This document provides an introduction and overview for a webinar on grant writing for federal and foundation proposals. It outlines the learning objectives which include defining key grant-related terms, understanding the grant submission process through Grants.gov, identifying strategies for crafting effective needs statements and aligning them with program design, drafting a simple work plan, and engaging stakeholders. The document also previews some common flaws to avoid in grant applications.

1. American Library Association
Grant Writing for Federal and Foundation
Proposals – Part I

2. Welcome! Let us introduce ourselves…
Maureen Meyer, MBA, GPC
Meyer Consulting & Services
(954) 913-0957
maureen@meyerconsultingandservices.com
meyerconsultingandservices.com
Amy Whitlock Jennings, MS, GPC
Whitlock Writings
(954) 416-2165
amy@whitlockwritings.com
www.WhitlockWritings.com

3.  Define terms used in Federal grants (D-U-N-S® number, Grants.gov, SAMs
Registration, AOR, SPOC)
 Know where to find the Uniform Guidance and associated descriptions
 Identify the five Grants.gov stages for a submitted grant
 Identify key strategies in setting up narrative sections
 Identify at least five data sources that can be used to craft needs
statements
 Know how to align needs statements with program design
 Be able to draft a simple work plan
 Identify at least three ways to engage stakeholders in program and
application design
Learning Objectives

4.  Process can take up to 4 weeks!
 Ask if you have a SAMs and Grants.gov account
 Verify that the accounts are current
 Ensure AOR will be available for submittal
 SAMs
 Can take up to two weeks
 Grants.gov
 Same day registration to register but 3-5 business days for an AOR to go
through the system
Before You Can Apply

5. Every entity needs a D-U-N-S® number to apply for grants, sign contracts, or
do business with the federal government
 What is a D-U-N-S ® Number?
 “The D&B D-U-N-S® Number is a unique nine-digit identifier for businesses. It is
used to establish a business credit file, which is often referenced by lenders and
potential business partners to help predict the reliability and/or financial stability
of the company in question. D-U-N-S, which stands for data universal number
system, is used to and maintain accurate and timely information on +250 M
global businesses.” (http://www.dnb.com/duns-number.html)
D-U-N-S ® Number

6.  To see if you have a D-U-N-S® Number:
https://iupdate.dnb.com/iUpdate/companylookup.html
 To get a DUNS Number: https://iupdate.dnb.com/iUpdate/getUserInfo.html
 You will need to provide:
 Name of organization
 Organization address
 Name of the chief executive officer (CEO) or organization owner
 Legal structure of the organization (e.g. corporation, partnership, proprietorship)
 Year the organization started
 Primary type of business
 Total number of employees (full and part-time)
D-U-N-S ® Number

7. Questions?

8.  Verify your SAM status
 Active – good to go!
 Submitted – account is still being processed.
 Expired – account has not been updated in the last year.
 If your organization does not have a SAM account you will need:
 D-U-N-S® Number
 Taxpayer Identification Number (TIN) or Employment Identification
Number (EINN)
 To assign an eBiz POC (typically CFO or similar)
SAM = System for Award Management

9. SAM (continued)
To set up a NEW account
To update an account

12. Questions?

13. Grants.gov
 The federal government’s grant portal where you can:
 Research open opportunities
 Download grant documents including instructions and application packets
 Create shared workspaces for multiple parties to work on grant documents
 Find forms and instructions on completing forms
 Submit federal grants (through grant application document)
 To submit grants, Grants.gov requires:
 Organizational registration
 AOR registration and approval from eBiz POC
 Registrations must be validated yearly

14. Grants.gov Overview
Register as a user
 Enter your organization's D-U-N-S® on the “Register with Grants.gov” page.
 Click the Register button.
 Complete the Organization Applicant Registration page, which includes
creating a username and password.
 Submit your Organization Applicant Registration.
 Communicate with your eBiz POC. An email is automatically sent to the
eBiz POC upon submission but it may be helpful if you also let them know
you are requesting Grants.gov roles.

15. Grants.gov Homepage
Search for grant by keywords
Great support services
Login or register
Set up searches and subscriptions here

16. Grants.gov Registration
Follow the steps to:
1. Register your organization
2. Create an eBiz POC
3. Create and authorize your AOR
Note that you can have additional
users who are not AORs. These
individuals cannot submit grants
but they can search, download
items, and participate in
Workspaces.

