Looking for funding to support your academy or take it to the next level? This session is for beginning grant proposal writers. Together we'll explore the basics of effective proposal writing, ways to research and approach funders, as well as strategies for fundraising and resource development.

1. #NAFNext2014

2. Proposal Writing 101:
We’re in the Money and There
are Partners Knocking at the Door
Patricia Clark
College and Career Academy Support Network
(CCASN)
University of California Berkeley
patricia510@gmail.com 510.504.3826

9. GOALS FOR THIS SESSION
• To increase understanding of the basic
elements of a Grant Proposal
• To learn more about both Proposal
Writing and Grantseeking
• To acquire some powerful Proposal
writing Tools
• To realize that if we approach Proposal
writing “bird by bird,” all things are
possible.

10. Exercise: You Gotta Have Cause
(plus your Elevator Speech)
• Complete the “You Gotta Have Cause”
Exercise
• Think about Your One Minute Elevator
Speech
• Pair and Share

11. Keys to Success
• Create a Proposal Writing & Resource
Development/ Partnership Development
Team
• Engage your Advisory Board & Other
Stakeholders in Developing a Strategic Plan
AND a related Fund & Resource
Development Plan
• Build a Proposal writing & Resource
Development Kit

12. Keys to Success
• Know Yourself/Your Organization
• Research Potential Funders Thoroughly
• Target your Proposals Carefully
• Write a clear, concise proposal which
includes all forms/follows all
instructions carefully

13. Major Components of a
Typical Grant Proposal
• Cover Letter
• Summary/Abstract
• Introduction/Background
• Need/problem/situation statement
– (sometimes includes CASE statement)
• Goals/Objectives

14. Major Components
• Methods/Activities/Strategies/Work
Plan/ Management Plan (often includes
Organizational Chart, Qualifications of Key
Personnel; sometimes includes Theory of Action)
• Timeline (if not already included in work plan)
(NOTE: Sometimes funders require info on
Qualifications of Key Personnel and/or an Impact
Statement)

15. Major Components
• Dissemination (when applicable)
• Evaluation/ Accountability Plan
• Sustainability/Future funding/
Institutionalization
• Budget & Budget Narrative/Justification
• Support Letters/Appendices
• Other requirements such as
assurances, sign-off sheets, etc.

16. Two Reminders
• PAY CLOSE ATTENTION TO THE
FUNDERS’ PRIORITIES,
REQUIREMENTS, & CRITERIA !!!
• DATA, DATA, DATA … Use Research,
Statistics, Evidence, etc. Throughout !!!

17. How do we get there?

18. Steps In the Grantwriting Process
(one approach)
• Developing Proposal Idea (and finding
appropriate funding source/s)
• Writing Compelling Need Statement
(includes research/evidence)
• Defining Clear Goals & Objectives
• Developing
Methods/Activities/Strategies (includes
research base/theory of action)
* Preparing Evaluation Component

19. Steps in the Proposal Writing Process
• Preparing Budget
• Addressing Sustainability and Impact
• Writing Introduction, Proposal
Summary/Abstract (possibly Cover Letter)
• Gathering/Developing Support Letters/
Appendices
• Putting Package Together//Mailing
proposal in timely fashion//Follow up

20. Educational Planning -- Backwards
• Step 1: What is Your Shopping List?
(BUDGET)
* Step 2: What is It your students (or others)
will be able to do that they can’t do now?
Describe it. Create a picture in the
funder’s eyes. (ACTIVITIES)

21. Educational Planning -- Backwards
• Step 3: Why is it that you want students/
teachers/etc. to do these things?
(OBJECTIVES)
• Step 4: Why did you pick this particular
area of learning for the students to work
on? (NEEDS)

22. Educational Planning -
Backwards
• Step 5: How was it that you said you would
measure to be sure students have mastered the
skills/successfully completed project, etc.?
(EVALUATION)
• Step 6: TIDY UP: Make Your TIMELINE, BUDGET,
STAFFING LIST, etc.

23. Common Types of Proposals
• Letter of Intent/Inquiry
• Letter Proposal
• Long/Formal Proposal/Application
• Common Grant Proposal
• On-Line Proposal

24. Proposals – The Close
Relatives
• Letter of Introduction (requests interview;
does not include an actual request for
funding)
• Business Plan
• Concept Paper

25. Needs/Problem/Issues
Statement
“Ya got trouble, my friend, right here,
I say, trouble right here in River City.”
– The Music Man
“I keep six honest serving men – They taught me
all I know. Their names are what and why and
when – And how and where and who.” – R. Kipling

26. Problem Statement/
Needs Assessment
• Describes target population to be served
• Defines community problem to be addressed
AND need in geographical area where
organization operates
• Is related to purposes & goals of applicant
agency/organization/school
• Is of reasonable dimensions – not trying to
solve all the problems of the world

