Grant Writing Workshop

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(No Transcript)
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Agenda
When Session What
1110 Session One Introductions 30min What brings you to this workshop? - Expectations? Previous experience Question Objectives
1140 Session two Grant Writing Basics - Project Planning - Essential ingredients - Exercise - Essential ingredients of a good grant - What are donors looking for? - Common mistakes - Questions
1140 Session three Budgeting - Allocating resources - Writing budget sections - Sample - What to do about overheads - Monitoring and evaluation - Resources
100 LUNCH 40m
1.40 Session four Finding the right grant 40min - Key sources of grant funding - Features of grants programs - Finding grant opportunities, including Examples of funding sources - Choosing the right grant Eligibility criteria - Group Exercise - Other approaches/assistance
200 Session five 10 tips for better applications 35min - Hand out and discuss 10 tips for better applications flyer - Questions - Feedback / discussion by participants.
340 Closing 20min Closing, evaluation round, thankyous
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Grant Writing Workshop

• Humanitarian Crisis Hub
• January 2013

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Session 1 Introductions

• What brings you here today
• Expectations
• Previous grant writing experience
• Question If I was a donor - why should I fund
  your organisation?

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Session 2 Grant Writing Basics

• Grant writing is a key resource many large NGOs
  have full time grant writers on their permanent
  staff
• Finding a grant can be like searching for a job
  use your networks, be patient and consider every
  opportunity
• Donors want to fund your projects ... make sure
  you give them everything they ask for

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Project planning

• Your organisation should already have
• A vision/mission statement
• Stated goals of the organisation
• To achieve these goals you may one or a number of
  programmes that are
• Proposed, in-progress, completed or underway
• Each programme may have multiple projects
• Each discrete project aligns with programme aims
  goal/s organisational mission/vision
• At this stage you are likely applying for project
  funding

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REMEMBER THINK SMART

• Specific
• Measurable
• Achievable
• Realistic
• Time-bound

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Programme Regional Protection and Livelihood Programme Programme Regional Protection and Livelihood Programme Programme Regional Protection and Livelihood Programme
Project Title Objective
Protection capacity training project To strengthen the capacity of community to address protection issues through the delivery of 20 training sessions for 25 participants (per session) in 4 locations by Nov 2013 To strengthen the capacity of community to address protection issues through the delivery of 20 training sessions for 25 participants (per session) in 4 locations by Nov 2013
Small scale livelihoods project a) Run 1 train the trainer livelihood program for 6 community leaders by March 2013 b) To provide seeds/tools to trained community leaders to facilitate 2 training sessions with 10 local community members (per session) by Dec 2013 a) Run 1 train the trainer livelihood program for 6 community leaders by March 2013 b) To provide seeds/tools to trained community leaders to facilitate 2 training sessions with 10 local community members (per session) by Dec 2013
Advocacy project To develop a protection advocacy handbook in conjunction with local authorities that is translated into two local languages by July 2013 To develop a protection advocacy handbook in conjunction with local authorities that is translated into two local languages by July 2013
Adapted from Danish Refugee Council, DANIDA
funded programme
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Essential ingredients

• Your project must have
• A clear narrative (explanation)
• Justification why this project needs to be
  funded and why it is best done by your
  organisation
• Timeframe for expected outputs
• All expected inputs (human resources, in-kind
  support etc) needed to achieve the stated outputs
• Budget
• A proposal for monitoring/evaluation

Will be discussed later in workshop
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Exercise Grant Writing Basics

• You have 15 minutes to draft a project
• Give the project a name
• Consider the projects objective
• What will you need to run the project
• How long will it take
• Explain how your project is competitive over
  others
• You do not at this stage need to think of budget
  or monitoring/evaluation
• Then we will assess the project from the
  perspective of a donor or grant assessor
• alternatively use an existing project

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What are donors looking for?

• In addition to the project donors will also be
  assessing your organisation its reputation and
  track-record
• Applications that do not meet all the selection
  criteria will be rejected without consideration
• High quality applications that address the
  selection criteria, meet funding guidelines and
  include requested supplementary material have the
  best chance of success

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Common mistakes

• Application does not highlight your past success
  and future potential
• Application rejected outright as ineligible
• Project does not meet donor criteria and/or align
  with donor objectives and guidelines
• Application not delivered on time
• Incomplete application - needed to attach annual
  reports, constitution, budgets, TFN/ABN and
  registration (if needed)
• Too ambitious
• An obvious cut paste from another application

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Tips for success

• Read all material properly
• Know the donor/funding body
• If you dont know enough learn about them
• Make your application specific to the donor
• Increase your competitiveness
• Consider partnerships
• Showcase your organisations work potential
• Highlight what you can offer over others
• Know the donor/funding body
• If you dont know enough learn about them
• Should I call or approach a donor?

