Getting Grants

Alexis Carter-Black

Description

This is not another how-to-write-a-grant-proposal book. Unlike those books, Getting Grants argues that no matter what type of organization, there is a direct relationship between the organization’s internal proposal development process and how successful the organization is at securing grant funding. Getting Grants deals with every step of the process of obtaining grants and includes a download kit with forms and checklists in MS Word format. This book is intended for a US audience and material applies to grant applications in the US.
INTRODUCTION xv
1 THEY JUST DON’T GET IT, DO THEY?
ASSESSING ORGANIZATIONAL CAPACITY TO PURSUE GRANT FUNDS 1
1. SOME QUESTIONS AND DEFINITIONS 3
1.1 What Is a Grant? 3
1.2 What Is Fundraising? 3
1.3 What Is Resource Development? 4
1.4 What Is Proposal Development? 4
1.5 What Is Grants Administration? 5
1.6 What Is a Sponsored Program? 5
1.7 What Is Research Administration? 5
2. DETERMINING ORGANIZATIONAL CAPACITY 5
2.1 Completing the Questionnaire 8
2.2 Assessing the Data Collected 9
2 WHAT IS A GRANT AND WHERE CAN WE GET ONE?
LEARNING THE BASICS OF GRANTSMANSHIP 11
1. WHERE DO YOU GO TO LEARN ABOUT GRANT PROGRAMS? 12
1.1 Federal Government Grants 12
1.1a Catalog of Federal Domestic Assistance (CFDA) 12
iii
CONTENTS
1.1b Federal Register 14
1.1c Federal agency websites 20
1.1d Grants.gov 20
1.2 Foundation Grants 20
1.2a Foundation directories 21
1.2b Internet resources 21
1.2c The Foundation Center 21
1.2d The Chronicle of Philanthropy 22
1.2e Other sources 22
2. RESEARCHING YOUR FUNDING SOURCE 23
2.1 Federal Government Grants 23
2.2 Foundation Grants 23
2.2a Funding guidelines 23
2.2b Annual reports 24
2.2c Information returns (IRS Form 990) 24
2.3 Contacting the Funding Source 25
2.4 Compiling Your Research 25
3. DECIDING TO APPLY FOR GRANT FUNDING 25
3.1 Funder Restrictions and Organizational Ability 28
3.2 Evaluating the Advisability of a Grant Proposal 29
3 IF YOU’RE IN THE GRANTS OFFICE, WHY AREN’T YOU WRITING THE GRANT?
PROPOSAL DEVELOPMENT AND GRANTS MANAGEMENT PROCEDURES 33
1. WHAT IS THE ROLE OF THE GRANTS OFFICE? 33
2. ESTABLISHING PROCEDURES FOR PROPOSAL DEVELOPMENT AT
YOUR ORGANIZATION 37
2.1 Establishing a Proposal Development Process at Oklahoma City
Community College (OCCC) 38
2.2 Grants Management Procedures 41
3. GRANTS DEVELOPMENT IN A SMALL NONPROFIT ORGANIZATION 41
4. GRANTS DEVELOPMENT AT FAITH-BASED ORGANIZATIONS 42
iv Getting grants
Contents v
5. WHAT IS THE ROLE OF THE GRANT WRITER? 44
6. WHEN GRANTS OFFICE PERSONNEL BECOME PROJECT DIRECTORS 45
4 YOU EXPECT ME TO WRITE IT?
WRITING THE GRANT PROPOSAL 55
1. LETTER OF INQUIRY/INTENT 56
2. ABSTRACT/EXECUTIVE SUMMARY 58
3. ORGANIZATIONAL DESCRIPTION 59
4. NEEDS STATEMENT 60
4.1 Clearly Identify the Need 60
4.2 Focus on Need of Target Population 60
4.3 Use Statistics 61
5. PROGRAM DESCRIPTION 63
5.1 Solution 65
5.2 Review of the Literature/Best Practices 65
5.3 Goals/Objectives/Activities/Outcomes 66
5.4 Program/Project Personnel 70
5.5 Timeline/Schedule of Activities 70
6. EVALUATION PLAN 71
6.1 Internal versus External 71
6.2 Quantitative versus Qualitative 74
6.3 Formative versus Summative 75
6.4 Data Collection/Evaluation Tools 76
6.5 Some Final Tips 76
7. OTHER COMMON GRANT PROPOSAL SECTIONS 77
7.1 Cover Letter/Cover Page/Table of Contents 77
7.2 Letters of Support/Attachments/Appendixes 79
7.3 Management Plan/Plan of Operation 85
7.4 Dissemination Plan 86
7.5 Certifications/Assurances/Nondiscrimination Policies/Equitable Access/
Statement of Diversity/Other Forms 87
7.6 Authorizing Statutes/Code of Federal Regulations (CFR)/Invitational Priority 88
5 JUSTIFY THOSE FUNDS!
THE GRANT PROPOSAL BUDGET 91
