Writing Grants for Writing Grants for Weed Projects: Weed Projects:

How to Get the MoneyHow to Get the Money

Sue DonaldsonSue DonaldsonCooperative ExtensionCooperative ExtensionBringing the University to YouBringing the University to You

How much do you know

about writing grants?

What is a grant?

a) A giftb) A gift with strings attachedc) An award of money to allow you

to do very specific things, according to specific guidelines, to which you must respond clearly in your proposal

Why do you want grant funds?

For a specific weed management projectFor an ongoing effortTo cover administrative costs or salaries, general organizational supportFor researchEtc…

Who can receive a grant?

Depends on the grant requirementsSmall grassroots groups will not be able to acquire foundation and government grants unless they have nonprofit status (501 (c) (3))It takes time and work to get nonprofit status

Assess the need for your project

Does your project fill a legitimate, pressing need?

Need establishes the problem that the grant is trying to solve.Are you creating a problem and trying to solve it because you think money is available?Or, did the problem exist before you discovered the source of grant funds?

Which idea is fundable for a small, local weed organization?

a) A statewide weed mapping database

b) A state-of-the-art computerized spray rig including truck

c) A county weed SWAT team to address new infestations

d) A backpack sprayer and supply of chemicals

Avoid duplication of efforts

Who else is working on a similar project?

Can you build a coalition of other groups?Is the niche already filled?What makes your project stand out?

Finding grant sources

“People think you have to know

someone, but you don’t.”

Match grant sources to your goals and objectives

Do your homework to locate funding sources

LibraryInternet Networking

Check to see if sources have funded similar projects – ask for last year’s winnersTalk to people!

SourcesGovernment (National or regional initiatives, pesticide safety and research, restoration, water quality, etc.)Federal and state agenciesFoundations (Rocky Mountain Elk Foundation)Corporations (Patagonia, SPPCo.)Environmental organizations

What’s the hook?

Match the project goals to the interest of the funder

Ideas are delicate

things – don’t dim the lights!

Reality checks

List specific goals and objectivesWho will benefit?Are goals and objectives realistic and achievable?Can you measure results?Do you have the capacity to manage the grant properly?Does the project really meet the need?Will anybody pay for it?

Basic parts of a proposal

Cover sheetAttachmentsNarrative (abstract, introduction, problem statement or need, objectives, methods, evaluation, how project will be sustained after grant)BudgetAppendicesCover letter

Writing the proposalGet the proposal guidelines and read them carefullyFollow the directions! Don’t send in a “canned” proposal. If you don’t understand something, call the proposal contact person

“We want people to call if they have

questions.”

“When in doubt, ask. You have

nothing to lose.”

Writing the proposal

Follow the directions exactly. Page length, font size, etc.

“I don’t want to reward people who don’t read the

guidelines.”

Writing the proposal

Edit carefully to avoid typos, inconsistencies, etc. Use spell and grammar check.Keep proposal honest, clear, concise, neat, and free from jargon. Longer is NOT better!

Writing the proposal

Allow plenty of timeHave colleagues read & critique itSubmit the proposal on time

Sample format (NDOA grants)

Contact informationTotal $ requestedGrant administratorProject needProject goalsOrganizational informationProject site informationProject management planEarly detection/rapid responseBudget

Sample format (Pulling grants)

Applicant informationProject information (name, location, dates)Total $ requestedMatching contributionsTotal budget

Sample format (Pulling grants)

And…Proposal narrative: includes

Summary, 2 sentencesAbstract, 1 pageNeed, objectives, methodology, research/management implications, overall context, map, evaluation, results

Budget – complies with OMBTimeline for implementationAdditional applicant information (staff, mission & goals, trustees, IRS forms, etc.)

“This project will complete a basin-wide invasive weed survey including private and public lands in California and Nevada. The survey data will be utilized to coordinate a comprehensive weed management plan to stop the threat posed by invasive weeds to Lake Tahoe’s water clarity and the biodiversity of the fish and wildlife habitat.”

Writing objectivesGoals refer to broad, long-term intentions, for example, to manage weeds in your geographic area.Objectives are clearly defined, measurable results (outcomes) that a program is intended to achieve.They must be specific, concrete, measurable, realistic, attainable, and time-bound

ObjectivesProvide GIS weed survey data and maps to continue the planning and implementation of a long-term invasive weed management strategy for the entire Lake Tahoe Basin. Implement Integrated Pest Management practices for eradication and revegetation of known weed populations.Develop educational materials and outreach programs to target groups to stop the spread of invasive weeds.

