Grant proposal checklist handout


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Grant proposal checklist handout

  1. 1. Presented by Staff of the Resourceful Communities Program 2013 Come to the Table Conference Series Fall 2010 RCP/TCF CNEF TA Workshop Grant Proposal ChecklistWrite the proposal in your own language, from your heart. Remember that peopleare reading this proposal and making a decision about whether to fund you. Themore you can communicate person-to-person, the better. Make it easy tounderstand. Avoid complex or “academic” language and jargon that is unique toyour field. 1. Include an introduction with a brief description of your organization.  How and when it got started.  Who it serves and what it does.  Significant accomplishments (briefly; put details in an appendix).  How you are funded (details in appendix and budget).  Why your organization is qualified to do this project. 2. Define the problem (sometimes this is called a needs statement).  Briefly say what the problem is, but be specific. Use facts (statistics, if you have them, instead of impressions).  Geographic or social area to be served (you can include a map in appendix).  Number of people who need the program or service (you might have to estimate or use census figures).  Why existing services don’t or can’t meet the need. Show that you know what services already exist and how you might work with these services.  Evidence that the community feels the need, wants the program and has been involved in planning it. This might be show through a survey, a list of requests for the program and/or reports of meetings to plan the program. 3. State your goal(s). Explain what you want to accomplish. For example, your goal might be to improve health care in your community. Your objectives might be to set up a health clinic or educate the public or provide a particular health service (see objectives -- #4). 4. Explain your objectives and activities – the methods that will help you reach each goal  Explain the specific things you are going to do to reach your goal. Include how many people you expect to reach or serve with your program and what changes you expect to bring about (be specific). 1
  2. 2. Fall 2010 RCP/TCF CNEF TA Workshop  Explain why you chose this approach to tackle the problem.  Explain why you think this approach will be effective.  Describe where you’re going to do it.  Explain how you’re going to reach the people who need the program.  Explain how long it’s going to take.  Describe who will be responsible for making sure the activities take place and the objectives are met. Will new staff be needed why? How will present staff be involved?  Specify what supplies and materials you’ll need and what publications, if any, you plan to produce. 5. Explain how you’ll evaluate your program - how you’re going to find out if you’ve done what you set out to do. Evaluation comes in two parts:  Outputs – activities, tasks, programs that you produce, see, count and that occur in the short-term. Explain how you’re going to judge the strengths and weaknesses of the program while it’s happening, so you can correct mistakes. How will you get feedback from program participants, staff, etc.? Explain who will receive this information and who will decide what changes need to be made. AND  Outcomes – longer term results that cause a change in knowledge, attitude, behavior, skill or condition. Explain how you and the funder will know whether you did what you set out to do.Some evaluation methods include surveys, interviews and tracking programparticipation over time to gather feedback from program participants, staff, etc. tomeasure success. Describe what information you will collect before, during and afterthe program and explain who will gather and analyze this information. How will theinformation be used to decide what changed and the impact the change made toaffect the problem you identified. 6. Include a budget for the project. Include all the resources you’ll need to cover the activities and objectives described in the grant application. Include these headings:  Wages and salaries  Fringe benefits (social security, health insurance, etc.) (This can be figured as a % of wages and salaries.)  Office space or rent costs, including utilities  Equipment and equipment maintenance or rental service charges  Supplies  Travel  Telephone costs  Printing (copying)  Insurance Developed by Susan Sachs, MA, President & Principal, Starfire Consulting, Inc. 919-493-4438 2
  3. 3. Fall 2010 RCP/TCF CNEF TA Workshop  Other (subscriptions, dues, consultants, staff development, etc.) Be specific. Funders do not like to see a large “miscellaneous” category. Include, in separate columns, funds that will be spent from the grant and funding from other funding sources and “in kind”. Sometimes matching funds are required. It is good to show the funder that you have multiple sources of support.Example: Grant Request In Kind Total Director at $1000/month 50% time X 12 months $5400 $5400 Fringe Benefits social security 230 health insurance 400 630 Volunteer Bookkeeping Services $5/hour at 100 hours$ 500 500 Donated Office Space current market rental $2000 20007. Explain how you will secure future funding.  Tell how the project will pay for itself after the grant money is spent. (You don’t need to include this if it’s a one-time project.)8. Include other material to support what you’ve said in the appendix.  Letter from the IRS proving your 501©3 status.  Your most recent auditor’s statement.  List of board members, officers and staff.  Job descriptions for staff who will be working on the program.  Recent annual report, if you have one.  Statistics, maps, newspaper clippings that support your statement of need.  Letters of support for the proposal.9. Before you send it off, make copies of everything you have sent for your files.10. The funder will usually request an end of the year report once the project is finished. When reporting on your grant, go back to your goal(s) and objectives and compare what you’ve done with what you planned. Explain how you learned from this experience and your future plans. Regardless of the funder’s reporting requirements, provide this information. It builds good will for your organization. If, during the year, you find you have to change your program/budget in any significant way, get in touch with the funder and let Developed by Susan Sachs, MA, President & Principal, Starfire Consulting, Inc. 919-493-4438 3
  4. 4. Fall 2010 RCP/TCF CNEF TA Workshop them know what has changed. Remember, your goal is to be a good steward of their money and they expect it to be spent for the reasons you laid out in your grant proposal. Again, this builds good will and trust between you and the funder.11. If you are unsure about what to do, call and ask the funder. These requests for help can build your relationship. Avoid multiple calls, but don’t hesitate to ask for their help if it will strengthen your proposal. Developed by Susan Sachs, MA, President & Principal, Starfire Consulting, Inc. 919-493-4438 4