit support?Family Resource and Youth Service Centers (FRYSCs) were established by the Kentucky Education Reform Act in 1990 to provide school-based assistance centers for children and their families. The FRYSC program is the largest state-supported, school-based, family support program in the United States. The centers primary goal is to address the multiple barriers to student achievement by developing and sustaining programs, services, and partnerships that promote student success. Understanding that poverty can be a major barrier to student success, Family Resource Centers at the elementary school level and Youth Service Centers at the middle and high school level are placed in schools where a minimum of 20% of students qualified for free lunch. FRYSCs are now in 132 of the districts 155 schools. 32Why does your school/organization merit support? (cont.)But limited and reduced funding has caused many FRYSCs to cut back in the services they are able to provide the growing numbers of students who need help in order to be successful in school. These centers need additional assistance to address the specific needs of struggling students and their families.33Goals and ObjectivesGoalsAre large statements of what to accomplishAre not very measurableObjectivesOperationalTell specific things you will be accomplishing in your projectAre very measurable

34Goal StatementChange in statusCondition to be changedWhat do you want to accomplish with this grant?Big picture statement

35Examples of goals35Change in StatusTo improveTo preventTo enhanceTo change

3636Condition to be changedLiteracyHomelessnessAchievementAttendanceParent Involvement3737Your goal statement should focus on your ultimate outcome and results.3838Sample Goal StatementsTo turn around persistently low-performing schools using whole-school reform and targeted approaches to reform.To improve achievement for high-need students.To increase college access and success for graduating students.3939ObjectivesOBJECTIVES arise out of goals and provide a basis for evaluation.

They are:

Measureable indicators of achievements or quantifiable outcome of the project.

Specific define the target population to be served and when.

Give a time frame for project implementation.

40S.M.A.R.T. ObjectivesObjectives measurable outcomes

Specific reasonable scope of project.Measurable quantifiable.Attainable are you attempting too much?Realistic do you have the resources to make it happen?Timed state when you will achieve objective.Include baseline measures.

41Make sure that they do not become lost in verbiage and that they stand out on the page.

You might, for example, use numbers, bullets, or indentations to denote the objectives in the text.

Above all, be realistic in setting objectives.

41Objectives (cont.)To define your objectives, ask such questions as:

What will our target population learn/do/achieve as a result of this project?What percentage success rate can we expect?What changes will occur in client attitudes and/or behaviors?How will our services change?How many or what percentage of our clients will participate in the activity?

42Sample Objectives (w/indicators)By June 30, 2011 increase the high school graduation rate from 87% (June 2008) to 95%.By June 30, 2011 increase the number of 4th grade students scoring at or above proficiency in math from 65% (May 2008) to 85%.By June 30, 2011 increase the number parents participating in parent/teacher conferences from 20 (October 2008) to 60.

4343All objectives must be tied to the needs statement.44Biggest error I see as a reviewer in proposals is objectives that are not tied to any stated need.44Objectives (cont.)Objectives may be:

Short-term for the immediate time period; generally the end of the grant or project period.

Example: 60% of nursing home residents who participated in the Tai Chi program will state an intention to continue with a daily exercise program.

45Objectives (cont.)Objectives may be:

Long-term results achieved after the specific time frame and may require follow-up interventions and additional resources to achieve.

Example: Over the following year, there will be at least a 20% reduction in fall incidence among nursing home residents who participate in the Tai Chi program.

Do not confuse objectives with methodology.

4647Objectives (cont.)OBJECTIVES, MEASURES, AND BENCHMARKSObjectivesPerformance MeasuresData Collection/ TimelineObjective 1: To increase parent involvement with their families, the school and the community through engaging family and parent programs1.1: A minimum of 20% of parents will connect with the school through activities including parent workshops, open-house, college-nights, orientations, etc and increase by 5% each grant year. 1.2: At least 20 parents will participate in an intensive parenting workshop each grant year.1.3: Increase in parental satisfaction as measured by comprehensive parent survey.1.4: Increase parental participation on parent-teacher conference days by 5% each grant yearDocumentation of parent connection frequency for each event (each grant year: 2010, 2011, 2012, 2013, and 2014).Administration and analysis of parent satisfaction survey (Fall 2010 baseline, 2012, 2013, 2014)Field observations of intensive parent workshop (2011,2012,2013,2014)semi-structured interviews with sample of participating parents (2011, 2012, 2013, 2014)Methodology/Program/PlanWho target audience, participantsWhat are you going to do?Where will activities take place?When - timelineHow will things happen?How will you achieve your objectives and goal?Who will do the work credentials?