1. GRANT BUDGET 91
1.1 Itemize 92
1.2 Obtain Actual Costs 92
1.2a Personnel — salaries/fringe benefits 93
1.2b Travel 93
1.2c Communications 96
1.2d Equipment 96
1.2e Supplies 97
1.2f Contractual 97
1.2g Construction 97
1.2h Other 97
1.2i Training stipends/participant support 97
1.2j Direct costs 97
1.2k Indirect costs 98
2. MATCHING BUDGET 98
2.1 Cash Match 98
2.2 In-kind Match 98
2.3 Calculating the Match 98
3. BUDGET JUSTIFICATION/NARRATIVE 100
4. OFFICE OF MANAGEMENT AND BUDGET (OMB) CIRCULARS 101
5. OTHER BUDGET CONSIDERATIONS 103
5.1 Indirect Costs 103
5.1a What is an indirect cost rate and who can get one? 103
5.1b Negotiating the indirect cost rate 104
5.1c Using the indirect cost rate 107
5.2 Leveraging Funding 108
5.3 Sustainability Plan 108
vi Getting grants
Contents vii
6 YOU’RE IN THE HOMESTRETCH!
THE SUBMISSION AND REVIEW PROCESSES 111
1. THE SUBMISSION PROCESS 111
1.1 Applicant or Lead Organizations/Partnerships/Fiscal Sponsorships 111
1.1a Applying on your own 111
1.1b Applying in partnership 112
1.1c Applying with a fiscal sponsor 113
1.2 Following Funder Guidelines 114
1.3 Electronic Proposal Submission 114
1.3a FastLane 115
1.3b Grants.gov 115
1.4 Meeting Proposal Deadlines 116
1.4a Determining the deadline 116
1.4b Meeting the deadline 117
1.4c Delivering the proposal 117
2. THE REVIEW PROCESS 118
2.1 Federal Government Grants 119
2.1a Selection criteria (point value of proposal sections) 119
2.1b The peer review process 119
2.2 State and Local Government and Foundation Grants 120
2.3 The Politics of Grants 121
7 SO … WHAT NOW?
AFTER FUNDING DECISIONS ARE MADE 123
1. FUNDED PROPOSALS — GRANT ADMINISTRATION AND REPORTING 123
2. REJECTED PROPOSALS — WHAT YOU SHOULD KNOW AND DO NOW 124
8 NOW LET ME TELL YOU WHAT NOT TO DO!
EXAMPLES OF A GRANTS SYSTEM OUT OF CONTROL 131
1. “OH, THEY WON’T MIND IF I …” Ignoring the Rules of the Funder 131
2. “OH, IT’S OKAY. JUST LET THE JANITOR SIGN IT.”
And Other Attempts to Circumvent the Internal Grants Process 133
3. “YOU’RE MY PARTNER IN THIS; YOU JUST DON’T KNOW IT YET.”
Building Healthy Relationships with Grant Partners 135
4. “THAT SOUNDS LIKE A GREAT IDEA … LET’S APPLY!”
Making Promises You Can’t or Don’t Keep 136
5. “WHEN IS THAT DEADLINE? OH, GREAT, WE HAVE PLENTY OF TIME.”
The 11th-Hour Grant Proposal 137
6. “LET’S JUST APPLY FOR ALL OF THEM AND SEE WHAT HAPPENS.”
Ignoring Strategy When Submitting Grant Proposals 139
7. “DO THEY REALLY NEED THAT INFORMATION?”
Failing to Fulfill Your Obligations 140
8. “THIS WOULD BE A GREAT OPPORTUNITY FOR YOUR ORGANIZATION.”
Letting an Outside Organization Talk You into Submitting a Grant Proposal 141
9 THE REAL SKINNY ON FREE GOVERNMENT GRANTS! 147
CHECKLISTS
1 Basic Administrative Issues 126
2 Project Implementation 127
3 Ongoing Program Administration and Reporting Responsibilities 128
4 Grant Closeout 129
FIGURE
1 Process for Proposal Completion 49
SAMPLES
1 CFDA Program Notice 16
2 Letter Requesting Grant Information 26
3 Grants Office Job Descriptions 35
4 Grants Management Procedures 47
5 Timeline for XYZ Grant Application 52
6 Grant Writer Job Description 53
7 Letter of Inquiry 57
8 Program Timeline 72
9 Cover Letter 78
viii Getting grants
Contents ix
10 Cover Page — Federal Government Form (SF-424) 80
11 Letter of Support 84
12 Preliminary List of Budget Items 93
13 Federal Budget Form (SF-424A) 94
14 Personnel Costs for Proposal Budget 96
15 Budget and Justification for Grant Proposal 102
16 Selection Criteria 120
TABLE
1 CFDA — Types of Assistance 13
WORKSHEETS
1 Organizational Capacity Questionnaire 6
2 Funder Data Sheet 27
3 Grant Proposal Efficacy Assessment 30
4 Grant Registration and Approval Form 50
5 Establishing Activities 69

