Transcript Slide 1

GRANTWRITING 101:
Writing Successful Grants
Sharon Schnelle, Presenter
Sponsored through
Goals of Training
Participants will understand
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The basics of resource acquisition (FORM)
How to write effective problem statements and
program outcomes/objectives
How to prepare/submit proposals for funding
The basics of logic model planning
How to research funding sources
Grantwriting 101 AGENDA
 Welcome & Introduction
 Basic Housekeeping information
 Proposal Basics
 Planning Process Skills
 Practicing the Skills
 Budgeting
 Funding
Understanding the Basics of
Resource Acquisition
 FORM
(Foundation of
Resource
Management)
 The most essential element
to remember in
grantwriting and resource
acquisition is
diversification of funding
streams! It is best to not have all
your eggs in one basket especially if the
program or agency is completely grant
driven
 The type of funding source
will dictate the type of
proposal or approach you
take to securing funding
Foundation of
Resource Management
Other
Federal
Private
Donors
State
Local
In-kind
Volunteers
Investments/
Endowments
Foundations
Corporations
Grantspeak:
Learning to speak the language
 Allowable Cost – a cost for which the grantee may be reimbursed under
a grant or contract.
 Award Letter – written notification from the funding agency indicating a
project has been funded for how long, and in what amount.
 Block grants – the grouping of many categorical grant programs into an
overall functional area (I.E. Law Enforcement, Juvenile Justice, etc.)
 Budget – a plan for financial operation consisting of an estimate of
proposed revenue and expenditures for a given period of time and purpose
 Budget Cycle – The fiscal year (i.e. July 1 – June 30) that is designated
by the funding sources as to when they will make grant awards.
 Catalog of Federal Domestic Assistance (CFDA) – Regular
publication put out by federal government that lists federal grant and loan
programs that are available and accepting applications.
MORE Grantspeak:
 Demonstration Grant – grant given to test the feasibility of an idea,
approach, or program
 Direct Cost – expenses which can be itemized by categories (i.e. salaries,
wages, travel, other)
 Fringe Benefits – benefits such as life, health insurance, retirement,
unemployment compensation that are paid in addition to salary
 Full Time Equivalent (FTE) – amount of time spent or required in a
less than full time activity divided by the amount of time normally spent
(based upon 2080 hours for full time service)
 Goal – general statement of what the project hopes to accomplish, reflecting
the long-term desired impact of the project on the target population and any
target goals identified in the priority areas of the funding source.
 Grantee – one who receives the funding and administers the grant
 Grantor – Agency or entity which gives the funds to carry out the project
 Influencing factors – factors affecting the achievement of an outcomes;
sometimes referred to as “barriers”
Yet still MORE Grantspeak:
 Inputs – the resources dedicated to or consumed by the program; usually the
first box in the logic model representation of the program.
 Logic Model – Graphic representation of a program detailing the inputs,
activities, outputs, and the short-term, intermediate, and long-term outcomes as
well as any influencing factors.
 Letter of Support – letter submitted in conjunction with the proposal that
demonstrates proven success of the program in the community
 Matching Funds – cash or “in-kind” support contributed to the project
 Memorandum of Understanding /Agreement (MOU or MOA)
– formalized
agreement between entities detailing the nature of the
collaboration and support.
 Objectives/Outcomes – sometimes used interchangeably; statement
which defines the measurable result the project expects to accomplish
 Outputs- the quantifiable, credible, and measurable work accomplished
through the project (i.e. number of parenting classes taught, number of nights
of shelter provided, number of meals delivered).
 Request for Proposal (RFP)- the solicitation put out by a funding
source detailing the criteria by which funding decisions will be made.
Types of Funding
 Federal Formula Grant Funding
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Block funding comes to states
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State agency passes dollars to local
providers
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Administered through agency such as Office of Criminal
Justice Services or Department of Youth Services
usually selected through the RFP process
or through grant solicitations)
Example:
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Edward J. Byrne Justice Assistance Grant (Administered
through Office of Criminal Justice Services)
Violence Against Women Act Grant (Administered through
Office of Criminal Justice Services)
Federal
Types of Funding
 Federal Discretionary Grant Programs
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Funds distributed at discretion of federal agencies and awarded on a
competitive basis to public and private nonprofit organizations.
