58,99 €
Mehr erfahren.
- Herausgeber: John Wiley & Sons
- Kategorie: Fachliteratur
- Serie: Wiley Nonprofit Law, Finance, and Management Series
- Sprache: Englisch
Step-by-step guidance on how to write effective grants that get the funding you need. Complete with examples of fully-completed proposals, you'll also get an easy-to-use companion website containing guide sheets and templates that can be easily downloaded, customized, and printed. The authors provide examples of completed proposals and numerous case studies to demonstrate how the grant-seeking process typically works. Order your copy today!
Sie lesen das E-Book in den Legimi-Apps auf:
Seitenzahl: 417
Veröffentlichungsjahr: 2016
Ähnliche
Table of Contents
Cover
Title
Copyright
About the Authors
Introduction
Chapter 1: Cover Letter
At a Glance
Detailed Discussion
Putting It All Together
Authorship
Checklist—Cover Letter
Last Words
Examples of Cover Letters for Four Projects
Chapter 2: Table of Contents
At a Glance
Examples
Checklist —Table of Contents
Last Words
Examples of Tables of Contents for Four Projects
Chapter 3: Executive Summary
At a Glance
Summary of Problem Statement and Project Synopsis
Expected Results
Funding Request
Your Investment
Checklist–Executive Summary
Last Words
Examples of Executive Summaries of Four Projects
Chapter 4: Project Summary
At a Glance
Examples
Checklist-Project Summary
Last Words
Examples of Project Summaries for Four Projects
Chapter 5: Problem Statement
At a Glance
Describe the Problem
Include These Elements in the Problem Statement
Checklist—Problem Statement
Last Words
Examples of Problem Statements for Four Projects
Chapter 6: Mission, Goals, and Objectives
At a Glance
Graphical Representation of the Mission, Goal, and Objective Progression
Checklist— Goals and Objectives
Last Words
Examples of Mission, Goals, and Objectives for Four Projects
Chapter 7: Project Description
At a Glance
Checklist—Project Description
Last Words
Examples of Project Descriptions for Four Projects
Chapter 8: Project Management Plan
At a Glance
Checklist—Management Plan
Last Words
Examples of Management Plan for Four Projects
Chapter 9: Documentation Plan
At a Glance
Checklist—Documentation Plan
Last Words
Examples of Documentation Plan for Four Projects
Chapter 10: Evaluation Plan
At a Glance
Checklist—Evaluation Plan
Last Words
Examples of Evaluation Plans for Four Projects
Chapter 11: Dissemination Plan
At a Glance
Checklist—Dissemination Plan
Last Words
Examples of Dissemination Plans for Four Projects
Chapter 12: Continuation Plan
At a Glance
Checklist—Continuation Plan
Last Words
Examples of Continuation Plans for Four Projects
Chapter 13: Key Personnel Biographies
At a Glance
Checklist—Key Personnel Bios
Last Words
Examples of Key Personnel Bios for Four Projects
Chapter 14: Timelines
At a Glance
Examples
Checklist—Timeline
Last Words
Examples of Timelines for Four Projects
Chapter 15: Budget Summary
At a Glance
Checklist—Budget Summary
Last Words
Examples of Budgets for Four Projects
Chapter 16: Budget Justification
At a Glance
Checklist—Budget Justification
Last Words
Examples of Budget Justification for Four Projects
Chapter 17: Appendix
At a Glance
Items to Include
Checklist—Appendix
Examples of Appendices for Four Projects
Chapter 18: Bibliography
At a Glance
Checklist—Bibliography
Last Words
Examples of Bibliographies for Four Projects
Chapter 19: Introduction and Forms
At a Glance—Introduction
At a Glance—Forms
Checklist—Introduction and Forms
Last Words
Index
End User License Agreement
List of Illustrations
Chapter 2: Table of Contents
EXHIBIT 2.1 Sample Table of Contents—Charles Stewart Mott Foundation
EXHIBIT 2.2 Sample Table of Contents — Smaller Communities Learning Program
Chapter 6: Mission, Goals, and Objectives
EXHIBIT 6.1 Mission, Goal, and Objective Progression
Chapter 7: Project Description
EXHIBIT 7.1 Project Year One Major Activities Timeline
EXHIBIT 7.2 Project Organization Chart Project Organization Chart
Chapter 8: Project Management Plan
EXHIBIT 8.1 Organization Chart
Chapter 15: Budget Summary
EXHIBIT 15.1 Generic Budget Form
Chapter 17: Appendix
EXHIBIT 17.1 Sample Organization Chart
EXHIBIT 17.2 Another Organization Chart
EXHIBIT 17.3 Sample Timeline
EXHIBIT 17.4 State Test Results — Longitudinal Analysis
Guide
Cover
Table of Contents
Begin Reading
Pages
C1
iii
iv
vii
ix
xix
xx
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
149
150
151
152
153
154
155
156
157
158
159
160
161
162
163
164
165
166
167
168
169
170
171
172
173
174
175
176
177
179
180
181
182
183
184
185
186
187
188
189
190
191
192
193
194
195
196
197
199
200
201
202
203
204
205
206
207
208
209
210
211
212
213
214
215
216
217
218
219
220
221
222
223
224
225
226
227
228
229
230
231
232
233
234
235
236
237
238
239
240
241
242
243
244
245
246
247
248
249
250
251
252
253
254
255
256
257
258
259
260
261
262
263
264
265
266
267
268
269
270
271
272
273
274
275
276
277
279
280
281
282
283
284
285
286
287
288
289
290
291
292
293
294
295
297
298
299
300
301
302
303
304
305
306
307
308
309
310
311
312
313
314
315
317
318
319
320
321
322
323
325
326
327
328
329
331
332
333
334
335
336
337
338
339
How to Write a Grant Proposal
CHERYL CARTER NEW
JAMES AARON QUICK
Copyright © 2003 by Cheryl Carter New and James Aaron Quick. All rights reserved.