27. Problem/Needs Statement
(continued)
• Is supported by relevant statistical evidence
• Is supported by statements from
authorities/experts
• Is stated in terms of constituency/client
(student) needs and problems – not the
applicant’s
• Is developed with input from constituency/
client & beneficiaries

28. Problem/Needs Statement
(continued)
• Is not the “lack of a program,” unless
program always works
• Makes no unsupported assumptions
• Is brief; interesting; free of jargon; makes a
compelling case
• Is of significance/importance & of interest
to the funder (worth funding)

29. MAKING THE CASE: Building on the
need statement
In some proposals, you:
• Present your compelling need
• Describe how your organization is UNIQUELY
qualified to address this need/ successfully
implement this project
• Include a CASE STATEMENT – document how
mission/purpose of your organization is a
perfect match with funder’s priorities and
this particular project

30. How do you stand out as
uniquely qualified?

31. The CASE STATEMENT:
• How/why your organization/Academy was
started (what problems existed/what
reasons for starting)?
• What is your organization/Academy doing
now? Why? With what impact?
• Where are you going? (Future)

32. Goals and Objectives

33. Defining Clear Goals &
Objectives
A GOAL is:
• a broad-based statement of the ultimate result
of the change being undertaken (a result that is
sometimes unreachable in the short term.)
• a global, visionary statement (that often create a
sense of awe.)
• not measurable.
• “the end toward which effort is directed.”

34. Defining Clear Goals &
Objectives
An OBJECTIVE is:
• a measurable, time-specific result that the
organization/ school/ district expects to
accomplish as part of the grant.
• “observable & verifiable.”
• stated in quantifiable terms.
• realistic, capable of being accomplished within
time frame.

35. Objectives: Keep them
S-I-M-P-L-E
• Specific – indicate precisely what you intend to
change through project
• Immediate – indicate time frame during which
problem will be addressed
• Measurable – indicate what you would accept as
proof of project success
• Practical – indicate how each objective is real
solution to real problem

36. Objectives: Keep them
S-I-M-P-L-E
• Logical – Indicate how each objective
systematically contributes to achieving your
overall goal(s)
• Evaluable – indicate how much change has to
occur for project to be effective
(SMART – Specific, Measurable, Attainable,
Realistic, & Time-Bound)

37. Writing Objectives
STANDARD OBJECTIVE FORMAT:
To increase the math scores of sophomores at
Winston High School by 20% on the Mathematics
Diagnostic Testing Assessment by June 2012 at a
cost of $20,000 (as measured by)

38. From the Evelyn & Walter Haas
Jr. Fund
“Although it is easy to confuse objectives with
activities (methods), we are less interested in the
detailed activities you will undertake, and more
interested in the broader objectives that tell us
what you want to accomplish…. Instead of telling us
how many hours of training you will provide, please
focus on what the people who receive the training
will learn (will be able to do).”

39. Sample Objectives – Haas Jr.
Fund
• Objective 1: Increase the civic participation of
low income immigrants in ABC communities
• Objective 2: Provide technical and legal
assistance to immigrant rights advocates,
community groups and local officials around
the state to reform unfair immigration
enforcement policies and practices.

40. Now, try writing an objective of
your own

41. Methods/Activities/Strategies
A method is a detailed description of
the activities to be implemented to
achieve the ends specified in the
objectives.

42. Methodology Section
• Flows naturally from problems & objectives
• Clearly describes program activities
• States reasons for selection of activities
• Describes sequence of activities
• Describes staffing of program
• Describes constituency/clients and their
selection (if applicable)

43. Methods/Activities
• Presents reasonable scope of activities
that can be accomplished within time
and resources of program
• Provides timeline of activities

44. Evaluation Component
• Quantitative Methods
• Qualitative Methods
• Formative or Process Evaluation
• Summative or Outcome Evaluation
• Other terms: Baseline; Comparison Group;
Success Criteria; Assessments; Instruments;
Internal Evaluator; External Evaluator

45. Other Aspects…
• Impact (sometimes)
• Future Funding, Institutionalization,
Sustainability
• Dissemination
• Budget
• Cover Letter
• Summary/Abstract
• Other Sections

46. Sustainability
• “Then the grasshopper knew it is best to prepare
for the days of necessity.” – Aesop
• The most common weaknesses …no
sustainability plan. Their “plan” was to initiate a
new project with foundation seed money, with
hopes of getting grants in subsequent years to
keep the program going..” – Linda Procopla

47. Dissemination
• Dissemination is the means by which you
let others know about your project, its
purpose, methods, and accomplishments.
Among other things, it generates publicity
for your funder and for your academy/
school/ organization.