Informations

• Publié par: Self-Counsel Press
• Date de parution: 15 mars 2017
• Nombre de lectures: 2
• EAN13: 9781770407442
• Langue: English
• Poids de l'ouvrage: 2 Mo

Extrait

Getting Grants
The Complete Manual of Proposal Development and Administration
Alexis Carter-Black, BA, MA
Self-Counsel Press (a division of) International Self-Counsel Press Ltd. USA Canada

Copyright © 2010

International Self-Counsel Press All rights reserved.
Contents

COVER

TITLE PAGE

INTRODUCTION

CHAPTER 1: THEY JUST DON’T GET IT, DO THEY?

1. SOME QUESTIONS AND DEFINITIONS

2. DETERMINING ORGANIZATIONAL CAPACITY

WORKSHEET 1: ORGANIZATIONAL CAPACITY QUESTIONNAIRE

CHAPTER 2: WHAT IS A GRANT AND WHERE CAN WE GET ONE?

1. WHERE DO YOU GO TO LEARN ABOUT GRANT PROGRAMS?

TABLE 1: CFDA — TYPES OF ASSISTANCE

SAMPLE 1: CFDA PROGRAM NOTICE

2. RESEARCHING YOUR FUNDING SOURCE

SAMPLE 2: LETTER REQUESTING GRANT INFORMATION

WORKSHEET 2: FUNDER DATA SHEET

3. DECIDING TO APPLY FOR GRANT FUNDING

WORKSHEET 3: GRANT PROPOSAL EFFICACY ASSESSMENT

CHAPTER 3: IF YOU’RE IN THE GRANTS OFFICE, WHY AREN’T YOU WRITING THE GRANT?