Published by John Wiley & Sons, Inc., Hoboken, New Jersey. Published simultaneously in Canada.
No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Section 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, Inc., 222 Rosewood Drive, Danvers, MA 01923, 978-750-8400, fax 978-750-4470, or on the web at www.copyright.com. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, 201-748-6011, fax 201-748-6008, e-mail: [email protected].
Limit of Liability/Disclaimer of Warranty: While the publisher and author have used their best efforts in preparing this book, they make no representations or warranties with respect to the accuracy or completeness of the contents of this book and specifically disclaim any implied warranties of merchantability or fitness for a particular purpose. No warranty may be created or extended by sales representatives or written sales materials. The advice and strategies contained herein may not be suitable for your situation. You should consult with a professional where appropriate. Neither the publisher nor author shall be liable for any loss of profit or any other commercial damages, including but not limited to special, incidental, consequential, or other damages.
For general information on our other products and services, or technical support, please contact our Customer Care Department within the United States at 800-762-2974, outside the United States at 317-572-3993 or fax 317-572-4002.
Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books.
ISBN: 0-471-21220-2
About the Authors
James Aaron Quick is the Chief Executive Officer for Polaris, a South Carolina Corporation. He has served in this capacity since 1989. As the Senior Instructional Specialist for Polaris, he has spoken before thousands of potential grant seekers from the fields of education, healthcare, and nonprofit management. He has written successful grant proposals for over 10 years, for projects ranging from $10,000 to $7.9 million to grant makers including federal sources, foundations, and corporations. He is coauthor of many Polaris publications as well as the best-selling trade book on grant seeking entitled Grant Seeker’s Toolkit: A Comprehensive Guide to Finding Funding (New York: John Wiley & Sons, 1998) and Grant Winner’s Toolkit: Management and Evaluation of a Granted Project (New York: John Wiley & Sons, 1999). Jim also writes nonfiction articles and books, as well as novels and short stories.
Cheryl Carter New is the President of Polaris Corporation. She is the founder of the company, which was incorporated in 1984. Her background includes instruction at kindergarten, primary, and middle school levels; administration at kindergarten and primary school levels; and curriculum, course development, and instruction at the college level. She wrote her first successful grant proposal in 1969 and has continued to be active in the field to the present. She has written numerous articles in the field as well as on negotiation, management issues, and strategic planning. She has spoken on the subjects of grants acquisition and negotiations at many national, regional, and state conferences. She is the developer of several college level courses and workshops in the field of grant seeking, offered and presented in 45 states. She is coauthor of many Polaris publications as well as the best-selling trade book on grant seeking entitled Grant Seeker’s Toolkit: A Comprehensive Guide to Finding Funding, published by John Wiley & Sons, and the upcoming Grant Winner’s Toolkit: Management and Evaluation of a Granted Project, also to be published by Wiley. Cheryl also writes and illustrates children’s books. More information about Polaris and free information for grant seekers can be found at www.polarisgrantscentral.net.
Introduction
To date, we have written three books about how to be successful in acquiring grants. This is our fourth book. One would think we would have exhausted the subject by now. On the contrary, the subject of grant acquisition is such a complex subject that we have more books yet to write.
There are so many different types of grants with so many different facets that one can spend a lifetime studying all the possibilities. Most people think of two things when they think of grants—either scholarships or entitlements such as Social Security. But there are so many other types. There are government grant programs for individual needs through various departments and agencies. There are small business grants and small business innovation research grants. There are research grants—probably the best-known grants. There are also project grants, which make up the bulk of grants to organizations.
Each grant maker has its individual “personality.” Federal grants vary by department and agency. One might fund traditional research, while another funds wildly innovative programs. State grants can be highly political and personal. Foundations run the gamut from very hands-on to almost aloof. Corporation grants usually reflect their management and can be the toughest to get because of the many ways they can be approached.