48Who, what, where , when, and how. Implementation plan. Timelines are important. Who will do the work. What are their credentials experience, education, and background.48Methodology/Program/Plan (Cont.)Includes specific activities which must be performed to accomplish objectives.Indicates how objectives will be accomplished.Step-by-step plan of action; who will do what, how, where, and when.Includes credentials of key staff, special qualifications or job descriptions.Any specific rationale for selection of unusual or unique methodology. Has it been tested or will it be pioneered in this project?49Methodology/Program/Plan (Cont.)Includes only those activities critical to interpreting achievement of objectives.

EXAMPLES:By December 1, 2009, the community referral manual will be completed.Within six months after completion of the Stop Smoking program, the instructor will have called all participants to ascertain smoking status.In month three of the project, a coordinator will be hired.50Management Plan DateProject Activities/MilestonesPerson/Agency ResponsibleOct. 2011Recruit project Advisory Council members and schedule monthly meetingsProject CoordinatorContact Incredible Years developer and schedule trainingOSDFS/Seven CountiesIdentify key staff to be trained in classroom management, parent, and group treatment component OSDFS/Seven CountiesOrder Incredible Years classroom curriculum/ parenting materialsProject CoordinatorBegin data collectionInternal/ External EvaluatorsDec. 2011Begin job-imbedded professional development of IY curriculum in K-3 classrooms through modeling and coaching of classroom teachers Seven Counties therapists/ TLC teachersBegin IY student counseling groupsSeven Counties therapistsBegin IY Parent trainingsSeven Counties therapistsBegin data collectionInternal/ External EvaluatorsDevelop referral plan for access to more intensive mental health services for children and familiesSeven Counties/ Head Start staffAttend Foundation for Learning grantee meetingProject Director51Project TimelineProject EvaluationWhy measure objectives?

Outcome measurements perform important functions.

Serve as a learning loop that feeds information back into programs on how well they are doing.

Provide findings that organizations can use to adapt, improve and become more effective.

52Project EvaluationEvaluation flows from goals and objectives.What has been the impact of the project?Have the objectives been achieved?Consider independent evaluator5353BudgetSalariesBenefitsTravelConsultantsSupplies & MaterialsSubcontractsEquipmentIndirect Costs

5454Budget NarrativeJustification for what has been requested in the budget.Consistent with proposal Methodology/Program.

55Distribute sample budgets.55All budget items must be connected to objectives and activities in proposal.56Another common mistake in proposals is putting items in budgets that are not connected to the objectives or any activities in the implementation or management plan.

Show sample budget.56MatchIf a funder doesnt require matching funds, dont include in the budget.

Match may be in-kind or cash.

5757Finishing the WritingRun the spell checkRun the grammar checkHave individuals not familiar with your agency review the grantSend in to funder on time or early!Electronic 48 hours in advanceSign in blue, unless told otherwise

58Submitting the ProposalDifferent requirements for foundations and corporate proposals vs. federal/state proposals.59Discuss when it is appropriate to work through the JCPEF to submit a proposal either way contact Resource Development Office.

Distribute grant procedures document.59Why Grants Are Not FundedDid not substantiate needDid not follow guidelinesMissing pages or signaturesToo wordyUnclear goals / objectivesBudget not appropriate / cost valueToo negativePoor spelling, typing, grammar, etc.Unprofessional appearance

60Why Proposals Are DeclinedThe foundation simply cannot afford it.The proposal does not fit the funders guidelines or interests.The project/idea is of inferior quality.The proposal fits, but is not as promising as some of the competing applicants.THERE ARE NO PLANS FOR CONTINUATION OF THE PROJECT AFTER THE GRANT HAS ENDED.

61Learning More:Grant Writing Advice and ResourcesFoundation Center Free Online Proposal Writing Short Course- http://foundationcenter.org/getstarted/tutorials/shortcourse/index.htmlGrant Proposal.comGrant Wrangler.comGrants

6263Cooperative Collection of The Foundation Center Free public access to the Center's online databases and a basic collection of Foundation Center publications. Some also provide workshops on basic grant seeking. Available at: Louisville Free Public Library, Lexington Library, Kenton County Library, Shelbyville-Shelby Co. LibraryWKU, NKU, Bellarmine University

http://www.lfpl.org/foundation-center.htm

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Questionsor CommentsContact InformationDiane Cruze502-485-3947Diane.Cruze@Jefferson.kyschools.us65