1. WHAT IS THE ROLE OF THE GRANTS OFFICE?

SAMPLE 3: GRANTS OFFICE JOB DESCRIPTIONS

2. ESTABLISHING PROCEDURES FOR PROPOSAL DEVELOPMENT AT YOUR ORGANIZATION

FIGURE 1: PROCESS FOR PROPOSAL COMPLETION

SAMPLE 4: GRANTS MANAGEMENT PROCEDURES

WORKSHEET 4: GRANT REGISTRATION AND APPROVAL FORM

SAMPLE 5: TIMELINE FOR XYZ GRANT APPLICATION

3. GRANTS DEVELOPMENT IN A SMALL NONPROFIT ORGANIZATION

4. GRANTS DEVELOPMENT AT FAITH-BASED ORGANIZATIONS

5. WHAT IS THE ROLE OF THE GRANT WRITER?

SAMPLE 6: GRANT WRITER JOB DESCRIPTION

6. WHEN GRANTS OFFICE PERSONNEL BECOME PROJECT DIRECTORS

CHAPTER 4: YOU EXPECT ME TO WRITE IT?

1. LETTER OF INQUIRY/INTENT

SAMPLE 7: LETTER OF INQUIRY

2. ABSTRACT/EXECUTIVE SUMMARY

3. ORGANIZATIONAL DESCRIPTION

4. NEEDS STATEMENT

5. PROGRAM DESCRIPTION

WORKSHEET 5: ESTABLISHING ACTIVITIES

SAMPLE 8: PROGRAM TIMELINE

6. EVALUATION PLAN

7. OTHER COMMON GRANT PROPOSAL SECTIONS

SAMPLE 9: COVER LETTER

SAMPLE 10: COVER PAGE — FEDERAL GOVERNMENT FORM SF-424

SAMPLE 11: LETTER OF SUPPORT

CHAPTER 5: JUSTIFY THOSE FUNDS!

1. GRANT BUDGET

SAMPLE 12: PRELIMINARY LIST OF BUDGET ITEMS

SAMPLE 13: FEDERAL BUDGET FORM (SF-424A)

SAMPLE 14: PERSONNEL COSTS FOR PROPOSAL BUDGET

2. MATCHING BUDGET

3. BUDGET JUSTIFICATION/NARRATIVE

SAMPLE 15: BUDGET AND JUSTIFICATION FOR GRANT PROPOSAL

4. OFFICE OF MANAGEMENT AND BUDGET (OMB) CIRCULARS

5. OTHER BUDGET CONSIDERATIONS

CHAPTER 6: YOU’RE IN THE HOMESTRETCH!

1. THE SUBMISSION PROCESS

2. THE REVIEW PROCESS

SAMPLE 16: SELECTION CRITERIA

CHAPTER 7: SO … WHAT NOW?

1. FUNDED PROPOSALS — GRANT ADMINISTRATION AND REPORTING

CHECKLIST 1: BASIC ADMINISTRATIVE ISSUES

CHECKLIST 2: PROJECT IMPLEMENTATION

CHECKLIST 3: ONGOING PROGRAM ADMINISTRATION AND REPORTING RESPONSIBILITIES

CHECKLIST 4: GRANT CLOSEOUT

2. REJECTED PROPOSALS — WHAT YOU SHOULD KNOW AND DO NOW

CHAPTER 8: NOW LET ME TELL YOU WHAT NOT TO DO!

1. “OH, THEY WON’T MIND IF I …” Ignoring the Rules of the Funder

2. “OH, IT’S OKAY. JUST LET THE JANITOR SIGN IT.” And Other Attempts to Circumvent the Internal Grants Process

3. “ YOU’RE MY PARTNER IN THIS; YOU JUST DON’T KNOW IT YET.” Building Healthy Relationships with Grant Partners

4. “THAT SOUNDS LIKE A GREAT IDEA … LET’S APPLY!” Making Promises You Can’t or Don’t Keep

5. “WHEN IS THAT DEADLINE? OH, GREAT, WE HAVE PLENTY OF TIME.” The 11th-Hour Grant Proposal

6. “LET’S JUST APPLY FOR ALL OF THEM AND SEE WHAT HAPPENS.” Ignoring Strategy When Submitting Grant Proposals

7. “DO THEY REALLY NEED THAT INFORMATION?” Failing to Fulfill Your Obligations

8. “THIS WOULD BE A GREAT OPPORTUNITY FOR YOUR ORGANIZATION.” Letting an Outside Organization Talk You into Submitting a Grant Proposal

CHAPTER 9: THE REAL SKINNY ON FREE GOVERNMENT GRANTS!