Funders all have two things in common. Their business is investing money, and they all want to solve one or more problems. That is why they are in business—to solve problems. Some grant makers have been established by a person who experienced a life-changing event. As a result, the grant making focuses on a particular issue. Some respond to public awareness that a problem needs solving. Whatever the reason, they are all focused on one problem or another.
As grant seekers, it is our job to study the problems within our organization’s mission. When we discover an unmet need for our client population, we analyze a possible solution. Our solution requires action— as such it is a project. A project is an undertaking made up of activities leading to a positive conclusion. Once we have projects developed, then we search for funders wanting to solve the same problems. The connection with the funder is the desire to solve the same problem.
The way we tell the funder about our project is through a proposal. In fundraising, we might send letters to a thousand people or organizations requesting donations. That is not the way the world of grants works. With grants, you write an individual proposal to an individual funder. You follow the funder’s directions for writing that proposal to the letter.
Many people make the mistake of writing a single proposal, getting a list of names and addresses, and sending that proposal around. Then they wonder why they never get funding. They only think they are writing a grant proposal. Funders disregard such proposals as “non-responsive.” Those people have not understood about the investment the funder is trying to make in a project that will solve the problem in which they are interested.
Grant seeking is 80% project development, research, and positioning. The rest is writing. One should never write the first line of a proposal until the project is fully developed. Otherwise you really have nothing about which to write. Once your project is developed, then the proposal writes itself.
Grant seeking is hard work but infinitely rewarding. When you have a good project that helps people, and you can see the fruits of your labor, the work does not seem like a burden. We have helped many organizations acquire grant funding. We have taught tens of thousands of people in our workshops. We never tire of seeing the happy faces of children who have a second chance as a result of a grant. We never tire of knowing that women will get timely cancer screening as a result of a grant. We never tire of knowing that people are getting counseling as a result of a grant. We never tire of answering grant questions online. This work is rewarding indeed.
Chapter 1Cover Letter
The advantage of love at first sight is that it delays a second sight.
Natalie Clifford Barney 1
At a Glance
What Else Is It Called?
Transmittal letter or letter of transmission
When Is It Used?
A cover letter should be sent whenever it is not prohibited. With some requests for proposal, there is a strict page limitation with explicit directions to follow for every page. In this case, a cover letter is not usually appropriate. However, you can leverage a cover letter to make an excellent first impression so it should be included whenever possible. Normally with proposal to a foundation or a state program, a cover letter can be included. Often with a federal grant program, a cover letter is not included.
Why Is It Used?
A cover letter is an introduction. It is a lot like making introductions in person. It is a way of getting started on the right foot by introducing yourself instead of launching into the request right away.
Key Concepts
Brief.
Positive and confident.
Concise and inviting.
Thank you.
Formatting Issues
Make the letter one page only, keeping it as brief as possible. The letter should be printed on original letterhead. The type should be a 12-point text font, and the margins should be generous, which means at least one inch. We suggest you not fully justify your text (straight margins on both left and right). Use left justification and leave the right margin ragged (rag right). There should be a reference line between the inside address and salutation that clearly identifies the grant program for which the proposal is being submitted.
The salutation should be to a specific person. You may not use “To whom it may concern” or “Dear Colleague” salutations. They show that you have not done the basic research to determine the grant program contact person. The letter should come from (be signed by) the highest ranking person possible in your organization (the correspondent). The letter should be signed by a person, not a machine or a computer and preferably with blue ink. A letter signed with blue ink is indisputably an original. Don’t forget to include the “prepared by” line at the bottom of the letter. Show professionalism in all ways—including the smallest.
Detailed Discussion
A cover letter is an opportunity for you to make an inviting introduction to the grant maker about your organization and also about your project. This is a place for creativity but not elaborate language. You want to warmly invite the reader to read about your excellent project.
The cover letter is one place to push the most obvious “hot buttons.” What is a hot button? It is an issue that is critical to the funder. As we have explained in detail in our other books, you must meet the funder’s agenda to receive an award. By reading every bit of information you can find on the funder, you will see recurring topics and themes. Perhaps the funder is particularly interested in diversity, or projects that promote preventive health care, or projects that promote family unity. These are hot buttons—issues that are at the heart of the reason the funder has gone to the trouble of setting up funds to grant.
Funders do not just decide to offer grants willy nilly. There is a problem or several problems they want to solve. If they had enough funding to solve the problem themselves, they would certainly try to do just that. For example, assume one grant maker wants to stop drug and alcohol abuse in the United States. How much money would it take to do that? More than even our federal and state governments have. So with the funds the grant maker has, they “seed” projects that, in their opinion, have a good chance of making an impact. They fund projects that can be modeled by other groups to help in their communities. Do they fund projects to set up animal shelters? Or water conservation? No, they fund projects that obviously and rationally directly impact drug and alcohol use in this country. This is just one reason why it is a huge mistake to write one proposal and send it to dozens of funders—you are wasting your time if your project does not match the hot buttons of the funder.