Funding ranges from single awards for research, evaluation, and
technical assistance to multi-site awards for program development.
 Congressional Earmarks
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Hard Earmarks: Congress directs the Federal agency to provide certain funds
to specific identified programs.
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Soft Earmarks: Congress identifies a program and directs the Federal agency
to:
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Evaluate the program.
Fund the program, if warranted.
 Example:
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Department of Justice (Sex Offender Management Program)
OJJDP (Mentoring)
Types of Funding
 State Funding Programs
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Specific to the State
Passed by legislature to solve specific problem
 Example:
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Jail Domestic Violence Funding
Family Violence Prevention Fund (Administered through Office of
Criminal Justice Services)
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Ohio Victims Compensation Fund (Administered through the
Ohio Attorney General’s Office)
Types of Funding
 Private Foundation/ Corporation
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Usually supports specific interests and often prefer direct services
Family/Management may dictate use
May be managed by bank
Large funding base - money from one or many families
Typically only fund 501(3)(c)
Committed to helping either specific communities or national focus.
 Example:
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Robert Wood Johnson Foundation (National Focus)
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Natural Helpers (Montgomery County)
Greater Cincinnati Foundation (Local Community)
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13 County region that will fund
Types of Proposals
Government (Federal, State, Local)
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Usually a very formal process
Detailed
Solicited (through a released Request for Proposal)
Usually competitive
Specific instructions
Specific evaluation criteria
No cover letter required but may include as optional
Types of Proposals
Private / Foundation
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Usually less formal detail required
Can be unsolicited or solicited
If no formal RFP, then few instructions given
Credibility is the key
(establishing a relationship with the funder is important)
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Can use a cover letter proposal as initial contact
Usually limited to the priorities and initiatives of
the funder
Typical Contents of Proposals
 Sample Government
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Form (SF 424 or similar)
Budget Forms
Abstract
Objectives / Need
Key Staff
Results and Benefits
Methodology
Evaluation Plan
Organizational Profile
Assurances
Attachments
 Sample Private
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Cover Letter
Summary
Introduction
Problem Statement
Objectives
Approach
Evaluation Plan
Future/Other Funding
Budget
Attachments
Elements of the Basic Proposal
Cover Letter
Summary
Introduction
Problem Statement
Goals / Objectives
Approach
Evaluation Plan
Future/Other Funding
Budget & Narrative
Proposal Basics
 FOLLOW INSTRUCTIONS – be sure to review the RFP carefully
looking for the key criteria that your application will be scored on.
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Check eligibility for funding to be sure they will accept your
application
 Keep word choice simple & to the point (avoid using terminology
that is confusing and specific to your discipline if it cannot be readily
explained)
 No generalizations or assumptions - Don’t assume the reader is
familiar with or conversant in your area of service)
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Who says?
Who cares?
So what?
Why?
 Proposal should reflect a well thought out plan
Proposal Basics
 Minimize adjectives
 Be honest but don’t self-indict
 Consider grant reviewers and the knowledge base of those
who may review the application
 Be positive
 Client-driven (outcomes should be client-focused)
 Demonstrate your credibility – be sure to include any similar
service your agency is already doing, or discuss any similar projects you have
administered in the past that will establish your capacity to succeed.
 Check the point
 Neatness Counts – be sure to proofread!
Planning Matrix:
Getting Started
 Identify the problem statement which consists of
analysis of the nature and extent of the problem or need, and the
reasons or causes.
 Develop Program Objectives and Outcomes that
are related to the identified problem
 Discuss the Approach to be used and how will it help
overcome the problem identified in order to positively impact the
target population. Discuss how that approach used will help meet the
stated goals and objectives for the program.
 Conduct an Evaluation of the program to determine its
effectiveness. Through information obtained through the evaluation
changes and alterations can be made to the approach.
