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Grantwriting for Youth Services Librarians Deborah Hopkinson Vice President for Advancement Pacific Northwest College of Art Author: www.deborahhopkinson.com – PowerPoint PPT presentation

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Title: Deborah Hopkinson


1
Grantwriting for Youth Services Librarians
  • Deborah Hopkinson
  • Vice President for Advancement
  • Pacific Northwest College of Art
  • Author www.deborahhopkinson.com

2
What We Will Cover
  • Overview of the Grantseeking Process
  • Program Planning
  • Research
  • Potential Library Funding Sources
  • Writing the Proposal
  • Submitting Your Proposal

3
Overview Grant-Seeking Process
  1. Program planning Why, what, and how much do we
    need?
  2. Research Who are our potential funding partners
    and what are their requirements and needs?
  3. Cultivation Building a relationship with
    funders
  4. Solicitation Preparing and Submitting a
    Proposal
  5. Implementation Administering the grant
  6. Stewardship Recognition and Acknowledgement

4
The Proposal is Part of a Process
Planning and Priority Setting
Result
5
1. Program Planning
  • Program planning Why, what, and how much do you
    need?
  • Assessment of resources Do you have the
    staff/volunteers to write and manage a complex
    grant?
  • Use of other staff and volunteers Who needs to
    be involved in the program planning process?
  • Collaborate and connect Connect with others who
    have done similar programs find partners

6
What Funders Look For
  • High-quality programs that meet a real need in
    the community
  • Track record of effective program delivery
  • Capable leadership
  • A strong organizational and financial
    infrastructure
  • Collaborators and diverse group of supporters
  • A good match with funders needs and requirements

7
2. Research Overview of Funding Sources
  • Foundations family, independent, community,
    corporate
  • Corporate Giving Programs
  • Publicly-funding agencies and programs (NEA,
    IMLS, Oregon Arts Commission, Oregon Cultural
    Trust)

8
What Is a Private Foundation?
  • Nongovernmental, nonprofit organization
  • Has its own funds or endowment
  • Managed by its own trustees or directors or
    family
  • Established to aid educational, social,
    religious, scientific, or other charitable
    activities through the making of grants

9
Types of Private Foundations
  • Independent
  • Company-sponsored
  • Family
  • Operating
  • 5 payout requirement
  • Must disclose total giving and grants through
  • Form 990-PF (Available through guidestar.org)

10
Other Types of Grantmakers
  • Corporate Giving Programs
  • Marketing, corporate or company-sponsored
    foundations
  • Companies may sometimes use marketing dollars for
    sponsorships or cause-based marketing
  • company foundations may also have recognition
    requirements, such as use of logo or sponsorship
    recognition
  • Federal, State, and other public agencies

11
Making a Match
  • Who funds in my area of interest?
  • Who funds in my geographic region?
  • Who will provide the type of support I need?
  • Why, what, and how much do we need?
  • Has the grantmaker funded organizations like
    mine?
  • How much does the grantmaker give to
    organizations like mine?

12
Research Resources
  • Print directories and grant guides
  • Foundation Center databases
  • Foundation Directory Online
  • Search Grantmakers
  • Search Companies
  • Search Grants
  • Search 990s

13
Other Research Sources
  • National
  • http//nnlm.gov/ner/funding
  • Government Grants Grants.gov http//grants.gov
  • Institute of Museum and Library Services
    http//www.imls.gov
  • Other Organizations
  • Library Grants blog http//librarygrants.blogspot
    .com/
  • Foundation Center http//foundationcenter.org

14
More Grantmaker Information
  • Grantmaker Web sites
  • Grantmaker documents
  • Annual reports
  • Newsletters
  • Guidelines/brochures
  • RFPs
  • IRS filings (Forms 990-PF and 990)
  • Look for list of grants awarded
  • News articles

15
Grant Publications
  • Grants for Libraries
  • Grants for Libraries and Information Services
  • National Guide to Funding for Libraries
    Information Services
  • Fundraising for Libraries 25 Proven Ways to Get
    More Money for Your Library

16
  • Stephanie Gerding Pam MacKellar
  • Winning Grants A How-To-Do-It Manual for
    Librarians with Multimedia Tutorials and Grant
    Development Tools, published by Neal-Schuman
    Publishers in August, 2010.