How do you find out about a given funder’s hot buttons? You read their literature—all of it. You read about projects they have funded in the past. You read any articles you can find about the funder. Most funders have an Internet presence now and that makes it a lot easier, but some are glad to mail you information about their programs. Funders do not keep their key agendas secret and they are not playing a game with you—they want to invest in the very best projects they can.
Let’s look at a couple of examples from actual information published by grant makers.
The Ford Foundation2is a resource for innovative people and institutions worldwide. Our goals are to:
Strengthen democratic values,
Reduce poverty and injustice,
Promote international cooperation and
Advance human achievement
This has been our purpose for more than half a century.
A fundamental challenge facing every society is to create political, economic and social systems that promote peace, human welfare and the sustainability of the environment on which life depends. We believe that the best way to meet this challenge is to encourage initiatives by those living and working closest to where problems are located; to promote collaboration among the nonprofit, government and business sectors, and to ensure participation by men and women from diverse communities and at all levels of society. In our experience, such activities help build common understanding, enhance excellence, enable people to improve their lives and reinforce their commitment to society.
The Ford Foundation is one source of support for these activities. We work mainly by making grants or loans that build knowledge and strengthen organizations and networks. Since our financial resources are modest in comparison to societal needs, we focus on a limited number of problem areas and program strategies within our broad goals.
Let’s look at what the Ford Foundation says about itself. What are its hot buttons? The obvious ones are the four bulleted items, but what are the less obvious issues critical to the grant maker, the Ford Foundation?
First of all they write, “we believe the best way to meet this challenge is to encourage initiatives by those living and working closest to where problems are located.” What does this mean? It means that the Ford Foundation wants to fund efforts at the grassroots level. It is not going to look kindly on a proposal by a think tank in California wishing to solve a literacy issue in the rural Midwest. It will, however, consider a proposal that meets one or more of the obvious criteria (the ones in bullets) and that is submitted by a group of organizations actually located in the rural Midwest.
So how do you use this information in a cover letter? Well you might write an initial paragraph like the one below.
Our project will go a long way to effectively offering literacy education classes right in the communities in which our most rural citizens live. Our organization is located centrally among five counties with the highest poverty ratings and lowest educational achievement in the state. Our illiterate citizens have failed in school and thus do not want to go to a school house for help. They are much more comfortable in their churches, grange halls, and local grocery stores. So we are taking our programs to them.
Here is another example from the David and Lucille Packard Foundation.3
The mission of the Conservation Program is to ensure a healthy future for all life on earth. The Conservation Program embraces an ecological approach that draws together the people, institutions, resources, and ideas that can best address our environmental crisis. Our primary goal is to conserve biodiversity resources in our core geography of California, Cascadia, Hawaii, the Western Pacific, and Mexico. To accomplish that, we support field-based projects in those areas. In addition, other program areas address some of the drivers of biodiversity loss and environmental decline; these program areas include Marine Fisheries, Energy, Western Land Use, and, in conjunction with the Population Program, Population-Environment.
The primary goals are pretty well clarified in this statement. However, take notice of the phrase, “draws together the people, institutions, resources, and ideas that can best address.” This indicates that this grant maker subscribes to the practice of partnering to solve a problem. This is a growing issue among grant makers around the world. The theory is that partnerships make best use of all resources and reduce redundancy in the use of resources. The following is a paragraph for a cover letter that addresses both the primary issues and the hot button.
In our coastal area, pollution from area industry has raised temperatures of the bay so that the native f ish and shellfish are dying or are contaminated by bacteria. This interrupts the ecosystem and interrupts the carefully and environmentally sound management of our f ishing industry. Through a coalition of concerned citizens, managers of the local fish processing plants, representatives of the f ishermen, and key top managers of the local industries, we believe we have developed a solution to the problem—one with lasting effect.
What have you done with this introductory paragraph in your cover letter? You have let them know that you understand their agenda, and moreover, you meet the essence of their standard. In doing this, you are predisposing them to like your proposal because you clearly understand their key considerations and, moreover, you agree with them.
What is another thing your cover letter accomplishes? It places your organization and project in the state, country or world. You know your community intimately. But remember, the readers who read your proposal may not know anything about your type of community. Many government grant makers bring in people from all parts of the country and not one may be from your part of the world. Even within a state, one part of the state may not know a thing about the problems and pressures of living in another part of the state. So one thing you do in a cover letter is try to give a thumbnail picture of your part of the world and the target population your project intends to serve.