Problem Statement (Needs Assessment)
 The most important part of the proposal
 Set the stage for the entire proposal –
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you should be able to paint a picture of the situation and explain
why there is a need
 Needs Assessment vs. Problem Statement
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Local Foundations and Corporations generally require
information relating to a needs assessment which focuses on
condition in the lives of the clients you wish to change
Government and National Foundations generally require
information relating to problem statement that focuses on a
situation that can be related to similar situations in other
communities and show the broader implications of the proposed
program (National Scope)
Problem Statement
 Basic Requirements
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Should be related to purpose and goals of the organization –
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Should be specific and clearly defined
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Supported by valid data (citing sources) and testimony from experts that is timely
and credible
Should have boundaries
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there should be a mission fit (goes to credibility and capacity)
Problem should be of reasonable dimensions and realistically achievable
Should be understandable and client focused
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Stated in terms of client needs, and not in terms of needs of your organization.
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Identify who will benefit from the solution
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A neighborhood or the entire community
Criminal justice practitioners
Offenders or victims
Your organization
All of the above
Should be solvable
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Try not to focus on problems that are outside of the scope of your agency or
would take longer than the scope of the grant to solve
National
Institute of
Justice
Problem Statement
 Provide reasons and causes
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Demonstrate through local and national statistics and information that
there is a problem.
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Current Research
Local Research
Anecdotal information
Who’s involved
Which reasons addressed
 Identify Consequences
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Death or serious injury
Loss of property
Joblessness
Commit new crimes
Nothing
Problem Statement
 Personalize the Problem and make it interesting
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Why should the funder care?
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Within their area of interest
Response to solicitation
Have made similar grants
Current issue with national or regional attention
 MAKE IT VERY CLEAR !
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“The problem to be addressed in this proposal is…”
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Lack of juvenile sex offender programming in my community
Lack of mental health services for mentally retarded youth in the juvenile
justice system
Lack of housing for women who are victims of domestic violence.
Problem Statement
 Characteristics of Weak Problems
 Focus on your organization
 Does not communicate what is in it for the funder.
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How does the project relate to their area of interest
Focus on hiring staff
Not responsive to the RFP
Focus on purchasing equipment
Language not compelling
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We desperately need…
We do not have …
We lack …
Problem Statement
 Characteristics of Strong Problem Statement
 Focuses on the client or their situation
 Paints a picture that consequences of not responding
are unacceptable to all
 Effectively documents the need to be met or
problems to be solved with proposed funding
 Clearly links to the proposed goals and objectives
and the identified approach to the problem
PROBLEM STATEMENT
 Exercise One: In a group, complete the
Exercise 1 handout in your packet.
 Exercise Two: Write a problem statement
related to a program or project that might be
implemented through your agency.
Logic Model
 Presents a “snapshot” of a program
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Graphic representation of the program, “theory” or “action” – what it
invests, what it does, and what results are achieved
Logical chain of if-then relationships
 If x occurs then y will occur
 Why do we need to do this?