17
List of Specific Resources
Please check all websites and RFPs for Current
eligibility and availability
18
  • The Alibris Collection Award
  • The Alibris Collection Award is an annual grant
    of books to an academic, public, special, or K-12
    library supporting specific collection
    development projects that advance the mission,
    priority areas, and goals of the selected
    library. The purpose of the Award is to help
    provide materials for libraries with replacement
    projects, retrospective collection-development
    projects, or routine collection building needs.
  • Procedures and deadline for award applications
  • To apply for the award, please do the following
  • Create an online wishlist of desired titles.
  • Send an e-mail to libraries_at_alibris.com,
    notifying us that you would like your wishlist to
    be considered for the Alibris Collection Award.
    Include a brief statement of interest concerning
    the desired collection and needs of your
    particular library.
  • Award applications should be submitted via e-mail
    to libraries_at_alibris.com, and must be received by
    December 1, so that the winning library can be
    selected and the award announced the following
    January.

19
  • ALA Lets Talk About It Making Sense of the
    American Civil War Grants
  • Deadline April 19, 2011
  • The ALA Public Programs Office and the National
    Endowment for the Humanities (NEH) announced an
    increase in funding for the Lets Talk About It
    Making Sense of the American Civil War reading
    and discussion program grant. Following the
    application process, 50 selected public, academic
    and community college libraries will receive a
    3,000 grant to support the reading and
    discussion series in their library in addition to
    books, promotional materials and other
    programming support. Applications are available
    at www.ala.org/civilwarprograms.
  • .

20
  • Barnes Noble http//www.barnesandnobleinc.com/c
    ompany/codonation/co_donation.html
  • Deadline Applications are welcome at any time.
    Please allow 60 days for a decision.
  • Barnes Noble's corporate contributions program
    supports non-profit organizations that focus on
    literacy, the arts or education (K - 12).
  • Early Reading First Program http//www.ed.gov/pro
    grams/earlyreading/index.html
  • Deadline For pre-applications March 23.  See
    website for full details.
  • This program supports local efforts to enhance
    the oral language, cognitive, and early reading
    skills of preschool-age children especially those
    from low-income families, through strategies,
    materials, and professional development that are
    grounded in scientifically based reading
    research.

21
  • Better World Books LEAP Grants for Libraries
  • Deadline March 25, 2011Better World Books is
    providing grant opportunities to libraries to
    significantly impact local literacy efforts.
    Successful applications will use funds to advance
    a compelling model literacy project. 75,000 in
    funding is available.Interested libraries
    should submit a short two page project overview.
    The best proposals will be selected for a 30
    minute conversation where they will pitch their
    idea. Better World Books will select the winners
    whose projects are most viable and ready to go.
    Selected libraries will then be asked to complete
    a more detailed project plan in coordination with
    Better World Books. Selection criteria and more
    information is available on the Better World
    Books' LEAP website.

22
  • The Follett Challenge for School
    LibrariesDeadline June 1, 2011The Follett
    Challenge invites the education community to
    promote the role that school libraries play in
    encouraging and developing information literacy
    and student engagement. Demonstrate how your
    program makes use of technology and content to
    engage students and improve information
    literacy.Six winning libraries will be rewarded
    with the cash-equivalent of products and services
    from Follett. Five prizes, including a 35,000
    first place prize, will be awarded by a panel of
    judges. A sixth 10,000 prize will be awarded
    based on online voting for the best video. The
    application consists of a detailed program
    description, a written endorsement of support
    from the school's administration and a 3-5 minute
    video as a creative representation of the
    program's impact. For more information on the
    Follett Challenge please visit
    http//www.follettchallenge.com.

23
  • Giant Step Award http//www.galeschools.com/grant
    _goldmine/giant_award/about_giant.htm
  • Deadline March 5
  • Gale and School Library Journal give this award
    annually to recognize outstanding school and
    public libraries that have created innovative
    programs that have an impact on children and
    young adults. A total of 10,000 in cash prizes
    will be awarded.

24
  • Hasbro Children's Foundation http//www.hasbro.o
    rg/default.cfm?pagegrantmaking
  • Deadline April 1 through June 1
  • The Hasbro Children's Foundation is committed to
    improving the emotional, mental and physical
    well-being of children, birth through age twelve,
    through the support of innovative direct service
    programs in the areas of health, education and
    social services. Small grants are available to
    direct service programs that meet a need of
    disadvantaged children in a local community in an
    innovative way. Funding decisions are guided by
    the principles of caring, opportunity, and joy
    and may be sought to seed a new program
    component, or help make an existing program more
    efficient or effective.