Remember: A grant maker intends to solve a problem. Your project must be targeted to solve the problem that interests the grant maker. The proposal is the way you describe your project so that the grant maker knows enough about it to be sure it is a good investment. Your project must serve a target population—it must benefit someone—so it is important that you describe your target population so the grant maker can picture the beneficiaries.
Here is an example of how you might briefly describe your location and target population in a cover letter.
Our area is rural and our population is diverse due mostly to a large number of migrant workers. There are few cohesive communities with recognizable structure. Our people mostly work the land or work in the few small industries scattered across the three counties we intend to serve. Most adults reached no more than eighth grade and most clearly live in poverty.
Here is another example from a different type of environment.
We are a second tier city of half a million people. Most of our citizens work in steel or heavy manufacturing facilities. During a significant portion of the year, the climate is such that citizens rarely get out except to go to work. Loose communities surround each manufacturing plant. Other than school, there is little for our young people to do and there are many hours of isolation without adult supervision. For these and other reasons, we have a growing alcohol abuse problem both with adults and, significantly, with our young people.
It is also important to state your purpose for submitting a proposal. You do not need to go into detail but you need to say something more than “we need money.” They know that. Few, if any, funders will fund the entire budget of a project. This is not a money issue as much as a philosophy issue. If the grant maker funds the entire budget, what will happen after the grant funding inevitably runs out? The project will die. Other than entitlements, grant funding is not intended to go on forever. It has a limited time span and no grant funder wants to fund a project that dies when the funding runs out. They want to fund lasting efforts that are good investments.
So the grant maker wants to see your investment, and that of all the other partners and stakeholders in the effort. This is the overall project budget. There is a smaller budget that represents what you are asking of the grant maker. Here is an example of what you might say as a purpose for submitting the proposal.
Though we have funding internally and from our partners for the planning phase and for the actual structures within which the project will run, we do not have enough funding to cover all of the equipment necessary to accomplish the project mission.
Here is another example of a concise statement of purpose.
Our project is designed so that once it is implemented, project income and donated staff from our partners will insure continuation. However, for the project to be initiated, we need funding for staff training, for resource materials for our community resource center, and for the technology to manage the continuing project.
Next to last, it is important to thank the grant maker for the opportunity to submit a proposal. Everyone likes to be thanked and the representatives of the grant maker are no exceptions. It is an opportunity that you would not have if the people that set up the fund had not worked hard, first of all, to establish the fund and, second, to review, select and evaluate worthy projects.
Finally, give information on the project contact person. The project contact person is the one person in your organization who knows more about the project than anyone else. At this time, the contact person is probably the proposal writer rather than the project director. It is also probably not the cover letter correspondent. The contact person must be able to answer questions about the project, especially budget questions. Give the name, telephone number, fax number, and e-mail address for the contact person. If there are any special directions for making contact, such as time restrictions, include this information also.
Putting It All Together
Now that we have discussed all the pieces of the cover letter, what is an appropriate order in which to organize them? Your one-page cover letter should probably consist of four paragraphs in the following order. Each paragraph should contain this information:
1.
Introduction to your organization, community, and target population.
2.
Statement about the project that includes the two key hot buttons.
3.
Purpose for submitting the proposal.
4.
The “thank you” for the opportunity to submit the proposal and the contact person information.
Authorship
The question arises, “Who should write this letter?” The answer is that the proposal writer should craft the letter. Submit a carefully crafted letter to the correspondent as a “draft” for changes. Make any changes, print on letterhead, and return to the correspondent for signature. Almost no one will turn down the offer of someone else writing a draft from which to work.
Checklist—Cover Letter4
On letterhead.
One page.
12-point, text font.
Generous margins.
Left justified.
Reference line.
Salutation to a specific person.
First paragraph introducing the organization, community, and target population.
Paragraph about the project including two key hot buttons.
Paragraph explaining the purpose for submitting proposal.
Final paragraph expressing thanks and providing contact information.
Correspondent is the highest ranking person possible in the organization.
Signed by a human with blue ink.
“Prepared by” line.
Enclosure line.
Last Words
The cover letter is the first impression the funder has of your organization. It is important to take the opportunity to make points by indicating your fit with the funder’s agenda. This can be done subtly by showing that you are an organization that can handle the project, that you fit with the funder’s hot buttons, and that you understand what the funder is looking for. Writing cover letters is something of an art because you need to say a lot in a little space.
Examples of Cover Letters for Four Projects
The following four examples (1.1 to 1.4) offer sample cover letters used by four diverse organizations to request a grant. The elements described within this chapter have each been implemented in the letters.