17. Grants.gov – Search for Grants
There are several search options:
1. Use keywords.
2. Browse by agency
3. Browse by eligibility
4. Browse by category
Note: Additional for library grants:
https://www.imls.gov/grants/apply-
grant/notices-funding-opportunities

18. Grants.gov – Preview Grant Opportunity
Always check for:
• Eligibility
• Number of grants funded
• Dates
• Match requirements
Download instructions, application
package, and other needed
documents

19. Grants.gov – Download Grant Package
Download documents and
register for grant updates

20. Grants.gov – Application Package
Submittal
button
Forms to complete
Make sure you
are using the
correct version
of Adobe

21. Five Stages of Grant Submittal
Just clicking submit is not enough!
1.Received
2.Verified
3.Rejected
4.Retrieved by Agency
5.Tracking Number Assigned

22. Questions?

23. Federal Grant Terms - AOR
 AOR
 Who: Authorized Organizational Representative. This is typically someone in your business
office, CEO or CFO, or grants person with sufficient authority to commit the organization to a
grant application.
 What: A person with sufficient authority to commit the organization to a project, sign official
grant forms, and submit a completed application.
 When: Needed anytime a grant is submitted and also needed to sign certain grant related
forms and documents.
 Where: On electronically submitted grants, the username and password of the AOR is required
and serves as electronic signature. On hard copy grants and forms, the AOR will sign by hand.
 Why: To verify a person of sufficient authority has approved the grant submittal including the
budgets, and any included Memorandums of Understanding/Agreement (MOU/MOA).
 How: Your organization’s eBiz POC must authorize an associated organizational user in
Grants.gov.

24. SPOC
 Single Point of Contact
 Check the guidelines for each grant to see if consultation is required
 Current list of SPOCs can be found at:
https://www.whitehouse.gov/omb/grants_spoc
 SPOC may:
 Decline to review application
 Ask for 424, budget, and abstract
 Request full grant

25. Uniform Guidance
 “The Office of Management and Budget's (OMB) Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards
(commonly called "Uniform Guidance") was officially implemented in December
2014 by the Council on Financial Assistance Reform (COFAR).”
(www.grants.gov/web/grants/learn-grants/.../omb-uniform-guidance-2014.html)
 Frequently Asked Questions:
https://cfo.gov/wp-content/uploads/2014/11/2014-11-26-Frequently-Asked-
Questions.pdf
 Full text of guidance:
http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl
 Guides, tutorials, etc.:
 NCURA: https://www.youtube.com/user/NCURA1959
 Department of State videos: https://www.youtube.com/channel/UCL7wVVxWl4pRHL6cHgj0vVQ

26. Questions?

27. Five Foundations in Grant Writing
1.Learn to love the phrase “it depends”
2.Follow the instructions precisely
3.Don’t chase the money
4.Don’t make assumptions
5.Write for your audience

28.  Poorly crafted needs statements
 Data not verifiable or considered high quality
 Needs statement is too anecdotal
 Does not support program
 Does not meet funder priorities
 Program does not align with needs
 Work plan does not demonstrate sufficient detail
 Budget does not support project or meet reviewer’s test (Part II)
Common Flaws

29.  Make yourself a fill in the blank document. Copy and paste the headers,
questions, and explanation from the grant instructions. Check for any
included reviewer’s matrix to be sure you can capture the most points
possible.
 Note the amount of points assigned to each question or category and
respond accordingly.
 Use the funder’s own language. Use keywords from the instructions and
reviewer matrix in your response and consider underlining, using bold, or
italicizing key words to focus the reviewers attention.
 Caution – be sure to check not only the instructions but also any funder’s
handbook, Federal Register notice or other grant documents to ensure that
you are following the appropriate style guide (e.g. single spaced, allowable
fonts, attachments required, etc.)
Key Strategies To Setting Up A Narrative

30. Questions?

31. 5 Data Sources That Can Be Used To Craft
Needs Statements
 US Census Bureau - http://factfinder.census.gov/faces/nav/jsf/pages/index.xhtml
 US Department of Education - http://www2.ed.gov/rschstat/landing.jhtml?src=pn
 Annie E. Casey Foundation (Kids Count Data) http://datacenter.kidscount.org/
 County Health Rankings http://www.countyhealthrankings.org/
 Local and federal jobs data, Bureau of Labor Statistics http://www.bls.gov/data/;
state’s department of labor
 HRSA - http://www.hrsa.gov/shortage/
 Internally collected data including surveys and collections data compared to ALA
Standards & Guidelines
 Check the instructions for referenced data
 Be sure to cite all data

32.  Note what your largest needs are and which ones you can actually impact
directly with your program
 Example 1 – High rates of poverty and joblessness identified in needs. Connect
this to lack of early literacy resources in homes through a parent/student survey.
Provide home resources through program.
 Example 2 – Low science scores among high school students. Why? If
elementary reading scores are low, you may need a literacy program. If reading
rates are not low, implement a STEM project.
 Check the needs discussed by the funder and note how they connect those
needs to program eligibility.
 Write forwards and then work backwards (i.e. needs to program and then
check program against needs).
Align Needs Statements With Program Design

33. Questions?

34.  Always check if the guide has a specific model or template. Common types
are:
 Arranged by outcomes
 Sorted by major activities
 Calendar plan
 Include detail for each main program component
 Provide REALISTIC timelines
 Work forward, then backwards
 Check plan against logic model and evaluation
 Check funder documents for required reports ,etc.
Work Plan

37. Engage Stakeholders In Program And
Application Design
 Survey consumers and partners to identify needs and design
responsive programs
 Have real partnerships with organizations in hard to reach
communities and populations
 Faith based organizations
 After school groups
 Ethnic organizations
 Invite partners and consumers to serve on the grant committee if
possible

38. Questions?