25
  • Giant Step Award http//www.galeschools.com/grant
    _goldmine/giant_award/about_giant.htm
  • Deadline March 5
  • Gale and School Library Journal give this award
    annually to recognize outstanding school and
    public libraries that have created innovative
    programs that have an impact on children and
    young adults. A total of 10,000 in cash prizes
    will be awarded.

26
  • Home Depot Grants http//www.homedepotfoundation
    .org/awards.html
  • Deadline Applications are welcome at any time.
  • Home Depot focuses it's giving in four areas
    affordable housing, at-risk youth, the
    environment, and disaster preparedness. It's
    focus on at-risk youth is "Established programs
    that help to develop leaders and encourage young
    people to become contributing community citizens
    through job readiness training, leadership
    development and volunteerism are specifically of
    interest to The Home Depot Foundation. Grants are
    directed toward programs that target youth, ages
    12-18, residing in under-served communities. "

27
  • Jack Kent Cooke Foundation http//www.jackkentco
    okefoundation.org/jkcf_web/content.aspx?page24142
    27
  • Deadline October 15
  • Jack Kent Cooke Foundation's Innovation Fund
    provides grants to nonprofit organizations to
    spark the creation or expansion of innovative
    education programs in a particular field. For
    2005 grants, the Foundation invites proposals
    from non-remedial, out-of-school programs in
    critical reading and/or writing for elementary or
    middle school students. Programs should be
    designed to help students build high-level
    reading and/or writing skills to help them excel
    in rigorous academic environments as they mature.
    Programs must operate in the United States and
    serve low-to-moderate-income students. The
    Foundation encourages applications from rural
    communities, small towns, and other underserved
    areas. Each grant will total between 100,000 and
    200,000 and may cover one or two years of
    program work. The Foundation anticipates awarding
    three grants, which will be announced in March
    2005.

28
  • Libri Foundation http//www.librifoundation.org/
  • Deadlines Postmarked by March 15th, July 15th,
    and December 15th
  • The Libri Foundation is a nonprofit organization
    that donates new, quality, hardcover children's
    books to small, rural public libraries in the
    United States through its Books for Children
    Program. Of particular interest are rural
    libraries that serve a population under 5,000,
    have a very limited budget, and have an active
    children's department. In order to encourage and
    reward local support of libraries, The Libri
    Foundation will match any amount of money raised
    by a library's local sponsor(s) from 50 to 350
    on a 2-to-1 ratio. Thus, a library can receive up
    to 1,050 worth of new, quality, hardcover
    children's books. After a library receives a
    grant, local sponsors (such as formal or informal
    Friends groups, civic or social organizations,
    local businesses, etc.) have four months, or
    longer if necessary, to raise their matching
    funds.

29
  • McKenzie Foundation http//www.mckenziefoundati
    on.us/guidelines.phpgiving
  • Deadline Requests for 5,000 and under will be
    considered at any time.
  • "Generally, The McKenzie Foundation looks for
    creative projects or programs which can serve as
    catalytic agents in their fields and that can
    have an impact that will continue after the
    specific project has been completed. The McKenzie
    Foundation seeks proposals that support the most
    effective and promising approaches to make a
    significant difference in the initiative areas
    and are well matched to the size and capabilities
    of the organization making the request." The
    Foundation offers grants for projects focusing on
    early childhood development, education, the
    environment, arts and culture.

30
  • Marshall Cavendish Excellence in Library
    Programming Award http//www.ala.org/ala/awardsbu
    cket/cavendishaward/cavendishaward.htm
  • Deadline December 1
  • "An annual award consisting of 3,000 and a
    citation of achievement recognizes either a
    school or public library which demonstrates
    excellence in library programming by providing
    programs which have community impact and respond
    to community needs...Eligible programs or
    particular interest for consideration includes
    support of educational programs, library programs
    for children and adults, reading and literature
    programs for children, library programs for young
    adults, programming for multi-ethnic groups,
    community outreach, literacy programs and
    providing programs and services for persons with
    disabilities.

