grant writing for prevention programs

7/30/2019 Grant Writing for Prevention Programs

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Grant WritingADS 426

March 22 nd & 29 th 2012

Presented by:Tiffany Kashas, MA, ICPS, CCDCIII

Coordinator of Prevention Services & Staff Counselor


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Outline

Session 1 March 22 nd

Background Grant Information

Session 2 March 29th

Strategic Planning Goals Objectives

Outcomes

Grant Writing Tips & Time Savers


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Session 1:

Background Grant InformationMarch 22 nd 2012


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What is a Grant?

Is an award of money that allows you to dovery specific things that usually meet veryspecific guidelines that are spelled out in detailand to which you must respond very clearly inyour grant proposal.

The Only Grant Writing book Youll Ever need page 12


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Who gives grants? Government agencies, Non-Profit [501(C) (3)] 509 compliant

(public charity & private) Government (aka flow through grant)

Federal Entitlement, aka mandatory, formula

Competitive, aka project, discretionary State, Local

Foundations Independent, Cooperate, Community

Funders (For Profit, aka Pass thru grant) Fiscal Agent [Grant Agreement] For Profit [Sub-Contract]

Corporations

Grant Writin USA Worksho Jul 7 th 2011 John Cannon, CSU Chico State


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Types of Grants

Federal Distribution State, Local/City, Universities, Non-Profits,

Tribes, For Profit, Others

Planning Grants Service Grants Formula Grant

Discretionary Grants Faith-Based/Community Initiatives Etc.


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Grant Categories

Agriculture Arts Business and Commerce Community Development Disaster Prevention and Relief Education Employment, Labor and Training Energy Environmental Quality Food and Nutrition Health

Housing

Humanities Information and Statistics Law, Justice and Legal Services

Natural Resources Recovery Act

Regional Development Science and Technology Social Services and Income Security Transportation

More than 1,000 grant programs are offered by the 26 federal grant-making

agencies, and these programs fall into 21 categories. Select any of the categories below to learn more about specific grants and agencies. Some agencies may belisted in multiple grant categories.

htt :// rants. ov
http://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=AGhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=ARhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=BChttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=CDhttp://www.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=DPR%22http://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=EDhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=ELThttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=ENhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=ENVhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=FNhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=HLhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=HOhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=HUhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=IShttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=LJLhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=NRhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=RAhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=RDhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=SThttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=ISShttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=Thttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=Thttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=ISShttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=SThttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=RDhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=RAhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=NRhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=LJLhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=IShttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=HUhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=HOhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=HLhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=FNhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=FNhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=ENVhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=ENhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=ELThttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=EDhttp://www.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=DPR%22http://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=CDhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=BChttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=ARhttp://www07.grants.gov/search/search.do?mode=CATSEARCH&fundActivity=AG


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Research, Network,Write & Package

Research Your project should coincide with the funders priorities

Network (purposeful schmoozing!)

The funder should know and trust your organization(s) To develop credibility and show that you did your

homework

Write & Package Your proposal should be in accordance with allguidelines



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Preparing to Write a Proposal

Begin early Do a Community Needs Assessment

Be Organized (possibly submit an IRB Application)

Apply early and often Work as a team Review Grant Applications (Eligibility/Fit & Deadlines days)


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Community needs assessment


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Choosing PriorityArea(s) of Concern

Keeping the focus on the priority behaviors, consequences,and/or underlying causal conditions at this stage in the planning process will help you select a comprehensive arrayof strategies later on that will be more effective in

preventing the problems and consequences you haveidentified.

Doing this will help you stay focused on your mission andvision at hand.

Pick no more than 3 priority areas at any one given time!! Are you going to work an inch deep on many things, or a mile

deep on a few things? under promise and over perform (capacity to achieve)


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Mini Grant Who, How much, what for?

Organization info.

Statistics

Methods

Handout

Whole page is largegrant writing

framework



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Look at grantors guidelines & write your own pyramid

Mission, Goals

*Accomplishments

*Endorsements: "Who else saidso"

History, constituents

Staff, board,volunteers

*Awards

Partner Entities(may have own

pyramid per entity)

Other Successfulgrants

* Good Delayed lead

Grant Writing USA Workshop July 7 th 2011 (John Cannon, CSU Chico State)


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Delayed Lead

A delayed lead includes information that mayhelp when researching and looking at whatthey will fund and write it this way for thefunder.

Example: Dentist in the surrounding area explained that he

sees X number of people and is 2 years backlogged I saw a family of 5 with 14 cavitieswho I have not seen in years.