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Helps identify the connection between what we do and impact the
program is having
Provides a common vocabulary and helps in program planning
Helps focus on quality and continuous improvement
LOGIC MODEL
Logic Model
 Logic Model Exercise 1
 Group proposed program
 Logic Model Exercise 2
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Mystery Community Clinic Senior Care Program
 Logic Model Exercise 3
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Your agency problem and program
Sample Logic Model
Program Evaluation Logic Model:
Mysteries Community Clinic Senior Care Program
Resources
Activities
Outputs
Outcomes
Staff
30 senior participants
Participants
Home visits and
individualized assistance
in developing living skills
Increased ability of clients to Maintain seniors
perform daily living tasks
independence in
their own homes for
as long as possible
Maintained/improved
United Way
funding
Physical and mental
activity assessments
Homemaker/chore
Modular
independent service
living skills
curricula
Van Go transportation
Referrals to Meals on
Wheels
Initial assessment and
quarterly follow-up
assessments for all
participants
Monthly home visits and
independent living skills
training for all participants
240 hours of
homemaker/chore services
per month
physical, social, and
emotional functioning
Increased access to health
care and services
Goals
Objectives
 Show what you want to achieve
 Must be measurable
 Must be achievable
 Must relate to the problem
 Must be time limited
 Must include an outcome objective
Goals/ Objectives
GOAL – general statement of what the program hopes to accomplish. Should
reflect the long term desired impact of the program on the target population and
any target goals required by the funding source
 Outcome Objectives
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Indicate a positive or
negative change
Clearly indicate the impact
of the project
Show what the condition of
the problem will be in the
future
Statement which defines a
measurable result the
project expects to
accomplish
 Process Objectives
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Measure of what the project
will do
Measure of activities
Means to the ends
Statements of primary
methods written in a timelimited way
Develop process objectives
only if requested by funder
Objectives
 Sample Outcome objectives:
 A decrease in the rate of infant mortality in Adams
County to at least the state average of 8.5 per 1,000
births, within the first three years of the Outreach
program.
 A decrease of 25% in the recidivism of parolees
returning to Mansfield during the first project year.
 A decrease by 25% in the number of successful
burglaries during the three years of the project.
Objectives
 Sample Process objectives
 Train 100 counselors to new treatment method first
year.
 Increase the awareness of 500 elderly citizens about
neighborhood watch.
 Install NIBRS laptops in all police cruisers by 2003.
Approaches/
Project Description
 Narrative description of what will be done
 Relates to reasons for the problem
 Describes
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Who will be involved & criteria
Key staff
What will happen
When
Where
How
Approaches/
Project Description
 Responds to any special
requirements
 Explains why this approach
 Provides a timeline
 Should relate back to the
identified problem statement
and/or needs assessment
Approaches/
Project Description
 Who?
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Who is being served?
Who is performing the activity?
Who is participating?
 What?
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Assume reviewer knows little or nothing about your field
What is going to occur?
Very detailed
Very specific
Approaches/
Project Description
 Where?
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Where exactly will each activity occur?
Describe each site if more than one.
Create a mental picture of the setting.
 When?
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Year
Month
Week
Time of Day
Show timeline
Evaluation
 Benefits and Reason for doing evaluation
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Provides feedback about what worked and what failed
for the program
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Gain insight into effective strategies on how to improve
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Measures impact the program is making
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Required by funder
Evaluation
Two types of evaluation
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Outcome or Summative (involves assessing the
outcome at the conclusion of the program and measures how
change that has occurred as a result of the program)
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Shows what impact you have on problem
Helps justify program
Process or Formative (involves monitoring the
“process,” ensuring activities are completed on time and on
target, while the program is ongoing)
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Tells you if you’re on track
Points to improvement
Evaluation Flowchart
GOAL
STATED OBJECTIVE
Activity
Outcome
Performance Indicator
(either quantitative or qualitative)
Evaluation
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Expensive
Complicated
Time consuming
 Some evaluation is better than none
 External evaluator is sometimes seen as more objective
than internal
 Evaluator should be qualified
 Evaluation plan should be meaningful, related to goals and
objectives, and be an honest examination of program
Organizational Capacity
 Mission & History
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Capacity to administer
Similar Experience
 Accomplishments
 Role in community
 Who is served
 How served
 Outside endorsements
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Letters of Support
Memorandums of Understanding/ Agreement
Organizational Capacity/
Credibility
 Awards
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Active participation and contributions to the field positively viewed
 Fiscal Accountability
 Staff Credibility
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Qualifications are more than degrees
 Boards, other volunteers
 Funding sources
 Licenses
Summary/Abstract/
Executive Summary
 Section by itself that summarizes the proposal
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Can be one paragraph to one full page in length
Identifies applicant and helps establish credibility
Identifies the Problem to be addressed
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Identifies the Goals/Objectives to be achieved
Identifies the Approach to help achieve success
Identifies how the program will be evaluated
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The problem to be addressed is ….
