Free Money? Grant Writing and CCAC

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Free Money?Grant Writing and CCAC

• Carol Yoannone, D.Ed. Director
• Kathy Weir - Grants Development Coordinator
• Contracts and Grants

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Agenda

• Contracts and Grants Office
• Types of Grants
• Trends in Grant Writing
• Grant Writing
• Reading the RFP
• Writing a Proposal
• Tips for Successful Proposals
• Grant Writing at CCAC

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Contracts and Grants Office

• Daily scanning of the government RFPs
• Keeping in contact with the college community
• Assistance with grants
• Grant preparation
• Grant submission
• Compliance
• Webpage and resources (key word grants)
• Keep in touch with project managers
• Monthly meetings with Fiscal to discuss grant
  concerns

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Types of Grants

• Competitive
• Healthcare Equipment Grant
• New Choices/New Options
• Formula
• Perkins
• Tech Prep

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Trends in Grant Writing

• Electronic submission is becoming a way of life.
• Operating grants are difficult to write and
  receive. Most grant programs are for funding new
  and innovative projects not for continuing
  activities.
• Funders are most interested in organizations that
  leverage resources, collaborate with other
  groups, and build their organizational
  capacities.
• Federal agencies prefer project grants because
  they have specific start and end dates, and have
  set goals and action plans which can be
  evaluated.
• The recent natural disasters have had an impact
  on available funds. Across-the-board cuts are
  being considered for all domestic discretionary
  programs to offset emergency relief for areas
  affected by these disasters. Also, grant funds
  have been targeted for re-building the areas.

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Grant Writing

• Have an idea for a project?
• Find funding!
• RFP -- Requests for proposals
• www.grants.gov
• http//www.ccac.edu/default.aspx?id140983
• (keyword funding)
• Remember, you write a proposal for a grant.

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Reading the RFP

• Who is announcing the funding?
• What are they looking to fund?
• Where will they throw the money?
• When will they give the money away?
• How long will they give it?
• How much are they willing to give?
• Why are they giving the money away?

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Reading the RFP

• While reading RFP, answer the following
  questions
• Who is eligible to apply for the funding?
• Is a letter of intent required?
• How many years of funding?
• When is the proposal due to the prospective
  funder?
• Is a partnership required to be eligible for
  funding?
• Are matching funds mandated?
• Must the proposal include a sustainability plan?

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Reading the RFP

• While reading RFP, answer the following
  questions
• Are you required to include letters of
  commitment?
• Are you required to include letters of support?
• How many copies of the proposal are to be sent to
  the agency?
• What other forms are required to be sent with the
  proposal?
• How should the proposal be submitted?
• How many pages are allowable in the proposal?
• What are the margins and type specifications?
• Who is the contact person at the agency?

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Writing a Proposal

• A proposal must convince the prospective funder
  that your organization has a need or problem that
  needs solved and that you and your organization
  have the ability to solve the problem
• if only you had money!

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Writing a Proposal

• Title of the proposal
• Abstract
• Introduction
• Problem Statement
• Goals and Objectives
• Methodology
• Evaluation
• Sustainability
• Budget and Budget Justification
• Appendices

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Writing a Proposal

• Title of the proposal
• Abstract (1 page)
• Give a brief description of the project idea
  including specific details
• Highlights of who, what, when, where and why of
  your project, including project cost
• Introduction (1 - 2 pages)
• Overview of your organization, including mission,
  resources and successes
• Include in this section the qualifications in the
  area in which funds are being sought and the
  qualifications of key personnel
• Remember be brief!