EXAMPLE 1.1 After School Program — Cover Letter
Sunnyvale School District
One Academy Lane • Sunnyvale, Mississippi 39200
August 31, 2004
Sarah Smith, Ph.D., Director
After School Grant Program
Office of Elementary and Secondary Education
U.S. Department of Education
Washington, D.C. 20500
REF: September 1, 2004—After School
Grant Program Competition
Dear Dr. Smith:
Sunnyvale School District serves 12,000 students from a rural, largely farming area in north central Mississippi. Our five middle schools serve 4,000 students, 1,200 of which we propose to serve with our After School Program. We propose to serve those middle school students most at risk of failure due to academic or behavior problems.
Our proposed After School Program includes student activities in three areas: academic, recreational, and social. We have established a community-wide consortium of 16 stakeholder organizations both public and private.
Focus groups held throughout the district identified as needing immediate attention, the problem of children with no adult supervision between the time school is out and parents return home from work. The district’s long-term plan is to implement after school programs in all grades. To begin the process, we are requesting financial assistance to begin the process in our middle schools.
We appreciate this opportunity to compete to be among the growing number of schools nationwide providing a quality after school alternative for the youth of their communities. For the answers to any questions you may have, please contact Jane Jones: voice 999-555-1111, fax 999-555-2222, or e-mail [email protected].
Sincerely,
John J. Doe, Ph.D.
Superintendent
JJD/kbf
Enclosures: Proposal, 1 original with original signatures Proposal, 6 copies
EXAMPLE 1.2 Senior Citizen Wellness Center — Cover Letter
The Senior Citizen Wellness Center
100 Main Street
AnyTown, AnyState 99999
August 31, 2004
Cynthia Smyth, Director
Geriatric Grant Programs
Gigantor Health Care Foundation
One Funding Way
Grants Pass, Oregon 97526
REF: September Cycle—Geriatric Grant Programs
Dear Ms. Smyth:
The Senior Citizen Center has been created to serve our large and growing elderly population through a partnership between the city and several service organizations, both public and private. Our midsized city is in the early stages of economic revival, but is experiencing the problems inherent with an older than average population.
We propose to use a comprehensive approach to the problems of the elderly, including activities aimed at health, wellness, life skills, and social enrichment. We also propose to create a single entry point to all the various services available to the elderly through a series of partnerships with local service providers.
The lead agency for this effort, the city, intends to place a bond referendum before the voters in 2006 for long-term funding of the Senior Citizen Center. We are requesting financial assistance to enable us to establish a pilot program that demonstrates the benefits of success thereby improving the chances of success with the referendum. (continues)
We are indebted to Gigantor Health Care Foundation for the guidance and help we have been provided in the development of our project and the enclosed proposal. Win or lose, we have benefited already from our relationship. Aspects of our planning will move ahead regardless of outside funding, though our efforts would be enhanced greatly by your assistance. For answers to questions about our proposed project, please contact Jennie Carter: voice 999-555-3333, fax 999-555-4444, e-mail [email protected].
Sincerely,
Jack J. Doe
Director
JJD/kbf
Enclosures: Proposal, 1 original with original signatures Proposal, 3 copies
EXAMPLE 1.3 Fire and Rescue Project — Cover Letter
Quad-County Fire and Rescue Association
123 Middle Junction Road
Central City, AnyState 12345
August 31, 2004
Don Jones, Director
Fire and Rescue Improvement Grant
Federal Emergency Management Agency
500 C Street, SW
Washington, D.C. 20472
REF: September 1, 2004—FRIG Competition
Dear Mr. Jones:
Quad-County Fire and Rescue Association is a cooperative effort of the 47 volunteer fire and rescue departments in Washington, Adams, Jefferson, and Madison counties. The purpose of the association is to pool scarce resources to improve training, recruitment, and community programs and outreach.
The purpose of the proposed project is to improve our abilities and capacity in fire prevention, fire fighting, and emergency medical services. The activities we will undertake in pursuit of this purpose include neighborhood fire prevention programs, a junior fire marshal program in the schools, centralized training, centralized recruitment, and improved purchasing power through standardization and coordination.
We need assistance in expanding the collaborative effort on behalf of the fire and rescue departments in the Quad-County area. It is widely accepted that the association concept has promise, but for the true strength of the association to become real, we need to show concrete results. FEMA assistance will enable us to overcome this hurdle. (continues)
Thank you for the opportunity to apply for the funds to improve fire and rescue services in our service area. Please contact me for answers to any question that may arise: voice 999-555-4321, fax 999-555-9876, or e-mail moleary@quad-cnty-fire&rescue.org.
Sincerely,
Mabel M. O’Leary,
Executive Director
MMO/kbf
Enclosures: Proposal, 1 original with original signatures Proposal, 12 copies
EXAMPLE 1.4 Alcohol and Drug Abuse Program — Cover Letter
INNER CITY ALCOHOL AND DRUG PREVENTION COMMISSION
44 RIVER ROAD • RIVER CITY, ANYSTATE 12345
August 31, 2004
Bernard Benrard, Director
Substance Abuse Prevention Initiative
Mega-Industries
100 Mega Circle
Mega, New York 12080
REF: September Cycle—Substance Abuse Prevention Grant Initiative
Dear Mr. Benrard:
Our Alcohol and Drug Prevention Commission serves the old inner city portion of River City. Our population consists of older, long time residents and young families and singles. We do not have many middle-aged citizens, though this segment of the population is slowly increasing as our economic base revitalizes.
