Your Guide to Grant Writing - Helping your P&C to Attract Funding


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  • Explain who you are and your background

    Highlight the different names
    QCPCA = P & Cs Qld
    EQ = DETE = Department of Education Training and Employment.
  • Be clear about what it is that you want funding for.
  • Must do the research.
    Projects thrown together quickly are rarely successful
  • What grants are out there
  • Wish List in conjunction with the P&C, The Principal and school staff.


    Maybe form a group to develop this list and review it each year.
  • What image do you want to present to the funding group?
    Does your image fit with their requirements?
    You will not get a grant unless you are prepared to contribute something. It does not have to be funds. Look at in kind donations.
    Spend some time matching you project to the funding opportunities
  • What costs will the P&C incur
    Projects previously supported.
    Know a about who you are asking for the funding from.
    Read any information that they have available to get an idea of where they are coming from.
    Look at the types of projects that they have previously supported.
  • Must do the research.
    Projects thrown together quickly are rarely successful
  • Don’t just expect that organisations will have time without notice to write a letter of support
    They will probably have other organisations asking for letters of support
    You will always need letters of support so have them ready to go.

    Write an outline of the project when requesting a letter of support for your funding
  • Be familiar with the funding body guidelines

    Are you and the funding group on the same page.
  • Investigate successful grants on their website.

    Be familiar with the funding body guidelines

  • What to you hope to achieve?

    Define project benefits (who and how)

    Give the organisation as much information as possible so that they can make an informed decision about your project
  • Covering letter Who you are
    Headings – easy reading
  • Remember you might be familiar with abbreviations and Jargon but the may not
    ember they will be reading lots of submissions make it easy for them
    Visual information is usually helpful
  • Detail Other group involvement
    If volunteers cost out the involvement
    Structure overview – Outline organisation and project structure
    A lot of this can be prepared before hand.
    Work out how the project will be evaluated What is the success?
  • Sponsor Organisation = the School
    An entity can only be catered for under one Act of Parliament. P&Cs are a Statutory Body under the EGPA 2006
  • Do you have the time to get any approvals needed
  • include some basic demographic information (e.g., median family income, ethnicity, etc.),
  • Must do the research.
    Projects thrown together quickly are rarely successful
  • Make sure that there are no spelling mistakes and that you have provided everything that they have asked for.
    If they have given you a template use it
    They have prepared their guidelines for a purpose. Your application will be evaluated under these guidelines
    Funding is not guaranteed.
    Give them the information that is required

  • Opportunity for the community not only a need.

    Don’t need the money rather the project will be of great benefit to the community,
  • The funding body has written the guidelines use them to assist you in writing the submission

    If you have more than one person writing the submission check that the styles of writing are consistent.
  • Goal Improve outcomes for the students of the school.
  • Be familiar with the guidelines
    Be brief and to the point
    Don’t waste words
    If they haven’t asked for it they probably don’t want it.
    If they have asked for it then they want it!
  • Refer to the handout
  • Must do the research.
    Projects thrown together quickly are rarely successful
  • Your Guide to Grant Writing - Helping your P&C to Attract Funding