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QUESTIONS ?
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Session 3 Budgeting

• The budget is the back-bone to your application
• Those assessing applications will quickly notice
  if your budget is fair and accurate ... this will
  impress upon them your organisations credibility
• When scoring or assessing applications a certain
  percentage will be allocated to the budget so
  follow these tips to make it perfect

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Allocating resources

• It is vital that proposed activities, timeline
  and budget align
• This way your budget matches what you intend to
  deliver
• Some donors will have specific rules, for eg
• Procurement of items may require quote(s)
• May/may not allow for running costs and capital
  expenditure

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Writing budget sections

• You can group items under sub-headings
• Include in-kind contributions
• Cost of volunteer hours
• Donations of service/support
• Recognise other funding bodies/financial inputs
• Explanatory notes are a good way to explain
  budget lines
• Do all your sums add up?

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Sample Budget Advocacy Project
Income Income Expenditure Expenditure
Donations 525.00 Administration 500.00
In-kind support (includes volunteer hours, training room trainer) 1,000.00 Printing of training materials/advertising 1,000.00
Funding from another donor 1,000.00 Catering 2,000.00
Transport costs for participants and accommodation 1,500.00
Total income 2,525.00 Total expenditure 5,000.00
Shortfall requested from donor 2,475.00 Shortfall requested from donor 2,475.00 Shortfall requested from donor 2,475.00 Shortfall requested from donor 2,475.00
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Sample Budget continued

• Dont leave any questions unanswered
• Include a footnote/explanatory note as to why
  transport and accommodation costs are needed
• For e.g. 2-day training so participants require
  overnight accommodation
• For big costs like catering you may need 3 quotes
  to show value for money
• Show all other funding sources and explain
  whether they are confirmed or in process

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What to do about overheads

• Overhead costs are the everyday expenses of
  running an organisation
• Rules vary on how to budget for overheads so
  check funding guidelines carefully
• Capital expenditure are big items like computers,
  building costs etc
• Sometimes you can budget for a part of these
  costs if they will be used for the proposed
  project
• You cannot ask different donors to pay for the
  same costs

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Monitoring and Evaluation

• Also known as accountability reports
• Demonstrate project delivery
• Ranges from a full audit/external evaluation (for
  large grants) to a short report or letter
• Let the donor know
• Any publicity/media or even your own photos (even
  better if linked to your website)
• Attendance figures
• Feedback from attendees
• From a one-off event or project, show any
  sustainability or ongoing benefit of funding

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Resources ME/Accountability

• Humanitarian Accountability Project
• http//www.hapinternational.org/resources/default.
  aspx
• International Council of Voluntary Agencies
• http//www.icva.ch/
• ACFID Code of Conduct
• http//www.acfid.asn.au/code-of-conduct
• AusAID Office of Development Effectiveness
• http//www.ode.ausaid.gov.au/

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Session 4 Finding the right grant

• Adapted from a presentation by
• David Orbach
• Grants Tender Coordinator
• Spectrum Migrant Resource Centre (MRC)

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This session

• Key sources of grant funding
• Features of grants programs
• Finding grant opportunities, including
• Examples of funding sources
• Choosing the right grant
• Eligibility criteria and auspicing
• Group exercise
• Other approaches/assistance

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Where does grant funding come from?

Government
Private Foundations
Corporate
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Features of grant programs

• Applications may be invited or submitted without
  request
• Specific program aims, priorities and target
  group
• Usually individuals cannot apply
• Funding is limited per project
• Not everyone who applies will get funding
• Eligibility requirements
• Selection criteria
• Applicants develop their own activities and
  suggest outcomes to be achieved