Evaluation of this grant will be addressed in the major objectives of the program that are
identifiable, measurable, quantifiable, and time-phased
Evaluation results will be used to improve program for next year
Identifies the resources needed to achieve success (Budget)
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Total cost of project is …, we expect other funds in the amount of … and are
requesting …for …
Letters of Participation/Support
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Get letters from agencies who will be involved
Get letters early
Have letters state level of involvement with the proposal and
program implementation
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Have them all say the same thing
Have them only complement the program
 Memorandum of Understanding
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A more formal agreement between agencies that explicitly
outlines the roles and responsibilities of each for the proposed
project
Be sure it is signed and dated
Budget
 Identifies cost of response to problem
 Tied to project description and approach to justify
the need for each budget item
 Clearly shows how costs are calculated and
contains only essential expenses
 Shows what you are contributing
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In-kind
Volunteer
Cash-match
Budget
 Budget Narrative
Include only if requested by funder
 Narrative link between budget and approach
 Link staff to approach
 Explain consultants rather than staff
 Explain all travel
 Explain indirect costs
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Cover Letter
 Important for private funding
 Short letter
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Sentence about project title and amount
Two sentence description about approach
Sentence about credibility
Sentence about contacting
Proposal Process
 Some factors are beyond applicants’
control
 Control the factors you can
 Make the application as strong as
possible
 Eliminate all possible weaknesses
 Be positive
Proposal Problems
 Common mistakes
Sloppy writing
 Not following directions
 Waiting until last minute
 Irritating reviewers
 Waiving red flags
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Proposal Problems
 Improving your writing
Purchase a style book like Stunk &
White’s Elements of Style
 Take a writing or grammar course
 Have a strong writer critique your
proposal
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Proposal Problems
 Not following directions
Wrong number of copies
 Stapling copies
 Missing deadlines
 Wrong signatures
 Using outdated forms
 Sending unwanted attachments
 Deviating from format
 Missing signatures
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Proposal Problems
 Waiting until last minute
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Inadequate planning
Proposal not logical
Forget crucial elements
Problems with collaboration
Proposal Problems
 Irritating Reviewers
Not following directions
 Flowery language that means
nothing
 Appending “filler” material
 Providing too much information
 Gearing only to money
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Proposal Problems
 Waiving Red Flags
Padding the budget
 Computers and related equipment
 Unjustified travel
 “Miscellaneous” budget category
 Exceptionally high consultant costs
 10% of all existing staff
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Strong Proposals
 Compelling problem
 Innovative approach
 Thorough research
 Clearly written
 Well organized, complete
 Credible organization
Finding Out What Is Available
 Investigate
Internet
 Periodicals
 Library
 Seminars
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Internet - Websites
 The Grantsmanship Center - www.tgci.com
 The Foundation Center - www.fdncenter.org
 GuideStar.org – www.guidestar.org
 GrantsNet - http://www.os.dhhs.gov/grants/index.shtml
 The Federal Register - http://www.gpoaccess.gov/fr/index.html
 Grants.gov – http://grants.gov/Index
 Ohio Grant Makers – www.ohiograntmakers.org
Periodicals
 The Chronicle of Philanthropy - http://philanthropy.com/
 TGCI Magazine http://www.tgci.com/publications/magSubscript.asp
 Dollars & Sense http://www.ouw.org/ouwpublic/Publications.htm
Library
 Foundation Directory
 Ohio Grants Guide
 Grant Writing Books
Seminars
 The Grantsmanship Center
 The Grant Institute
 Foundation Seminars
 Cincinnati Health Foundation –
–
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healthfoundation.org
 Ohio Office of Criminal Justice Services
Final Notes
 If you are funded, administer it
responsibly
 Your grant history will follow you
 If you don’t get the grant, ask for
reviewers’ comments – written or
over the phone
 Use the information to strengthen
future applications
Contacts
Walter Brown
[email protected]
614.728.5466
Sharon Schnelle
[email protected]
614.466.0346
Erika Zito
[email protected]
614.728.7291