Oklahoma Regents for Higher Education: www.okhighered.org
Local universities, school districts
Local Chambers of Commerce, nonprofits, professional associations
Creating Sense of Urgency
Approximately ___women were murdered in the US by their husbands or boyfriends in 1993.
Dr. Flock said children who witness spouse abuse have a ___ percent chance of ….
Mary Quick, a typical Family Outreach Center client, suffers from …..
National Need Compared to Local Need
In the US, is estimated that ___percent of teenagers have tried drugs by age 17; this means that at Glory Side school ___ of seniors may have…..
Questions to Consider
Who are the people with the need?
Where are the people with the need?
What is the need?
When is the need evident?
Why does the need occur?
What evidence do you have to support your claim?
What are the consequences of the need?
How is the need linked to your entity?
Sample Needs Statements (see handouts)
Student support to go to college…
When 24-year-old Tyesh Penn decided to attend Tulsa Community College – Metro Campus (TCC-Metro), she almost quit before walking through the door. Trying to navigate the complexities of enrollment through the Internet, Tyesha, an African-American single mother of two, found the process overwhelming. “I was confused,” she says. “I wanted to go back to school for a better future for my kids, but I felt like I was in over my head.” With an income of…
Undergraduate research and education for science, technology, engineering and mathematics student majors…..
Seventy-five percent of high school seniors intend to go to college. Of those, 43 percent actually enroll in college, and one-third of these becomes a STEM (science, technology, engineering and mathematics) majors (Science and Engineering Indicators, 2002). College freshmen who plan to pursue a career in STEM disciplines too often become discouraged, sidetracked into other majors, or committed to other life-style choices and fail to matriculate to graduation. Regional universities in Oklahoma retain 67 percent of all first year, full-time freshmen, but graduate only 29 percent (OSRHE 1999-2000). Barriers to retention of all students in college apply as well to STEM students…
Medical research project…
Drug treatment has fallen short of getting most treated hypertensive to go (BP below 140/90 mm Hg). A highly promising behavioral treatment is guided breathing, which involves a device that guides the patient to slow the breathing rate 6 to 10 breaths/minute (the typical respiration rate is 16 breaths/minute or more). The guided breathing intervention is typically used….
Tutoring program for at-risk students….
The Johnsonville School District has the highest high school dropout rate in the state of Texas. The district has found that the three most common reasons students drop out of high school are failing grades, a lack of interest in school, and a lack of parental support. To combat the dropout problem, the Johnsonville School District is seeking grant funding to implement the Stay in School Program district-wide. The program will…..
Project Plan or Description What you plan to do to address the need.
Goals and Objectives
Goals - Broad statements reflecting ultimate results of accomplishment.
Decrease dropout rate….
Objectives – Measurement of what the organization will do to accomplish goal.
Hold 54 tutoring sessions for….between Sept. and May 07
Activities Specific Tasks or Strategies Implemented.
Design and develop tutoring model …..
Outcomes – Measure change as a result of project.
85% of students participating in….returned to school…
Q: How many grant writers does it take to
change a light bulb?
A: 100. Ten to do it, and 90 to write document number GC7500439-001, Multitasking Incandescent Source System Facility, of which 10% of the pages state only "This page intentionally left blank", and 20% of the definitions are of the form "A ------ consists of sequences of non-blank characters separated by blanks".
Who will manage the project?
Who will be involved in the project?
What are their qualifications?
What are their responsibilities?
What is the management/organizational structure for the project?
Are you using existing personnel or hiring someone after the award? If hiring, add a job description
Project Personnel Documentation
Assure funding agency you have the qualified staff to carry out the project.
Vita or Resum e
Questions to Consider
Are goals/objectives/activities logically derived from needs statement?
Have you explained why you selected activities or methods?
Is the timing and order of events clear and understandable?
Is it clear who will perform specific activities?
Are proposed activities feasible considering resources?
Is the proposal easy to read? Use simple and direct language. www.plainlanguage.gov/
A grant writing professor was lecturing to his Federal and State Initiatives workshop one day.
“ Use the Plain English style to write clearly. In English," she said, “A double negative forms a positive. In some languages, though, such as Russian, a double negative is still a negative. However, there is no language wherein a double positive can form a negative." A voice from the back of the room piped up, "Yeah, right."
Evaluation Plan Documenting Results and Impact
Strengthens proposals in eye of reviewers.
What works best.
Learn what is going well and what is not.
Program improvement during the implementation
Ensures project is operating effectively.
Recipients of public trust.
Create a replicable model for others to use.
What questions will evaluation answer?
What are the specific evaluation plans and time frames?
What data will be collected?
Who will be evaluated/what will be measured?
When will data be collected?
What strategies, tools, or instruments will be used?
Who will conduct the evaluation?
Who will write and receive the report?
How will the information be used to improve the project?