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Writing a Proposal

• Problem Statement (3 4 pages)
• Describe the specific problem/need for which you
  are seeking funds
• Explain how the problem was identified (Needs
  Assessment)
• Include a review of current research, model
  programs, experts comments and anecdotal
  incidents
• Define who will be served through your project

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Writing a Proposal

• Goals and Objectives(1- 2 pages)
• Goal statements are general
• Use words like improve, expand, strengthen,
  enhance, etc
• Objectives must be specific and measurable
• Use action verbs, measurement indicators,
  performance standards and timeframes for
  objectives
• Objectives must have a direct correlation to your
  stated goals
• One or two major goals per project.
• Improve retention of nursing students.
• Three objectives maximum per goal
• By fall 2006, increase retention rates of first
  year nursing students from 30 to 35 (fall to
  fall).

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Writing a Proposal

• Methodology (3 or more pages)
• Outline of activities to accomplish the
  objectives.
• Explanation of the activities that will take
  place to achieve the objectives.
• Discuss personnel qualifications,
  responsibilities and management plan.
• Show the time line for each activity.
• Charts are helpful.

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Writing a Proposal
Measurement Date Source Responsible Person When
Number of INROADS Interns Project Records, INROADS Project Director, Technical Specialist Coordinator Ongoing
Number of INROADS Interns Completing one year Project Records, INROADS Project Director, Technical Specialist Coordinator Ongoing
Number of INROADS Interns who go on for second year internship Project Records, INROADS Project Director, Technical Specialist Coordinator Ongoing
Number of High School students who attend CCAC in Financial services Admissions and Registration records Project Director, Technical Specialist Coordinator Ongoing
Number of non-INROADS Interns/job shadowing/mentoring Project Records, Project Director, Technical Specialist Coordinator Ongoing
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Writing a Proposal

• Evaluation (1 2 pages)
• As related to each objective, give specific
  outcome information
• Describe how the information will be acquired
• Explain who will be doing the evaluation
• Be clear on how the evaluation will be reported
• Both formative and summative evaluations are
  appropriate
• Formative begins during project development and
  continues throughout the life of the project.
  Assesses ongoing project activities.
• Summative Assesses a mature projects success
  in reaching its stated goals (sometimes referred
  to as the outcome evaluation).

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Sample Evaluation
Performance Measure How Measured Data To Be Collected Data Source When/Who
Start-Up Project is fully staffed and equipped financial and administrative systems are in place. Equipment listed in proposal is on-hand staff members listed on organization chart are working in the project Equipment purchase and payroll records Finance records Month 1 Restricted Funds Accountant
Implementation Lab instruction in anatomy and physiology, biotechnology, and dosage calculation is occurring Classes are operating in wireless lab for all participants Number of students utilizing lab and number of classes being offered Student rosters and class schedules Months 2, 6, and 9 Dean of Academic Affairs and Project Director
Project implementation is being monitored Equipment and software are working lab security is in place expenditures do not exceed project budget Number of requests for repairs monthly financial reports IT Help Desk Reports and accounting documents Months 2, 5, 8, and 11 Director of ITS Field Services Project Director
Evaluation Student learning is being assessed Teacher observation and examinations Grade point averages, number of students retained in classes, and number continuing on to advanced classes Midterm and final grades, comparison of enrollments in first and second level courses Months 3, 6, 9, and 12 Project Faculty, Recorder of Grades
Formal evaluation meets DOL requirements Evaluator assigned plan reviewed and data sources validated report submitted to DOL. Evaluation plan information from all participants (students, faculty, and administration). Grade reports, grant accounting reports, IT reports Start-Up and Months 6 and 12 Executive Director of Institutional Planning and Research Project Director, and Director of Contracts and Grants.
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Writing a Proposal

• Sustainability (1 page)
• Describe how the project will continue, once the
  grant funding ends
• Will the college assume the costs of the project?
• Will industry or another partnership provide the
  support?
• Will this program produce income to keep the
  project going?
• Budget and Budget Justification
• Delineate what your project will cost
• Explain why
• Appendices
• Required forms
• Resumes
• Data

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Budgeting

• Budgets lay the groundwork for the project.
  Budgets arent necessarily cast in stone, but
  once your project is funded, there are rules as
  to what you can and cannot revise.
• Budget Narrative
• How much money you need and why.
• Budget Spreadsheet
• Breakdown of the numbers.
• Be realistic with your budget you do not want
  to necessarily pad your expenses, but you do not
  want to shortchange your project either.