48. Budget
Direct costs include:
• Personnel
• Benefits/fringe
• Contractual Services
• Operating expenses (supplies, materials,
rental, communication, travel)
• Equipment and Furniture

49. Budget
Indirect Costs:
“expense that is difficult to trace directly to a
specific costing object” (accountant)
“costs incurred for common or joint objectives”
(federal government)
• Official indirect rate” – schools
• Some funders do not allow indirect costs OR
specify a maximum indirect cost OR do not allow
indirect on capital (equipment) expenses

50. Budget Match
• Monetary (hard) match
• In-kind (soft) match – fair market value of
personnel, goods, and services contributed
to the operation of a project

51. Budget Narrative or Budget
Justification
• More detailed description of what is included and
how the totals per line were reached
• Qualitative description that supports/ supplements
the budget
• Follows the budget summary in both headings and
organization
• Justifies your proposed expenditures
• Demonstrates you’ve done your homework

52. Cover Letter
• On your organization’s letterhead
• Does not exceed two pages (one page =
best)
• Provides info on proposal content or
primary goals
• Makes the case
• Signed by person who can speak with
authority on behalf of school/organization

53. Executive Summary/Abstract
• The last written and the first read section
of your proposal.
• Needs to be well written and rewritten
• One page
• Identifies applicant (credibility)
• Reason for grant request (problem)
• Objectives to be achieved

54. Executive Summary/Abstract
• Methods/activities to be achieved through
this funding
• Amount you are requesting in this proposal
(plus total costs)
• Clear * Interesting * describes elements
that distinguish your proposal

55. Other Sections
• Organizational Chart
• Management Team Roles and
Responsibilities
• Qualifications of Organization
• Qualifications of Key Personnel

56. Tips for Writing Proposals
• Read the directions carefully and then read
them again and again
• Map out the proposal
• Pay attention to flow and connectivity
• Use active voice and positive writing style
• Grammar and spelling matter

57. Proposal Poster
Prototyping Your Proposal Concept
• Proposal Title
• A very Short Abstract
• Need
• Sample Goal/s
• Sample Objective/s
• Activities/Methods
• Budget
• Evaluation * Other

58. Sources of Funding
• Private Foundations & Philanthropic Trusts
• Corporations
• Government Agencies
• Local Businesses
• Service Clubs
• Community-Based Organizations, Religious
Organizations, Individuals

59. A Bit on Grantseeking
Grantseeking is About Building Relationships,
preferably long term…. (Scenes from a
Marriage)
Grantseeking is also about Doing Your
Homework, Persisting with Passion,
and Following Through.

60. Scenes from a Marriage

63. Grantseeking on the Web -
a few examples
• http://fdncenter.org
• Federal/State Department of ED sites – list serves
(http://www.grants.gov)
• Edutopia – Big List of Educational Grants and
Resources http://www.edutopia.org/grants-
and-resources

64. Grantseeking
• Set clear goals and determine funding
needs (yearly review; short and long term
funding goals; strategic plan)
• Write a Summary page for each of your
major funding goals
• Research potential funders thoroughly

65. Questions to Consider
• Who funds in our geographic region?
• Who funds in our area/s of interest?
• Who provides the type of support we
need?
• Who has funded organizations like ours in
the past?
• Who has given the amounts in the range
we need?

66. Grantseeking
• Go to the Source & use available sources of
information
• Take a Class
• Join a Listserve
• Initial Approach to a Foundation – letter of
inquiry, letter of introduction, concept paper
• Interview
• Follow-up //Life after decisions

67. Life After Decisions

68. Common Weaknesses in
Proposals not Funded
• Problem addressed is insignificant
• How funding will be used is unclear
• Nature of problem is unclear
• Inappropriate method of addressing the
problem
• Inadequate documentation of problem
• Methods do not suit scope of the problem

69. Common Weaknesses in
Proposals Not Funded
• No clear evaluation plan
• Objectives not clearly measurable
• Time schedule/timeline is unreasonable
• Problem is more complex than is or can be
addressed
• Organization has no track record in problem
area
• Community not involved in planning process

70. Sometimes you don’t need a
grant
• Partnerships
• Sponsorships
• Resource Development
• Student-run Enterprise
• Fund-raising

71. Setting Yourself Up for Success
• Toward a Grantwriting/Resource
Development Kit (see packet)
• The Devil is in the Details – some tips & some
signs of a great grant (see packet)
• Involve Your Community
• Some Super Checklists (packet)

72. We dwell in possibilities

73. Next steps
• Whatever we can dream, we can do.
• Make a plan. Commit yourself. What is
your personal next step?
• Remember to approach proposal
writing “bird by bird”
• Let’s Get it Started (a la Black Eyed Peas)

74. Staying in Touch
Patricia Clark
College and Career Academy Support
Network (CCASN)
http://casn.berkeley.edu
patricia510@gmail.com
510.504.3826 (cell)