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Brief Overview of Writing a

Proposal


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Preparing to write the Proposal

Establish benchmarks for deadlines Simple, Concise and professional (Utility of the document) Follow Formatting Requirements (Outline)

Take advantage of the fact that someone else has designed an outline for you

DO NOT stray from the prescribed format of the application Pay attention to every detail (page limits, font size, copies required for submission) Explain omissions Any little item you forget decreases your chances of getting funded

Use/Match their language (mission, priorities, website, application)

Match Budget to the capacity/scope of the proposal

Samples -SPF SIG RFP & CPSP


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Organizing Your Proposal Although each funding agency will have its own (usually very

specific) requirements, several elements are fairly standard: Face Page/Title page Table of Contents Abstract Introduction

Statement of the problem, purpose of research or goals, andsignificance of research

Literature review

Project narrative Methods, procedures, objectives, outcomes or deliverables,

evaluation, Personnel (Job Descriptions)

Budget and budget justification/narrative Appendices

Accessed on Jan 23-2011 http://www.unc.edu/depts/wcweb/handouts/grant_proposals.html


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Organizing Your Proposal cont.

Format the proposal so that it is easy to read Narrative vs. Grid Based (i.e. logic model, rubric, etc.)

Use headings to break the proposal up into sections.

If it is long, include a table of contents with page

numbers.

Sample -SPF SIG Proposal & CPSP


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Handout


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Letter of

SupportSample


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Title/Face Page

Usually includes: A brief yet explicit title for the research project Names of the principle investigator(s) Institutional affiliation of the applicants (department , University)

Name and address of the granting agency Project dates Amount of funding requested Signatures of university personnel authorizing the proposal



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Title/FacePage

Sample


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Table of ContentsSample


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Abstract

The abstract provides: Readers with their first/last impression of your project

Readers may glance at your abstract when making their final recommendations

Key elements of your research project in the future tense: (1) General purpose (2) Specific goals (3) Research design (4) Methods (5) Significance (contribution and rationale)

Be as explicit as possible in your abstract. Use statements such as, "Theobjective of this study is to "



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AbstractSample


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Introduction

The introduction should cover the key elements of your proposal, including: A statement of the problem

Should provide a background and rationale for the project and establishthe need and relevance of the research

The purpose of research How is your project different from previous research on the same

topic? Will you be using new methodologies or covering new territory?

Research goals or objectives

Should identify the anticipated outcomes of the research and shouldmatch up to the needs identified in the statement of problem List only the principle goal(s) or objective(s) of your research and save sub-

objectives for the project narrative.

Significance of the research



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Literature Review

Many proposals require a literature review.

Reviewers want to know whether you've done thenecessary preliminary research to undertake your

project.

Literature reviews should be selective and critical, notexhaustive.

Reviewers want to see your evaluation of pertinentworks.

Tips found in Module 2: Handout 2-4 (SAMHSA Manual)



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Project Narrative The project narrative provides:

The meat of your proposal and may require severalsubsections.

All the details of the project, including a detailed statementof problem, research objectives or goals, hypotheses,methods, procedures, outcomes or deliverables, andevaluation and dissemination of the research.

For the project narrative answer all of the reviewers'questions. Don't leave them wondering about anything.

For example If you propose to conduct unstructuredinterviews with open-ended questions, be sure you'veexplained why this methodology is best suited to the specificresearch questions in your proposal.



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Needs Statement

Is a brief description of the behaviors that currentlyexist and need to change that cause the problems andconsequences documented by your local data.

Remember- describe what exists that is a problem ,not what doesnt exist

Example Sixty percent of youth have consumed alcohol on one or more

occasions during their lifetime.


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Needs Statement Cont.

Agencies do nothave needs;

communities have

needs; lack ofdoes not proveneed

Brief description of need

Statistics, survey (localize,attribute [parenthetic (...),

source], true)

Expert Opinion

Anecdotes,short story

Barriers(Geographic,

Social, Econimic,Language)

"Lack of"- identifyand reframe in termsof community



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Goals, Objectives & Outcomes

will talk more about next time


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Evaluation & Dissemination of theResearch

Shows that you or your group has a purposeand is making a difference in the community

Giving back to the participants, investors, localsupporters, etc.

Shows change over time (Re-Do Needs Assessment)


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Personnel

Explain staffing requirements in detail and make surethat staffing makes sense.

Be very explicit about the skill sets of the personnelalready in place (you will probably include their Curriculum Vitae or Job Description as part of the

proposal).

Explain the necessary skill sets and functions of personnel you will recruit.

To minimize expenses, phase out personnel who are notrelevant to later phases of a project.



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Budget

The budget spells out project costs and usuallyconsists of a spreadsheet or table with the budgetdetailed as line items.

