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STEAM Grant Writing 101: A journey one step at a time

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Jennifer Janzen

on 16 October 2016

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Transcript of STEAM Grant Writing 101: A journey one step at a time

Before we continue let's take a few moments to understand some of the 'lingo' of the grant writing world.

Time to take the Vocabulary Grid Quiz!
2016 CSTA Conference
STEAM Grant Writing
A journey one step at a time

Step 1
The "Questions"
What, Who, Why, When & Where

Step 2
The Process
Step 3
Needed Resources
Step 4
Funding Options
Step 5
Wrap Up
Start researching potential grants
CDFA is #1 place for Federal resources and grants OR grants.gov

Look at Foundation Center Search for 990 forms.

Other sources for 990 forms Urban institute, National Center for charitable statistics website: http://nccsdataweb.urban.org/

What to do now…
Determine what money will fund - the problem.
List the measurable outcomes of your project.
Determine what impact this $ will have on the problem.
Budgets usually have to wait for the RFP, but begin developing a relationship with your finance people now.

What to do now…
Outline the proposal following the RFP format

By Committee: Assign each person a different section or sections.

Compose your response within an electronic copy of the RFP

Ways to do the actual writing
Organizations applying for a federal grant must have a DUNS (Data Universal Numbering System) number.
Developed by Dun and Bradstreet
Not a Federal Tax Number; it’s like a credit reporting system for businesses.
Your agency may already have one. Check with your financial people.
Phone 1-866-705-5701
Online at Dunandbradstreet.com

DUNS Number
Money congregates.
Money creates a gravity that attracts other money to it.
Money is subject to inertia, hard to get it moving, but once moving, it tends to stay in motion.
Money is attracted by and to success and positive and uplifting attitudes.
Money seeks out those causes worthy to receive it
Money often comes only when the organization is fully prepared and ready to receive it.
Attributes of Money
What we talk about today and what you learn in this SESSION, you should do
in lieu of specific instructions from the grant funder.

If the grant maker tells you to do it their way, do it their way!

Big, Huge Hairy Disclaimer!
Read RFP immediately and thoroughly
Put everyone who will contribute on notice
Support letters
Begin doing what you can do on day one
Addressing envelopes,
Setting up format on your computer
Organization is key!

Critical Advice
Who can apply? - Eligibility
Submission Deadline
Submission protocol - online?
Does it require LOI?
Format of proposal
How many pages or words
Font and font size
Margins and spacing
Usual Technical Requirements of RFP's
What do you propose to do?
How do you propose to do it?
Who will be involved?
How much will it cost?
What are the expected outcomes?

Programmatic Requirements of the RFP
Basically only Two Sources of Money for Grants:

FG - Federal Government
($ comes from Taxpayers)

RP - Rich People
($ comes from proceeds of businesses or inherited)
Based on your 990 search, make a list of private foundations in your area
Research their websites (or other sources) to determine their funding priorities
Send a query letter asking them if they would consider a formal proposal from you

What to do now…
Research what are other people doing in your field.

Start investigating the possibility of using outside evaluators.

Seek opportunities to meet and develop potential relationships with people who have access to, or can help you get funding (schmooze factor).

Who’s credible?
1. Who are you and why are you exceptional?
(Credibility Statement)
2. What measurable problem or need are you focused on?
(Problem Statement or Assessment of Need)
3. How will you solve your problem?
(Methods & Solutions)
4. How much impact on the problem or need will you have?
(Measurable Objectives & Goals)
5. How will you evaluate your methods and impacts?
(Evaluation Plan)
6. How will you spend the money?
Core Components of a Grant Proposal
What are Grants For?
Upwards of 60% of all proposals are bounced in technical review either because:
A.) the applicant was not eligible to apply
B.) they did not follow RFP guidelines.

The Great Cull
Funding Cycle

Supplanting ...Not OK!
Supplementing or Augmenting

Supplanting VS. Supplementing

Federal Grant Funds

A financial award given by an entity to an eligible grantee. Grants are not expected to be repaid by the recipient. Grants do not include technical assistance or other forms of financial assistance such as a loan or loan guarantee, an interest rate subsidy, direct appropriation or revenue sharing. There is typically a lengthy application process to qualify and be approved for a grant. Most recipients are required to provide periodic reports on their grant project's progress.
Definition: A GRANT IS:
Who gets to write for a grant?
Non-Profit Organizations that benefit the public in some way:
human services/social services
many other interests
usually you cannot use grant funding to proselytize (convert people to your faith) or promote your ministry

funding is for “secular” interests such as food distribution, child care, and other human services

Tax-Supported Organizations:
Universities & Colleges
K-12 Schools, Districts, COE's
Cities & Counties
Faculty Research
Artists, Dancers, Sculptors
Who are the "Grantors"...the one's with the money?
Sell It!
Credibility Gets the Grant
Look at the statement above - Is it true? Why is credibility so important in a Grant?