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Finding grants

• Newsletters/Mailing Lists
• Local council mailing lists and via
  http//www.mav.asn.au/policy-services/social-commu
  nity/multicultural/Pages/default.aspx
• Office of Multicultural Affairs and Citizenship
  (formerly Victorian Multicultural Commission) -
  www.multicultural.vic.gov.au
• Diversity News - diversity_at_health.vic.gov.au
• Refugee Council of Australia - www.refugeecouncil.
  org.au
• VicHealth - www.vichealth.vic.gov.au
• EasyGrants newsletter http//www.ourcommunity.com.
  au/funding/grant_main.jsp

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Possible Funding for Community Groups

• Victorian Office of Multicultural Affairs and
  Citizenship
• Festivals/events (check in Feb 2013),
  inter-faith, strengthening communities, etc
• Local councils multiple categories, such as
  community, social support, art, etc
• Generally one funding round per year
• Example City of Hume Community Grants
• Human Rights Innovation Fund Amnesty
  International (4 rounds per year)
• EastWeb Fund targets refugee, asylum seeker,
  indigenous communities www.eastweb.org.au

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• Possible Funding for Community Groups
• Spectrum Seeds for Growth
• Benefits newly arrived refugee and migrant
  communities in Melbourne's north and western
  suburbs
• See COMMUNITIES section spectrumvic.org.au
• Australian Ethical Super Grants
  www.australianethical.com.au/community
• DIAC Multicultural Arts Festivals Grants and
  Diversity Social Cohesion Program
  http//www.immi.gov.au/living-in-australia/deliver
  ing-assistance/government-programs/dscp/
• Sidney Myer Fund

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Is it the right grant for us?

• Identifying an appropriate opportunity key
  questions to ask when looking at a grant!
• How much funding is available for projects?
• When are applications due do you have the time
  to apply?
• What is the aim and priorities of the funding
  program?
• What projects and organisations have previously
  been funded?
• What wont be funded?
• Are you eligible?

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Is it the right grant for us?

• Other issues to consider
• Experience in delivering similar projects
  previously
• Capacity to complete application requirements
• Ability to be accountable for grant funds
  received and reporting on outcomes
• Reputation and credibility is important
• Be thorough in looking through the guidelines and
  application form
• Dont be afraid to contact the funding body with
  questions

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Eligibility criteria

• Common issues effecting a groups eligibility
• Location by local area, region, state
• Legal status - incorporated/unincorporated
• Tax status endorsed as Deductible Gift
  Recipient, income tax exempt
• Organisational status, eg. Not-for-profit group
• Other public liability insurance, Australian
  Business Number
• If your group does not meet the criteria,
  auspicing might be an option for your
  organisation

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Auspicing

• An agreement where one (lead) organisation agrees
  to apply for funding on behalf of a second
  organisation
• If application successful, the lead organisation
  receives, holds and manages the funding
• Understand your rights and responsibilities
• Be clear about the project you want to fund
• Note not all funding bodies allow auspicing
  arrangements check guidelines!
• Further resources and detail at PILCH website -
  www.pilch.org.au/community_org

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Group Exercise

• Using the funding guidelines provided, find and
  briefly record the following information
• Maximum amount of funding offered to projects
• Due date for applications
• Aims of the funding program
• Who is eligible? Is auspicing allowed?
• What won't they fund?
• What are the key selection criteria?
• What needs to be submitted and how?
• Report back to the group about what you found

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Other approaches/assistance

• If you can't get funding immediately, in-kind
  support from MP's offices community
  organisations another avenue for support
• Visit your local Member of Parliaments
  electorate office and ask if they can help with
  providing a meeting space, photocopying,
  assisting with mailouts, etc.
• Check with Migrant Resource Centres in your area
• Your local Council will also know which
  organisations can help you
• Consider partnerships (eg. AFL Multicultural
  Round with local clubs http//aflcommunityclub.com
  .au/index.php?id605)

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Resources

• Australian Council for International Development
• http//www.acfid.asn.au/
• Refugee Council of Australia
• http//www.refugeecouncil.org.au/
• Victorian Government Online (see State Funding
  Grants)
• http//www.vic.gov.au/government-economy/budgets-f
  unding-rebates.html
• Grants Link http//grants.myregion.gov.au/ and
• http//www.dpcd.vic.gov.au/home/grants
• Philanthropy Australia
• http//www.philanthropy.org.au/
• Our community
• http//www.ourcommunity.com.au/

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Session 5

• 10 tips for better applications Report Back

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Questions?

• Evaluation and Future workshops

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Good luck with your future grant writing! Any
queries contact Melissa Phillips phim_at_unimelb.ed
u.au
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