Try your hand at writing objectives

Methods

What specific tasks will you undertake to reach your objectives?Include who, what, how, whenMethods must be:

clear achievable tied to each objective

Write some methods

Include a timeline, even if it’s not requiredActivity Spring Summer Fall Winter

Assign weed control responsibilities

Purchase spray equipment, etc.

Purchase GPS, map weeds

Control weeds

Monitor sites

Write final report

Evaluating the project How will you measure success?Report numbers

# acres mapped or treated% control achieved# of presentations provided# of news articles, etc.

Show benchmarks have been achievedShow an increase in capacity to address the problem in the futureReport additional funds raised

Budgets

Research previous awards for the range of funding providedKeep budget reasonable and justifiableIf allowed, include a budget narrativeAvoid being overly specific, i.e. listing a specific brand of pesticide

Budgets

Budget should be adequate to do the jobDon’t forget to build in overhead costs (phones, accounting, etc.)Document in-kind dollars (match)List long-range plans for additional funding

PTI grant

Awards range from $10,000 to $100,000, with an average award of $30,000.A list of PTI projects funded in 2003 can be found here (click on link)

Sample budgetNFWF

Federal Funds

Challenge Funds (contrib.

goods/services)Total Grant

Amount

Salaries $7,700 $18,900 $26,600

Contractual Services

$1,000 $1,000

Benefits $1,000 $6,300 $7,300

Supplies $300 $300

Travel $2,500 $2,500

Equipment $1,000 $1,000

Materials $500 $1,200 $1,700

Total $13,000 $27,400 $40,400

The abstract: a work of art!

Write it lastKeep it brief and conciseMust give the reader a good sense of:

The needThe programThe applicantThe goals and objectivesThe budget

Spend plenty of time writing the abstract – it may be all the reviewer reads

What are the chances?

“I sometimes read a proposal and can’t see where

it’s going.”

“Make it easier to use, with headings,

bullets, and so on.”

“I hate pseudoscience

babble – just tell me what you’re going to

do.”

“I hate it when budgets make no sense. And I loathe the

“blah, blah, blah syndrome”…when grant writers sort of go blah, blah, blah instead of just telling us directly what they plan to do with the money.”

“Tell us what lessons you learned. We love it when you say “We bombed this year…but we’ll do better

next time.”

“Our reviewers go off when there are a lot of

spelling errors.”

Grant review

Organizational structure including diversity and commitment of participants, 20 pointsProject need, 20 pointsProject management plan: integrated, thorough, ecologically sound & effective, 20 points

Applications will be reviewed by a grant panel selected from the Nevada Weed Action Committee. The decision criteria will be scored as follows:

Grant review

Project goals: long- and short- term goals are realistic, 10 pointsEarly detection, rapid response plan, 10 pointsBudget: appropriateness of budget and financial management, arrangements; matching funds, in-kind services and resources, 10 pointsSupports Nevada’s Coordinated Invasive Weed Strategy, 10 points

So you got the money!

Do what you promised…and then some!

Bring the grant group togetherReread your objectives and methodsReview and adjust the timelineGet started!Be sure to include evaluation methodsTake lots of photos

Administering the grant

Keep thorough recordsReview progress periodicallyTrack expenses to avoid running out of moneySave all articles, reviews, brochuresAdd the funder to your mailing listBe honest

Writing the final report

Reread your grantThe final report should show how you achieved all the objectivesUse required format, if providedInclude evaluation data to show what you have accomplishedInclude documentation of all expenditures

Requirements for NDOA grants

The final report includes

A narrative of accomplishmentsA list of expenditures with at least a 50:50 matchA summary of number of acres inventoried, treated, and monitored

Funding trends

Coalitions of organizationsSustainability beyond the grant periodMatching funds (showing support for the project may help you get additional funds)Co-development with the granting agencyRemember to ask for a list of winning grants from the previous cycle

Call Sue Donaldson at (775) 784-4848 or e-Call Sue Donaldson at (775) 784-4848 or e-mail donaldsons@unce.unr.edumail donaldsons@unce.unr.edu

More questions?More questions?