GLOSSARY

DOWNLOAD KIT

ACKNOWLEDGMENTS

ABOUT THE AUTHOR

NOTICE TO READERS

SELF-COUNSEL PRESS THANKS YOU FOR PURCHASING THIS EBOOK.
Introduction

I first became aware of grant writing in 1987 while watching my mother write a grant proposal for the nonprofit social service agency in which she worked. In my education and career interests, I have always gravitated toward the social sciences, and government and social service agencies. In later years, these interests expanded to include educational institutions and nonprofit organizations in general. I wanted a career in public service and was strangely attracted to grant writing.
My formal education has allowed me to study political science, sociology, history, public administration, and even regional and city planning. Prior to writing the first edition of this book, my professional experience included providing technical assistance on behalf of an economic development agency; managing donor databases for a university development office; and conducting research and coordinating projects for the state legislature.
At the time that I was writing the first edition of this book, I was working as the Coordinator of Grants and Contracts at Oklahoma City Community College (OCCC), a two-year college without a history of grant writing among its faculty and staff. In this capacity, I was given the opportunity to build a Grants Office where none previously exist.ed. I was later “promoted” to Director of Grants and Contracts. Upon leaving that organization, I spent a brief period of time as Director of Programs at a state government agency, where the primary mission is to grant funds to promote technology-based economic development. I then returned to higher edu.cation and currently serve as the Director of Sponsored Programs at a four-year university.
I wrote my first grant proposal in 1996 as a graduate student at the University of Oklahoma. The application was successful, funding a $400,000 renovation of a local nonprofit organization. It is, therefore, not surprising that nine years of my thirteen-year post-college career has been spent directly working in the grants field — writing proposals, running higher education Grants Offices, managing grant-funded projects, and administering funding competitions in the role of grantor. Another nine years during college and early in my professional career, working with grants may not have been the primary function of any positions that I held, but grants were ever-present as a secondary or tertiary responsibility.
I decided to write this book in large part due to my professional experiences at OCCC those first five years. I was the sole employee of the college’s Office of Grants and Contracts, responsible for both pre- and post-award activities. I began to notice that colleagues, some within my college and others outside the institution, seemed to think that all they had to do when they were writing and submitting a grant proposal was write and submit the grant proposal. I found that many people who had written grants and been awarded funding in the past had little consideration for the process — in other words, what was required of responsible parties before they wrote and submitted a grant proposal, and what responsibilities they had if funding was awarded.
I ran into misunderstanding after misunderstanding about my role in the grants process at the college. Initially I suspected it was just an organizational problem. After all, I was coming to a position that had been vacant for at least a year and a half at an institution that did not view grants as a priority. However, when I spoke with colleagues in similar positions about their experiences at their own organizations, I began to realize a combination of issues contributed to the problem. Not only was there confusion surrounding my role at the college, but I also found that if there were no clear rules about the development and administration of an organization’s grant programs, chaos would ensue. If existing rules were not properly communicated to program managers and staff engaged in grant activities, a divide would surely develop between those in administration and those carrying out the daily activities of the organization, many of which were funded by grants.
Obviously, the severity of this disconnect depended on the size of the organization.
Because of the generally larger size and complex organizational structure of most K-12 school districts, colleges, and universities, a carefully crafted grants process is crucial. Such an institution must have a cohesive working process in place to identify need, create programs, develop proposals, and administer grant funds. This is what my college lacked, and a large part of my work at OCCC involved creating rules of grantsmanship, developing the campus’s centralized grants office, building a culture of openness in which fa