    1. 1. Grant Writing Presented by: Robyn Kelso P&C Services Manager
    2. 2. KIS Principle • Keep it Simple • The grant application is your opportunity to “Sell” your idea • Why should the funding body fund your project • What is unique about your project • Be creative in describing your project
    3. 3. Research and Identify the need
    4. 4. Where to start? • Talk with the Principal, school staff and P&C members about what is needed • Decide who will write the grant? • Decide who will manage and acquit the grant? • Ask questions seek clarification when necessary • Investigate grant sources
    5. 5. What to do? • Research and prepare • Develop a wish list • Identify projects that need funding • Identify P&C and others contribute (both financially and in kind) • Have a plan of action • Obtain support of the members, school community and broader community
    6. 6. Planning is Important! • Plan ahead –Projects/ Wish list • Establish your image • Be clear in what you want and what you can contribute • Define the benefit of the grant to the school community • Establish what is required from you in the way of Time Accountability Knowledge • Have someone lined up to proof read the application
    7. 7. Who What When Where Why • Who is offering the grant? • Who wants to apply for the grant? • What will the grant cover? • What do you want to do with the grant funding? • What will the P&C and School community be contributing? • What will others contribute? • When does the grant application close? • When does the program need to be completed? –Timeframes • How long has the community been waiting for this project? • Where is the project to be sited? • Why is it needed?
    8. 8. Questions
    9. 9. Letters of Support • They are very important to your application • What partners can you engage with? • Who could support your application • Give prospective supporters sufficient time and details of the project to write a letter of support • Who is best placed to write a letter of support
    10. 10. Matching your wish list with available grants • Does your project match the requirements of the funding body? • No match = No funds! • Be aware of any $ for $ requirements • Where possible adapt your projects to fit with the funding • Talk to the funding body to confirm the match
    11. 11. Understand the Funding Body • Research their website • Understand what they are offering • Be familiar with the application process and guidelines • Ask questions • Find your best fit
    12. 12. The Submission • Introduce your P&C • Introduce your idea • Have a clear aim for the project • Define the benefits of the project • Define partnerships • Be clear about project spending • Outline support for the project • Write to their guidelines
    13. 13. • Covering letter • Front Page (title date and contact details) • Short Summary • Use Headings • Attach appendices for more detailed information Include
    14. 14. Setting out the application Use Paragraphs and concise sentences Headings and dot points Logical flow Keep information relevant Give them clear points to evaluate your application Don’t use abbreviations and jargon Don’t leave them asking questions
    15. 15. Things to consider • A catchy relevant title • Objective – What does the project hope to achieve • Statement of Scope - Who will benefit • Budget • Plan of Operation – How will the program operate • Sustainability – What happens after the current funding is exhausted • Community description – Socio economic data, Population to be serviced, Geographical Area • Start and end date for the project • Justify the need • What will be achieved by completing this program? • Will it solve a local issue? • Statistics and data supporting the need
    16. 16. Things to Consider (Continued) • Are there any partnerships with other agencies/groups • Personnel - Who is involved? Their roles? • Administration – Document what level of administration is required • Document retention requirements • Provide a structural overview of the project • Accountability – be familiar with the requirements • Evaluation – Who will carry out the evaluation
    17. 17. Budget • Staffing • Consultant fees/plans • Travel Costs • Internet, postage and telephone • Direct costs of the project (e.g. Hire of equipment) • Capital costs • Consumables • Volunteer contributions • In kind donations
    18. 18. Incorporation • P&Cs do not have an incorporation number • P&Cs are not able to be incorporated • Other Act of Parliament – Education ( General Provisions) Act 2006 • Sponsor Organisation
    19. 19. Application Timeframes • When does the grant close? • Do you require any mandatory approvals (e.g. building) • When is the acquittal required • Do you have someone with the time to write the submission
    20. 20. Statement of Purpose Why do you want/ need the funds? Your statement should be short and to the point but include:- Statement that your P&C is a Not For Profit body We seek to.................................................... By providing/doing……………………………. Our project will target………………………… and will benefit…………………………………….
    21. 21. Needs Assessments- Statistics • include statistics that will demonstrate the need for funding and support your project • include some basic demographic information • it might be helpful to compare local statistics to national statistics • don't use statistics that argue against your project concept
    22. 22. Questions
    23. 23. Tips • Practice writing submissions • Seek advice and support from the funding body • Make sure that what you are writing fits the submission you are applying for • Have someone else read the draft submission • Be prepared • Look at websites for successful submissions • Make the funder believe your organisation can deliver the proposed program efficiently
    24. 24. Summary • Keep to the point Keep it short • Keep statements clear and concise • Learn about the funding body and use finding guidelines • Give them the information that is required • Outline benefits of your project • Provide documented evidence and a strong factual submission • Establish partnerships • Have the submission proof read
    25. 25. Don’t • Use Jargon • Be wordy or ramble • Assume that they know anything • Make them chase you for information • Try to bypass the process or parts of it • State that you need the money • Waste your time if the project does not fit the funding source
    26. 26. Consistency Use the same language throughout the application Use the same language that they use in the application guidelines Be consistent in your formatting and presentation
    27. 27. • Goals are overall statements of intent • Objectives are specific and measurable outcomes of activities • Methods are ways of accomplishing the objectives Be Aware
    28. 28. Important things to look for • Page limitations and guidelines • Supply the information that is requested • Answer all questions that they have asked in a concise fashion • Do not add unrelated information • Process of submitting the application • Quality over quantity • Closing date • Use past applications to refine your new applications. • Learn from the past feedback
    29. 29. http://education.qld.g esources/resourceful- schools.pdf
    30. 30. Links to websites that provide information on grants: Australian Council grants GrantsLINK Australian Government Grants Australian Government community grants Brisbane City Council grants results/index.htm?ssUserText=grants&sa.x=0&sa.y=0 Community Funding Centre Our Community is a world-leading social enterprise that provides advice and tools for Australia's 600,000 community groups and schools, and practical linkages between the community sector and the general public, business and government. Grant search - funding database Philanthropy Australia Queensland Council of Social Service Inc (Funding Resource Manual) Foundation for Rural and Regional Renewal: The Foundation for Rural and Regional Renewal (FRRR) is Australia's only national foundation dedicated to the needs of rural and regional Australia. Find Grant By Wizard : Grants : Queensland Government View Queensland Government grants. ... This site provides a variety of ways to find Queensland government grants.
    31. 31. Questions