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Budget Categories

• Personnel
• Benefits
• Contractual
• Supplies
• Equipment
• Travel
• Other
• Total Direct Costs
• Indirect Total Project Costs

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Sample Budget
      Total  
Tuition and fees 90 credit 6,210.00  
         
Books 100 book 2,300.00  
         
Orientation / Instruction 22 hours 264.00  
         
Equipment     2250.00  (not included in indirect costs calculation
         
Travel     476.00  
         
Indirect (8)     740.00  
       
Total Budget     12240.00  
         
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Budget Sample

• Tuition and fees includes registration for 23
  paraeducators for a 3 credit
• college level course and all associated college
  fees.
• Books covers the cost of the college textbook
  required for the credit course.
• Each paraeducator will receive a text.
• Orientation/Instruction covers the costs for the
  non-credit portion of HEPP.
• Marketing funds will be used to advertise HEPP to
  local paraeducators.
• Travel amounts are included to allow appropriate
  staff to attend meetings. .
• Indirect Costs will help to cover overhead fees
  associated with
• administering the program.

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Tips for Successful Proposals

• Read and re-read the RFP.
• Ask yourself what is the funders intention for
  offering the money and is your proposal meeting
  that purpose?
• Do not use jargon in the proposal.
• Follow the guidelines for submission, including
  page limits, type size and margins.
• Make your proposal specific as to how you will
  meet the need of the funder.
• Write a proposal that is data driven.
• Show that you have knowledge of the problem and
  have researched the issue.

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Tips for Successful Proposals

• Present a realistic project that can be
  accomplished.
• Define objectives that are 3 time for planning
  and writing and rewriting and submitting on time.
• Follow CCACs procedures.

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Tips for Successful Proposals

• In writing and/or evaluating a proposal, the
  following conclusions drawn from a University of
  Pennsylvania study may be useful. A study team
  investigated the criteria foundations and
  government agencies consider most important when
  reviewing proposals for community-based projects.
  They concluded that there are five factors all
  funders consider "highly important"
• Project Purpose
• Feasibility
• Community Need For The Project
• Applicant Accountability
• Competence
• Other factors also considered important include
  
• Project Logic
• Probable Impact
• Language
• Money Needed
• Community Support
• The Center for Nonprofit Management
  http//www.hotwinds.com/Grant_Prop.html

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Proposal Summary

• Who is working on the problem?
• When are they going to do this?
• What will they be doing to solve the problem?
• How many will they impact with the solution?
• How will success of the solution be measured?
• What is the anticipated success?
• How much will it cost?

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Grant Writing at CCAC

• Getting support for your idea

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Why Bother?

• Writing for a grant takes time and energy, but
  the rewards include
• Funds for your unique project.
• Professional development.
• Ability to provide students with enhanced
  educational opportunities in the classroom.
• Ability to purchase equipment and supplies that
  are beyond the reach of institutional funds.
• Keeps you up to date in your area of expertise.
• Prestige Wow, there goes a grant writer.

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CCAC Web Page

• Grant Writers Glossary of Terms
• Proposal Development Checklist
• Grant Concept Submission Form
• Links to Sample Proposals
• List of Currently Funded Grants
• Links to Government Sites
• http//www.ccac.edu/default.aspx?id138290

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Getting Started

• Writing a grant takes time.
• Administering a grant takes time, space and
  resources.
• SO..
• Administration at CCAC needs to be involved in
  your plan from the very beginning.

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Getting Started

• Complete the Grant Concept Form which is
  available on the Contracts and Grants website.