31
  • Meyer Memorial Trust
  • Sample grant
  • Hood River County, Hood RiverAwarded 61,000To
    provide the new Hood River County Library
    District with staff for re-opening the local
    library 

32
  • Marshall Cavendish Excellence in Library
    Programming Award http//www.ala.org/ala/awardsbu
    cket/cavendishaward/cavendishaward.htm
  • Deadline December 1
  • "An annual award consisting of 3,000 and a
    citation of achievement recognizes either a
    school or public library which demonstrates
    excellence in library programming by providing
    programs which have community impact and respond
    to community needs...Eligible programs or
    particular interest for consideration includes
    support of educational programs, library programs
    for children and adults, reading and literature
    programs for children, library programs for young
    adults, programming for multi-ethnic groups,
    community outreach, literacy programs and
    providing programs and services for persons with
    disabilities.

33
  • Milagro Foundation http//www.milagrofoundation.
    org/
  • Deadline Applications are welcome at any time.
  • The Milagro Foundation offers grants ranging
    between 2,500 - 5,000 to community-based
    organizations that work with children and youth,
    especially those at risk and disadvantaged due to
    such factors as poor health, illiteracy, or
    insufficient educational and cultural
    opportunities. The focus is on projects which
    address health education, literacy, and arts and
    culture education. Examples of projects that have
    been funded recently are reading and cultural
    enrichment programs in Spanish for community
    residents children and artists fees and
    materials for the Multicultural Arts Summer
    School serving children in the Mission area of
    San Francisco.
  • .

34
  • Mockingbird Foundation, Inc. http//www.mockingb
    irdfoundation.org/funding/ Deadlines February 1,
    August 1
  • Distributes proceeds from the sale of products
    related to the band Phish to support music
    education for children. MFI is interested in
    targeting children eighteen years or younger, but
    will consider projects which benefit college
    students, teachers, instructors, or adult
    students. MFI is particularly (though not
    exclusively) interested in programs which benefit
    disenfranchised groups, including those with low
    skill levels, income, or education with
    disabilities or terminal illnesses and in foster
    homes, shelters, hospitals, prisons, or other
    remote or isolated situations. MFI is
    particularly interested in projects that
    encourage and foster creative expression in any
    musical form (including composition,
    instrumentation, vocalization, or improvisation),
    but also recognizes broader and more basic needs
    within conventional instruction. MFI encourages
    applications associated with diverse or unusual
    musical styles, genres, forms, and philosophies.
    Education may include the provision of
    instruments, texts, and office materials, and the
    support of learning space, practice space,
    performance space, and instructors/instruction.
    MFI is particularly interested in projects that
    foster self-esteem and free expression. Grants
    from 50.00 - 5,000 are available.
  • .

35
  • Oregon Library Services Development Grants
  • .http//www.oregon.gov/OSL/LD/LSTAcomp.shtml

LSTA Competitive Grants in generalEach year, the
Oregon State Library makes around 800,000 in
competitive grants in the state to legally
estsblished libraries, or non-profit entities
serving libraries.  Public, academic, and special
libraries are eligible.  School libraries are
also eligible, but school library grants should
be high-profile and coordinated with the Oregon
Association of School Libraries.  The grant
guidelines have more detail.  The State Library
does not make grants to individuals.  One of the
main criteria in awarding a grant is if it
supports the state's LSTA Five-Year Plan. Grant
projects can be small or large as the project
scope demands,  but smaller projects generally
have a better chance of being funded.  Projects
may be funded for up to three years by a series
of competitive one-year grants.  Projects with a
one or two-year duration are viewed more
favorably than a three-year project.  The LSTA
grant program won't replace personnel or other
operating costs, fund building projects, or
purchase books or equipment without a strong
programming component. 
36
  • Ronald MacDonald House Charities
    http//www.rmhc.org/rmhc/index/grants.html
    Deadlines December 29 and August 1 for letters
    of inquiry. Full proposals will be invited.
  • The Ronald McDonald House Charities award grants
    to support programs that improve the health and
    well-being of children, ages 0-18. Programs
    should address a significant funding gap or
    critical opportunity, have long term impact in
    terms of duplication or reach, and produce
    measurable results.
  • .

37
  • Rosie's For All Kids http//www.forallkids.org/
  • Deadline Applications are welcome at any time.
    Disbursements of funds occur in March and
    October.
  • The Rosie O'Donnell For All Kids Foundation
    provides financial support to nonprofit programs
    serving economically disadvantaged and at-risk
    children and their families. Priority is given to
    programs serving low-income, urban areas.
  • .