The proposed project uses a community-wide consortium of partners including schools, community centers, business and industry, and substance abuse service providers, both public and private. Project activities include education outreach into schools and communities, a hot line and 24-hour crisis team, and a performance art group to dramatically disseminate the message against substance abuse.
The Commission receives funding from state, city, and federal sources for its regular programs and activities. The proposed project combines expansion of existing work (outreach), a new communication effort (hot line), and a cutting edge effort to get the message out (performance art).
On behalf of the commission and its partners, thank you for the help you have provided to us during the application development process. Even if we are not awarded a grant, we have benefited greatly from Mega-Industries involvement. We are grateful for the opportunity to become a Mega-Industries Anti-Substance Abuse Community. For answers to questions about our application, please contact Sue Smithson: voice 999-555-8888, fax 999-555-7777, e-mail [email protected].
Sincerely,
John J. Jingleheimer
Executive Director
JJJ/kbf
Enclosures: Proposal, 1 original with original signatures Proposal, 4 copies
1
Natalie Clifford Barney (1876–1972), U.S.-born French author,
Samples from Almost Illegible Notebooks, no. 299 (London: Adam, 1962).
2
The Ford Foundation, 320 E. 43rd St., New York, NY 10017,
www.fordfound.org
.
3
The David and Lucille Packard Foundation, 300 2nd St., Ste. 200, Los Altos, CA 94022,
www.packfound.org.
4
Remember that a grant maker’s directions (instructions/guidelines) take precedence over any and all other considerations. You must absolutely, positively follow the grant maker’s directions exactly, precisely, and painstakingly.
Chapter 2Table of Contents
Buying books would be a good thing if onecould also buy the time to read them in:but as a rule the purchase of books is mistakenfor the appropriation of their contents.
Arthur Schopenhauer 1
At a Glance
What Else Is It Called?
Contents or guide to contents
Abbreviated TOC
When Is It Used?
Always include a table of contents. In a federal proposal, it is required. Always include one in a document with clearly defined parts and multiple pages (more than seven). Always include a table of contents in a document with supplementary information or appendix.
Why Is It Used?
First, it clearly shows you have included all the information the funder requested. Second, it shows a map of a complex document. If the reader is particularly interested in one section over another, the reader can turn to it quickly. It is important always to remember to make it easy on the reader.
Key Concepts
Include every item requested by the funder in the order in which it was requested.
Include every major heading in your document (headings should describe a body of content).
Include all key parts of the proposal and all supplementary information.
Formatting Issues
The table of contents should be readable; do not use tiny type to keep it from spilling over to two pages. It should be in 12-point type, just as in the main body of the document. Main headings should be clearly marked with page numbers. Subheadings should be indented under main headings and should also have page numbers. A dotted line between headings and page numbers helps the reader match headings with pages. If the table of contents is long, include a heading Table of Contents, continued on the second page.
Psychology and Organization
The table of contents (TOC) looks like an easy section, but there is real psychology in setting up a TOC. Why? There are several reasons. First of all, funders have very little time to read your document—your deathless prose. Yes, it is true; reviewers may not read all of your proposal. Moreover, different people may read different parts. If a funder has clearly stated what has to be in a proposal, and an item is left out of the TOC, the funder is likely to assume it is not in your proposal. Funders, on seeing a part left out, may choose not to even review your proposal at all, declaring it unresponsive. No amount of argument or discussion on your part will prompt a funder to review it during the next round of competition once it has been rejected.
Most funders, as you know, have guidelines, at least, if not a full request for proposal, stating the information they want in a proposal. In our book Grantseeker’s Toolkit: A Comprehensive Guide to Finding Funding,2 we told our readers to carefully outline the content required in the proposal. This is your base outline for the table of contents. You will add special features of your project, appendices and supplementary information to your TOC.
Not only include everything in the table of contents that the funder requests, but also include it in the order in which they requested it. They expect to see their own form of organization, even if you think they have the cart before the horse. Organize it the way they expect to see it, or they may miss the fact that you have all the anticipated parts. If you include additional topics, organize them logically with the topics they expect to see. Be careful that their major headings appear boldly and clearly. Again, make it easy on the reader.
Always: Include everything the funder requested in the Guidelines or Request for Proposal in the Table of Contents.