What aspects and issues need to be in a 'credibility statement'?
Why should the funder invest in your project and in you?

Show the accomplishments and the talent in your organization. Grantors want to know you will spend
money wisely so having a good track record of utilizing money is important.
They are funding you because you are the best to address the need of the community/clients issues, problems or concerns, not because you are poor!
Document facts throughout to build credibility, but start in the Introduction of your proposal.
Attachments such as resumes of key staff, sample projects that were completed on time or under budget, or successful agency audits can help emphasize credibility as well.
Problem Statement
Needs Assessment
External ?
What is your problem or area of need?
This is a tricky question -
Sometimes what you state is not really the problem but a possible answer to the real problem.
Example: Someone approaches the administrator/grant writer and states that he/she needs 10 laptop computers for a reading intervention program in a STEM Class. This is
the problem - the problem is that the students in the STEM reading intervention program don't have adequate resources in the process of learning reading comprehension skills. The laptops are one possible method of solving that need. When you write your needs statement it has to reflect the problem, Not a method to solve the problem. Your Needs statement has to be succinct but yet paints a picture in such a way that readers understand your problem. Your organization's problem is external so that it meets some of your clients basic needs -think of Maslow's Hierarchy of Needs.
Who are the people the grant will serve? - Is it internal or external to the organization?
What's the problem or need that will be the focus of your application?
Is the problem of reasonable dimensions and therefore something that can be changed for the better over the period of the grant?
In what directions does the problem statement seem to lead?
Solution and Methodology
Your solution to the problem or your area of need should address two basic questions:

What combination of activities, program and/or strategies have you selected to employ to bring about your desired results?

Of all the possible approaches you could have employed - why have you selected this particular approach?
Solutions and Methods
Your proposal will address:
"The W's"
you will do
you believe your approach/program is valid and the best fit
performs the tasks and manages the project (proves accountability)
the program will be implemented and the timetable which includes program running past grant funding (sustainability)
Possibly include a "Logic Model"
Points to Consider:

Avoid "might, if, could, should, would" - the passive voice.

Logic models or Gantt Charts are sometimes recommended

Your 'solution' and 'methods' to the problem will support your organization's vision and mission statements and will lead you to goals and your objectives.
Goals, Objectives and Outcomes:
Simply put your desired goals of your project, strategy or method (whatever you call your solution) - it
have a desirable outcome! The objectives need to answer the DELTA question (DELTA means CHANGE)
Who changes
What will change
How much will it change
When will it change
And last but certainly not least - Measurement!
Objectives & Outcomes flow into evaluation
1. A Proposal can be evaluated to determine how effective it is in reaching its stated objectives - The Evaluation Plan flows from the outcomes!

2. A tool to provide information to you and the grantor on appropriate changes adjustments to your program as it proceeds. (process evaluation)
(Most know this in education as summative & formative assessments)
Evaluations are uber important!
Grant proposals usually budget anywhere from 5-30% of total monies for evaluation purposes
Is the evaluation internal or do you contract out?
What types of reports need to be generated?
Above all, do what the grantor tells you to do for evaluation!!!
It's essential to build an evaluation plan into the proposal and be prepared to implement your evaluation at the same time that you start your program.
Remember to use tools:
Testimonials, Anecdotes, Success Stories, Observations
Pre/Post Test, Surveys, Questionnaires, Interviews, Activity Logs, Case Reports, Performance Reports
Repeat after me:
Budgets are easy. I love budgets. Budgets are my friends. I can do this! Here's how I'm going to spend your money.
Consider: Narrative & Line Item
Consider: Future Funding is a no-no!
Consider: In-direct costs and in-kind contributions are important!
Build the Budget with these items:

Salaries (FTE)
Supplies & Materials
Other (Consultants, Contract work, Evaluation, Stipends, Printing/Publication, Communications, Promotional Items, Registrations)
Summary Page:

Many times RFA's will request a "summary page, Topic Page or Abstract"

It's read first and written last.
Clear, Concise & Specific.
Key: Take the RFA and address each section in the summary page.
Thanks for Participating!
Good Luck on your Grant Writing!
Scan the QR code with your smartphone, iPad or tablet for link to the presentation and some of the resources for this session.
2015 Ca STEM Symposium
Full transcript