38
  • Starbucks Foundation http//www.starbucks.com/a
    boutus/foundation.asp
  • Deadline April 1, October 1
  • The Starbucks Foundation awards grants to local
    nonprofit organizations that serve low income,
    at-risk youth between the ages of 6 and 18. These
    grants support innovative programs that enhance
    culture diversity and involve families, schools
    and neighborhood organizations, particularly in
    traditionally underserved communities. Grants are
    concentrated on two areas of interest the Power
    of Literacy, which focuses on programs that
    stimulate personal development and encourage
    commitment to social equity, justice and
    environmental awareness through writing, literacy
    and the promotion of the voices of youth in
    public forums, and Leaders in Diversity, which
    focuses on programs that teach the value of
    societal diversity, with an emphasis on the
    development of leadership skills to build bridges
    of understanding between individuals, groups and
    communities. Preference is given to programs that
    offer opportunities for Starbucks employees and
    stores to be involved. Grants range from 5,000
    to 20,000.
  • .

39
  • Target Community Giving http//target.com/targe
    t_group/community_giving/local_giving.jhtm
  • Deadline Applications accepted March 1 - May 31.
    Applications will be reviewed as they are
    received therefore, you are encouraged to apply
    early.
  • Target will donate between 1,000 and 3,000 to
    programs in their market communities. Their
    funding interests are in three areas early
    childhood reading (birth to third grade), the
    arts and family violence prevention.
  • Verizon Foundation Grants Program
    http//foundation.verizon.com/04009.shtml
  • Deadline Applications are accepted January 1-
    November 30.
  • Focuses on technology and programs in literacy,
    the digital divide, women, economic development,
    and community development. Average grant sizes
    range from 5,000 - 10,000.

40
Other Sources (Courtesy of Katie Anderson,
Oregon Center for the Book)   Oregon Community
Foundation http//www.oregoncf.org/ Meyer
Memorial Trust (local) http//www.mmt.org/ The
Ford Family Foundation (local) http//www.tfff.org
/ Library Services and Technology Act competitive
grants (local) http//www.oregon.gov/OSL/LD/LSTAc
omp.shtml Oregon Foundation DataBook Barbara
Bush Foundation for Family Literacy
http//www.barbarabushfoundation.com/site/c.jhLSK2
PALmF/b.4344531/k.BD31/Home.htm
41
Other Sources (Courtesy of Katie Anderson,
Oregon Center for the Book)   Education and
Literacy Grants http//www.fundsnetservices.com/se
archresult.php?sbcat_id6 National Institute for
Literacy http//www.nifl.gov/nifl/grants_contracts
/grants.html US Department of Education Grants
http//www.ed.gov/fund/grant/apply/grantapps/index
.html WHO Foundation (Women Helping Others)
http//www.whofoundation.org/Funding/WHO_FundingEd
.asp The Big Read http//www.neabigread.org/
Innovations in Reading http//www.nationalbook.or
g/innovations_in_reading.html American Library
Association Awards, Grants, and Scholarships
http//tiny.cc/rdr2c
42
Useful Websites
  • Training Videos - http//www.onenet.net/ops/strea
    ming/brown_bag/brown_bag_index.html
  • The Art of Grantsmanship - http//www.hfsp.org/how
    /ArtofGrants.htm
  • The EPA Grant Writing Tutorial -
  • http//www.epa.gov/seahome/grants/src/msieopen.ht
    m
  • The Foundation Center - http//fdncenter.org/
  • Writing Winning Proposals, the US Department of
    Energy - http//www.leeric.lsu.edu/sample.pdf
  • Association of Fundraising Professionals -
    http//www.afpnet.org/
  • Oregon Community Foundation Grantwriting
    Resources
  • http//www.oregoncf.org/receive/grants/grant-writi
    ng-resources

43
TRAI
NING Foundation Center Free Webinars 60
minutes http//www.foundationcenter.org/getstar
ted/training/webinars/pwb_webinar.html

44
3. Cultivation Building Relationships
  • Dont be afraid to pick up the phone or send
  • an email to ask questions
  • Make use of volunteer board members, library
    foundation
  • Consider setting up an ad hoc volunteer committee
    to help with funding
  • Increasingly, public organizations and agencies
    must close the gap with private funding