Examples
Here are a couple of good examples. First, from the Charles Stewart Mott Foundation.3
Specific Program Guidelines: Pathways Out of Poverty
The Pathways Out of Poverty program suggests that in many cases it may be preferable to submit a letter of inquiry in lieu of a full proposal. Such letters should describe the purposes, objectives, general methodology and total costs of the project. This allows the team to determine the relevance of the project and whether a full proposal is desired.
The following checklist should be used when submitting a full proposal to the Pathways Out of Poverty program:
A cover letter signed by the individual ultimately responsible for signing grant contracts on behalf of the grant applicant. The letter should describe briefly the proposed project as well as the amount of money requested and the grant period.
An explanation of the need or problem project addresses.
A description of how the project fits within the objectives of the specific program area(s) under which funds are requested.
The population served by the project.
The methodology and plan of work describing activities to be undertaken and possible limiting factors that can affect project progress.
The timetable for activities.
Anticipated results of the project.
The plan for dissemination of project results.
Anticipated follow-up, including an explanation of future funding if the project is to continue.
An evaluation plan to determine how the project will meet its proposed objectives, or indication of grantee’s willingness to participate in a Foundation
-
sponsored evaluation.
An annotated, line-item budget that includes a written explanation of each amount. (For example, “Salaries and Wages” should include the number of full-time equivalent positions and the duties of each FTE.) In addition, the project budget should identify the other sources of funding by amount and donor, and indicate whether that funding is anticipated or committed.
A summary of the institutional budget, based on the applicant’s fiscal year, if the applicant is not a major educational institution or unit of government.
Appendices such as institutional background, qualifications of main project personnel, and proof of tax-exempt 501(c)(3) status by the IRS.
The table of contents for a Charles Stewart Mott Foundation proposal would look something like Exhibit 2.1.
Next we can look at a federal program table of contents from the Smaller Learning Communities Program.4 The requirements of the program are as follows:
1. Application for Federal Assistance.
Use ED Form 424. The first page is the standard application face page on which you provide basic identifying information about the applicant and the application. Please note that the requirement for the employer identification number has been revised. Please indicate your D-U-N-S number. If you are unfamiliar with that number or how to obtain one, instructions are included in the package. Please include the e-mail address of the contact person, if available.
2. Coversheet for the Smaller Learning Communities (SLC) program application package.
The second page of your application consists of the SLC cover page indicating the name and address of each school included in the application.
3. Budget Form.
Use the enclosed ED Form 524 (Budget Information, Non-Construction Programs) to provide a complete budget summary for each year of the project.
4. Program Abstract.
Begin with a one-page abstract summarizing the proposed Smaller Learning Communities project, including enrollment data on each eligible high school and a short description of the population to be served by the project and a description of the project’s objectives and activities.
5. Table of Contents.
Include a table of contents listing the parts of the narrative in the order of the selection criteria and the page numbers where the parts of the narrative are found. Be sure to number the pages.
6. Program Narrative.
Applicants are strongly encouraged to limit the application narrative to no more than 25 double-spaced, standard-type pages. Describe how the applicant meets the competitive priority, if applicable. Describe fully the proposed project in light of the selection criteria in the order in which the criteria are listed in the application package. Do not simply paraphrase the criteria.
7. Budget Narrative.
Please provide a brief narrative that explains: (1) the basis for estimating the costs of professional personnel salaries, benefits, project staff travel, materials and supplies, consultants and subcontracts, indirect costs, and any projected expenditures; (2) how the major cost items relate to the proposed activities; (3) the cost of evaluation; and (4) a detailed description, as applicable, explaining in-kind support or funding provided by partners in the project.
8. Compliance with General Education Provisions Act (GEPA), Section 427.
Include a section that describes how the program narrative (Part III) describes its compliance with GEPA’s Section 427—equitable access to and participation in federally assisted programs for students, teachers, and other program beneficiaries with special needs.
9. Assurances and Certifications.
Each of the forms and assurances provided in this application package (4 total) must be completed and included in the application.
10. Appendices.
Applicants must include baseline data on student outcomes for one year, as Appendix A. Applicants may also include supporting documentation as appendices to the narrative. This material should be concise and pertinent to the competition. Note that the Secretary considers only information contained in the application in ranking applications for funding consideration. Letters of support sent separately from the formal application package are not considered in the review by the peer review panels.
EXHIBIT 2.1 Sample Table of Contents—Charles Stewart Mott Foundation
The table of contents from the Smaller Learning Communities Program would then look like Exhibit 2.2.
The table of contents may not look very important, but it may be critical to whether or not you actually get funded. Prepare it with significant forethought.
Checklist —Table of Contents5
Grant maker’s order.
Grant maker’s names.
A separate line entry for each application part named by grant maker.
All forms.
Project narrative broken into multiple, indented sub-headings.
Separate line entry for each budget year’s form and narrative.
Separate line entry for each item in appendix.
EXHIBIT 2.2 Sample Table of Contents — Smaller Communities Learning Program