Internal versus external evaluator – or both
External outside entity
Funding availability – rule of thumb approximately 10% of project cost
www.okhighered.org/grant-opps/ (click on Grant Writing Resources)
Perceptions and experienced participants
Adjust programs and procedures
Ongoing process assessing project effectiveness
Regularly scheduled data collection
How well completing project activities
Length of grant
Goals and Objectives
Goal: Primary goal of the Meal Consortium is to allow homebound elders to live independently.
Objective: Reduce number of individuals leaving the Meal Consortium by 5 percent.
Coordinator August 2005 2.a. Increase direct care services for 90%. Project Coordinator October 2005 1.a. Increase social service referrals and follow-up 75% of homebound elders. Responsibility Date (Year, Month, etc.) Activity
Activity Month 1 2 3 4 5 6 7 8 9
Hire coordinator ● ●
Recruit two social workers ● ● ●
Identify target elders ● ● ● ● ●
Budget Budget justifies expenses and aligns with proposal narrative.
Establish budget period.
Decide whether and how to include overhead costs. Remember that overhead costs are real!
Estimate donated goods and services based on real costs and valid sources.
Estimate project revenues.
Consider: Implementation, continuation, and phase-down costs.
Salaries and increases.
Utilities, insurance, rental space, and equipment.
Food, transportation, and telephone.
Evaluation systems, audits, accounting systems, and dissemination activities.
Materials and supplies.
Indirect or Overhead Costs
Shared by all of the program and entity but difficult to assign specific amounts to any one program.
Recovery of indirect costs.
In-Kind Matching Funds
Read funder’s definition carefully.
Can the match be an in-kind contribution (i.e., soft cash or services)?
Personnel • Contractual
Fringe benefits • Construction
Travel • Miscellaneous
Equipment • Indirect costs Charges waiving or
Cash match (hard cash)
Work with business manager to explore:
General operating funds
Other state or federal grants (allowable)
Private sector grants
Set up a fund internally for matching
0 mistakes! (at least 3 proofers)
Consistent format – numbers, dollar signs, decimals, commas
Ask for enough, but just enough.
Clearly justify your figures with real estimates, real travel locations, real mileage, real salaries (no estimates).
Tell your story. If someone cannot understand your project from reading your budget, start over.
Include ALL project costs, ALL internal contributions, ALL partner contributions, and plans for sustaining the project.
When you do not have a person hired for a position, include a clear job description.
1,110,000 1,050,000 1,000,000 833,000 667,000 508,387 252,422 TOTAL 125,000 120,000 138,000 92,000 60,000 51,031 33,036 Community 170,000 160,000 140,000 90,000 20,000 25,760 18,428 Other Foundations 50,000 80,000 120,000 This Grant 210,000 200,000 195,000 185,000 145,000 95,751 11,500 Corporations 200,000 190,000 182,000 182,000 182,000 232,938 70,000 United Way 175,000 170,000 120,000 77,000 40,000 20,000 26,600 Major Donors 110,000 100,000 75,000 57,000 50,000 43,211 57,414 Events 120,000 110,000 100,000 70,000 50,000 39,696 35,444 Direct Mail 2004 2003 2002 2001 2000 1999 Actual 1998 Actual Income from Fundraising Period of Grant
You should present your budget in four different
Narrative format (a short summary that refers to percentages and precedes the standard format).
Visual format , such as a pie chart that reflects the percentages mentioned in the narrative.
Standard numerical format.
Budget justification (details about each numerical item and follows the standard format).
The overall annual budget for the Center for Women and Children is projected to be $465,000. Of this amount 53% is for salaries and benefits, 37% is for programs and services to women and children, and 10% is for administration and fundraising expenses.
Standard Form (usually provided)
Item Annual Expense
A. Personnel (Salaries, Wages)
Executive Director $65,000
Administrative Assistant, .5 FTE $22,000
Program Director $38,000
Program Assistant $32,000
Development Director $38,000
Membership Coordinator $32,000
Office Assistant $26,500
Total Personnel $183,500
B. Benefits Medical/dental coverage $22,000
1. Web design and maintenance $11,500
2. Accounting (monthly) $ 500
Thoughtful narrative per each item
Discuss any significant increases or decreases compared with last year's or next year's budget
Important figures (such as a high per unit cost).
For example, if your $250,000 organization has a $75,000 increase in rent, explain why.
Sample Budget Justification
Executive Director, Dr. Joan Smith The budget
request is for 1.0 FTE director @ $65,000 annual
salary plus fringe at 22%.
Administrative Assistant, Ms. Mary Smith The
budget request is for .5 FTE administrative assistant
@ $47,500 annual salary plus fringe at 20%. She
will be .5 FTE for the Oklahoma GEAR UP
program, also. Office space is being contributed to the project by the Oklahoma GEAR UP program.
Get Budgeting Help
If you are new to budgeting or want to take a moment to be sure that you are up-to-speed on preparing a budget, there are sources available on-line that have good budget examples. One tutorial may be found at the Foundation Center's website http:// fdncenter.org/learn/classroom/prop_budgt/index.html
How organization is structured and the resources available.
Unique features, i.e. volunteers, student workers, leveraging other workers
How will you share information about project discoveries and resources?