45
4. Solicitation Preparing Submitting a
Proposal
  • Gather background information on the need to be
    addressed
  • Identify project needs
  • Staffing
  • Equipment
  • Supplies
  • Sketch a rough draft of the budget
  • Determine who will write the proposal

46
Getting Started
  • Start early and pay attention to deadlines
  • Review the guidelines and required format
    carefully
  • Dont hesitate to ask questions
  • Form a working group get all required internal
    permissions and review
  • Make sure budget and program plan are realistic

47
Proposal Components
  • Proposal order should conform exactly to what
    funding source specifies
  • Sample Components of a Proposal
  • Cover letter (if required)
  • Executive Summary
  • Introduction/Organizational Background
  • Statement of Need or Opportunity
  • Project Description and Plan
  • Evaluation and Sustainability (Future Funding)
  • Budget
  • Conclusion

48
Proposal ComponentExecutive Summary
  • Proposal begins with an executive summary
  • Answer who, what, how, how much
  • Why is there a need?
  • What are you going to do to solve this need?

49
Proposal Components Introduction/Background
  • Establishes who is applying for funds
  • Describes applicant organizations purpose and
    goals
  • Describes agency programs and background
  • Describes clients or constituents
  • Provides evidence of accomplishment
  • Offers statistics and endorsements to support
    credibility
  • Leads logically to problem statement

50
Introduction/Background (cont.)
  • Describe your organization
  • What makes your organization unique?
  • Describe services or facilities
  • Detail any support provided by partner
    organizations, library, university etc.
  • Any other source of funding
  • Letters of support

51
Proposal Component Statement of Need or
Opportunity
  • How do you know there is a need?
  • Research your/other organizations efforts
  • What is being done currently?
  • Did it work?
  • What has been done in the past?
  • How will your project be different?
  • How will the project address the need or
    opportunity?
  • Remember Institutions dont have needs,
    communities have needs

52
Need/Opportunity (cont.)
  • Relates to purposes and goals of organization
  • Is of reasonable dimensions
  • Is supported by statistical evidence
  • Is supported by statements from authorities
  • Is stated in terms of clients or beneficiaries
  • Is developed with input from clients and
    beneficiates
  • Doesnt use jargon

53
Proposal ComponentProject Description Plan
  • What do you want to accomplish?
  • List goal and objectives to reach goal
  • Be precise and provide specifics where possible
  • Use action words increase, reduce, expand
  • This is where you describe what you expect the
    results of your project will be, in a detailed
    and quantitative manner.
  • Who will you serve? How will you serve them? How
    many? By when?
  • Who will be responsible for making sure this
    happens?

54
Project Description Who is being served?
  • Identify target group
  • Identify geographic area
  • Use background data (examples, statistics)
  • Be as specific as possible
  • Demographics
  • Socioeconomic data
  • Census information- Populations
    http//www.census.gov
  • Statement of need and/or opportunity

55
Project DescriptionHow will you do it?
  • Provide rationale for the stated objectives and
    plan of work for achieving them
  • Include any experience with methodology, areas of
    anticipated difficulties or unusual circumstances
  • Timeline
  • Provide an activity-based timeline corresponding
    to objectives

56

Project Description Who will do it?
  • Identify all project personnel and volunteers
  • Include a narrative summary of qualifications as
    they relate to the statement of work and project
    responsibilities
  • Evidence of organizations ability to handle a
    project of similar scope

57
Proposal Component Budget
  • Is your budget realistic?
  • Tip Consider the period of performance of the
    project, in relation to the amount of recurring
    expenditures, e.g. reproduction, supplies,
    communication, travel
  • Dont cut yourself short
  • Ensure that your figures add up correctly
  • Ensure that your proposed budget does not surpass
    the total funding amount

58
Budget
  • Highlight each item in the narrative that will
    appear in the budget
  • Tip Conversely, every item that appears in the
    budget must be described in the narrative
  • Break down each item into parts be specific

O
Equipment 1000
Equipment
Dell computer Model 900
Remote Mouse 100
P
59
Budget
  • Ensure that the specific funding you request is
    allowable (staff, equipment, travel, etc.)
  • Tip If you include items not listed in the
    budget section of the RFP, contact the funding
    institution and ask in advance.
  • In-kind contributions or waived fees must be
    stated or discussed in the proposal
  • Tip Be as explicit as possible in all
    descriptions in the narrative. Reviewers are not
    as familiar with your concepts or environment as
    you are.

