ywca metropolitan chicago grant writing fundamentals presented by: carolyn nopar susan geller...
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ywca metropolitan chicago
Grant Writing Fundamentals
Presented by:
Carolyn NoparSusan GellerMichelle Finkler
Objectives
1. Understand the grant process and cycle
2. What key components will be needed for a grant application
3. What you can do to influence the decision - Stewardship
The Grant ProcessThe Cycle
Targeting the right foundation Defining funding requirements Establishing a relationship with the funder Crafting the proposal Cultivating the funder while application is
pending Following up after the decision is made Timeframe - from initial submission to
decision can be several months or longer
Targeting the right Foundation
Use philanthropy resources to seek out possible funding sources (includes databases, Donors Forum, philanthropy news articles)
Be open to creative ways of viewing the YWCA beyond keywords of Women and Racism
Consider foundation assets, past grants, and size of average gift (can be found on 990 tax return – Guide star)
• Look at funders of similar organizations
Defining Funding Requirements
Call Development to ensure that we are not already working with them – this is vital!
Giving Guidelines (program & geographical area)
As an initial step, always check the foundation’s website for more information. Read it thoroughly- there are often many layers within each program area, and exclusions are often spelled out throughout the content.
Letter of Intent (LOI) or full proposal?
Establish a Relationship with the Funder
Get to know your funder: Pre-call submission -single most important
step!
Open a dialogue seek guidance on direction – offer several options if possible
These “influencer” individuals are the first point of contact between you and the funding process
Try to schedule a visit; include the right people
Crafting the Proposal
Overview of the proposal package
I. Cover letter
II. Executive Summary
III. Statement of Need
IV. Project Description
V. Budget
VI. Organizational Information
VII. Conclusion
VIII. Attachments
Crafting the ProposalI. Cover Letter
Reference to conservation/past contact Request – tailor the message Components of proposal package (narrative,
attachments) Empower funder by indicating material not
enclosed that may be requested Offer to answer questions/meet Signature by leadership
Crafting the ProposalII. Executive Summary
Need
Project description
Funding requirements
Organization and its expertise
Crafting the ProposalIII. Statement of Need
Include: Statistics to support case Examples (anecdotes, quotes)
Appeal to: Senses – what we can touch, see, feel Things anyone can relate to
Give the reader hope – narrative or story can be powerful
Crafting the ProposalIV. Project Description
Expected outcomes – how our we changing people’s lives
How to achieve outcomes – numbers served
Who will carry out the project
How to evaluate the project
How to sustain the project ( beyond the grant being applied for)
Crafting the ProposalV. Budget
Expense Information Personnel Non-personnel Overhead (M & G Costs- know Foundation limits)
Income Information Earned Incomes Grants and gifts
Budget narrative may also be required
Crafting the ProposalVI. Organizational Information
Date of founding and mission
Organizational structure, expertise, and programs
Information on staff and board
Audience served
Crafting the ProposalVII. Conclusion
Final appeal
Reiterate what you want and why it is important
Ok to use some emotion!
Crafting the ProposalAttachments
Board list Biographies of key staff IRS 501 (c)3 letter of determination Financial information
– Operating budget– Audited financial statements– IRS form 990– List of last FY funders and gift level
All can be found on Intranet under development
Cultivating the Funder
Also called Stewardship….
Refers to the ongoing attention to and maintaining of relationships with donors and funders. Good stewardship is a key part of the whole grant process.
Cultivating the Funder
Continue the momentum once a proposal is submitted:
– Telephone calls» Verify materials received» Find out status of application
– Written communication» Send more information- organization/program,
enhance stewardship (updates, program reports, newsletters, brochures etc.)
– Appointment or site visit to personalize relationship and entertain questions in advance of Board review; again, bring key people if possible
Cultivating the Funder
Stewardship activities can include: Submitting proposals and end-of-year reports in
requested format and ahead of deadline Sending handwritten thank you notes within 2 days
of receiving a check Keeping in contact by letter or phone Sending copies of the latest article, annual report,
newsletter or other items of interest to that funder Provide opportunities for informative and convenient
site visits.
Follow-up after a decision has been made
If the grant is funded:• Send a thank you letter, most likely several• Find out details – when to renew grant, reporting• Be consistent and timely
If the grant is rejected• Send a thank you letter• Call to find out what to do next• Don’t take it personally• Be persistent
Reporting and Stewardship
• Understand and obey the reporting requirements AND continue stewardship:
– Many foundations have high expectations and detailed reporting requirements
– Continue to cultivate the relationship through thoughtful stewardship and interactions
– Know timelines – request and opportunity to resubmit if guidelines permit
Celebrate Success and Learn from Rejection
• Celebrate a winning proposal, frequently a team effort:
– Rejection is common, despite excellent alignment with mission, so success feels good
– Never undervalue existing donors – they are a far better source of potential funds
– Use rejection to improve on future proposals, even if only with the same funder
Believe in the Mission
The most powerful tool is sincerity
Mission over Margin
Stay connected to the human element and continue to fuel your inspiration
Carolyn Nopar Associate Director of Development312-762-2735
Susan GellerSr. Institutional Relations Officer312-762-2741
Michelle FinklerInstitutional Relations Officer312-762-2738
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