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Grant Concept Form
Proposed Title __________________________________
_______________________________ Abstract of
Proposed Grant Project (Write a brief abstract
or summary of the purpose and contents of your
proposal in 50 words or less. Do not include
information that does not appear in the body of
your proposal. Include the potential benefits of
the project.) (required)   Statement of Problem,
Purpose, and Rationale of grant activity (This
includes a discussion of the background leading
to your proposed project, your major research
question(s), how you propose to answer the
question or solve the problem(s), and the
rationale.) (required)   Methodology (Describe
how the proposed grant activity will be conducted
by outlining the steps involved. In other words,
what will your project look like? Be certain that
the methodology justifies your proposed budget.)
(required)  
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Project Director ________________________________
________________________________ Backup for
Director (should the director leave) Contact
Information for Project Director
_____________________________________________ Matc
hed Funds Required Yes ? No ?
Type ___________________________
Amount ___________________________ New
Personnel Required Yes ? No ?
Type ______________________________ Proposed
salary _______________________ Additional Space
Required Yes ? No ? Type
______________________________
Location_____________________________ Technology
Involved (e.g. additional computers and/or
peripherals) Yes ? No ? Type______________
__________________________________________________
_____
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Current personnel to be involved and the amount
of time each current employee would be expected
to spend weekly on project Name Position
Hours per week for grant Information
Needed from Institutional Research Yes ? No
? Type _____________ External Partners
Involved Yes ? No ? Agency
____________________________ Grant Funding
Source __________________________________________
____________ Estimated Budget Request
__________________________________________________
Single Campus ? Multiple Campus ? Which
Campus/Center _____________________ Tie in to
CCACs strategic plans Specifically, which of
the enduring goals does this grant support, and
what strategic initiative does it support?
(Please check)

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Enduring Goals To enhance student success
through sound, vibrant curricula, innovative
teaching strategies, state-of-the-art
instructional technology, and an ongoing process
of assessment of student learning outcomes. To
provide students with programs and services that
support academic, career, personal, and civic
development. To develop collaborative
partnerships which identify and respond to the
educational needs of the community. To support
the economic development of our region with
responsive, solution-driven workforce training
programs. To develop and deliver academic,
social, cultural, and personal opportunities for
learners at every stage of their lives. To
maintain affordability and promote student
learning by effective use and allocation of
human, physical, technological, and fiscal
resources.
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Explain exactly how your grant will support the
goal checked above How will you assess the
success of your grant? Please fill in the table
below
Strategic Objectives Milestones Success measures Deliverable date



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And finally

• Signatures
• _____________________________________
  __________________________________
• Grant Writer
  Date
• _____________________________________
  __________________________________
• Supervisor
  Date
• _____________________________________
  __________________________________
• Senior Vice President
  Date
• _____________________________________
  __________________________________
• Director of Campus Business Affairs
  Date

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Getting Started

• Discuss the proposal idea with your supervisor
  and then the appropriate Senior Vice President.
• Your supervisor and Senior Vice President must
  sign the Grant Concept Form, along with the
  appropriate business office. The signed form is
  then sent to the Contracts and Grants Department.
  You are ready to move forward with your idea and
  formal proposal.
• Prepare the proposal narrative and budget. Send
  this via email to both Kathy Weir and Carol
  Yoannone. Also cc your supervisor, appropriate
  Sr. VP. and business office.
• After receipt of all the information, Contracts
  and Grants will complete the CCAC e-grant online
  approval form. Appropriate senior staff members
  will review (along with Facilities, ITS, Human
  Resources and Institutional Research, if
  appropriate) and indicate their decision.
• REMEMBER -- Getting the internal approval
  process takes time!

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Getting Started

• We must have the complete proposal package at
  least 14 working days prior to the grant's
  submission due date. This allows enough time for
  the CCAC e-grant internal approval process.
• Once we have the appropriate approvals, the
  proposal will be submitted electronically or by
  mail.
• And then.you wait

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And wait..
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Contracts and Grants

• THANK YOU!