60
Estimating Costs
  • Research process
  • Remember that costs go up
  • Costs should be
  • Reasonable
  • Complete
  • Realistic

61
Recap Steps to prepare a project budget
  • Step 1 Know your project
  • Step 2 List the various components of the
    project
  • Step 3 Obtain reasonable cost and income
    estimates for each component
  • Step 4 Be sure you have included everything,
    including overhead if allowed
  • Step 5 Find out what format the funder prefers
    if any

62
Budget Recap
  • Step 6 Prepare a spreadsheet/summary of costs
    according to the funders specifications
  • Step 7 Make sure that your budget is neat and
    mathematically accurate
  • Step 8 - Consider whether a budget narrative is
    appropriate and if so prepare one
  • Step 9 Be sure to have your budget and budget
    narrative reviewed by another person who is
    familiar with the project

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Budget Narrative
  • This is where you describe why you need what you
    said you were going to buy in the Budget
    Description.
  • How will a scanner help you accomplish your
    objectives? If you need that 36 in. high
    resolution monitor, say why.
  • Be consistent, give the explanations the same
    numbering system or name as the Budget
    Description.

64
Other information often requested
  • Audited financial statements
  • Organization-wide budgets for recent years
  • List of supporters and other funding sources
  • Budget narrative
  • IRS 990

65
Proposal Component Evaluation and Sustainability
  • Must be measurable and quantifiable
  • Use baseline data
  • Evaluate each goal and objective
  • How will you report the final results?
  • What is the impact?
  • How did you measure from the inside? How did you
    measure from the outside?
  • How will you know to make changes for
    improvement?

66
Evaluation
  • Covers product and process
  • Tell who will be performing evaluation and how
    evaluators will be selected
  • Defines evaluation criteria
  • Describes data gathering methods
  • Explains any test instruments of questionnaires
    to be used
  • Describes the process of data analysis
  • Shows how evaluation will be used for program
    improvements
  • Describes evaluation reports to be produced

67
Sustainability
  • Will the project be continued after period of
    funding ends?
  • Indicates recipients belief in the project
  • What will be done with the information gathered
    during the project?
  • Important to foundations, non-profit
    organizations, private funders

68
Proposal Component Conclusion
  • Final Appeal and Summary
  • What you will accomplish
  • Why its signifcant
  • Financial summary
  • Who will benefit

69
Proposal Recap
  • Summary clearly and concisely summarizes the
    request
  • Introduction describes the agencys
    qualifications or credibility
  • Problem Statement documents the needs to be met
    or problems to be solved by the proposed funding
  • Objectives establishes the benefits of the
    funding in measurable terms
  • Methods describes the activities to to achieve
    the desired results
  • Evaluation presents a plan for determining the
    degree to which objectives are met and methods
    are followed
  • Future Funding describes a plan for continuation
    beyond the grant period and/or the availability
    of other resources necessary to implement the
    grant
  • Budget cdelineates costs to be met by the
    funding source and those to be provided by the
    applicant or other parties

70
Finishing Touches
  • Did you proofread?
  • Did someone else proofread?
  • Does your math work?
  • Have you met the deadline for submission?
  • Do you follow directions precisely?
  • Did you keep a complete copy?

71
Proposals Writing Tips
  • Keep Narrative Clear and Simple
  • Tell the Reader a Story
  • Use Action Words and Active Tense
  • Make a cohesive, persuasive case for support
  • Avoid jargon
  • Proofread and re-calculate your budget
  • Do not assume prior knowledge of your
    organization
  • Demonstrate success and credibility (quotes,
    other support, letters of cooperation)

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5. Implementation
  • Reporting requirements include reporting on the
    actual costs vs. budget
  • Variances often require approval
  • Your budget is something to be considered
    throughout the grant period

73
6. Stewardship
  • Say thank you and submit reports on time
  • Invite funders to events and provide
    newsletters/informal reports
  • Say thank you again!

74
Contact Information
  • Deborah Hopkinson
  • Vice President for Advancement
  • Pacific Northwest College of Art
  • 503 821-8886
  • dhopkinson_at_pnca.edu
  • www.deborahhopkinson.com
  • Forthcoming books Titanic, Voices from the
    Disaster
  • A Boy Called Dickens
  • Annie and Helen
  • Knit Your Bit!
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