Simply make it clear that you are seekingadditional funding from other sources. This technique will make it easier for you to combine

awards down the road should you have the goodfortune of receiving multiple grants.



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Budget Cont.

Make sure that all budget items meet thefunding agency's requirements. (Travel,Lodging, Food etc). Many Universities require that indirect costs

(overhead) be added to grants that they administer standard (or required) rates are for overhead (5%, 10%,

ect)


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Budget

Sample


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Budget Narrative/Justification

A budget narrative explains the variousexpenses.

Even when proposal guidelines do notspecifically mention a narrative, be sure toinclude a one or two page explanation of the

budget.



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Budget Narrative

Sample


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Sustainability

Definition The long-term survival and continued effectiveness of an

intervention. (NREPP website) How are you going to continue the program when the

grant funding runs out?

Give me a long enough lever, and Ill move the world- Archimedes

True sustainability is not just chasing dollars. Rather, it means being very clear about the aims and mobilizing your community to join in the effort. CADCAs Sustainability Primer pg 39


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Effective Sustainability Resources

Writing and Reviewing strategic plan Developing & Implementing Plans for raising funds Monitoring potential external funding opportunities Developing & Maintaining relationships

Following progress towards goals Translate success into media announcements

Think Broadly about resources- money is an obviousexample, think about some examples below as resources. Human Resources (People-Volunteers, Interns- personnel/time) Social Resources Material Resources (Supplies, Technology) Location Resources (Building space, meeting location)


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Review

Now what do you think the job of a grant writer does? What can you do to make your grant stand out? Name some different types of grant opportunities?

Name some important pieces in a proposal?

Other points of interest or thougths about todays

discussion?


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Session 2:

Strategic Planning & Grant TipsMarch 29 th 2011


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What is strategic planning? Currently South Dakota Prevention professionals are

using the Strategic Prevention Framework (SPF) to:guide the selection, implementation, and evaluation of effective, culturally appropriate, and sustainable

preventing activities. The SPF includes five steps:

1) Assess Needs2) Build Capacity3) Plan4) Implement5) Evaluate

http://captus.samhsa.gov/access-resources/about-strategic-prevention-framework-spf


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Goals

Mims Definition- A goal is a broad -based statementof the ultimate result of change being undertaken (asa result that is sometimes unreachable in the short

term). Example The homebound elderly in Main County will live with dignity and

independence in their own homes.

Another definition- General statements of the major accomplishments that need to be achieved to realizean expressed vision.

Resource Book: Winning Grants: Step by Step by Grace Mims (pg 26-28)

Resource: Logic Model Guide from DADA


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Goals cont. Substance abuse prevention goals- describe the

changes in human behaviors that are needed to prevent the problems and consequences identified inyour problem statement. (e.g., decrease alcohol use by youth)

It has been advised to not pick more than 1-3 goals!

Examples Decrease 30-day alcohol use by youth aged 12 to 20. Increase the perception of harm in Adult Youth 18-25.


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Objectives

Definition-A. Objectives are much more narrowly defined than goals. Anobjective is a measureable, time-specific result that theorganization expects to accomplish as a part of the grant.

Objectives are: Are tangible and include numerical targets

Example There will be a 5% decrease in the number of frail older adults going into homes during the first five years of thesocial services referral program.

Winning Grants: Step by Step by Grace Mims (pg 26-28)


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Objectives cont. Objectives that are measureable become the criteria by

which you judge the success of your program. To bereally useful, program objectives should tell: Who?

Will do what? When? How much? As measured by?

S.M.A.R.T. S pecific, M easureable, Attainable, R esults Oriented, T ime Sensitive



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Objective Scenario Youre the principal of a school that recently assessed the

reading skills of 1,000 6 th graders. The news is not good 300students are reading at least one grade level lower than theyshould. You have a problem! In response, you start an after-school reading program with an initial test group of 50 young

readers. Two objectives are likely to appear in your proposal.Which on is best? Why? Example Process Objective:

Twenty 6 th graders will complete a 5 week tutoring program by the end of the 2012 academic year, measured by program attendance records.

Example Outcome Objective: Twenty 6 th graders will increase their reading skills by one grade level, by

the end of the 2012 academic year, as measured by pre and post programtest scores.


Ch k i f E ll


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Checkpoints of Excellence:Goals & Objectives

Who is to change? What behaviors are to change?

When will these changes occur? How much change will occur? How will you measure the change?



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Outcomes

Defined- state the degree of change you hopeto achieve within a certain time frame.

Outcomes should be: Specific, measurable, achievable, realistic, andtime limited, and they may be long-term,intermediate or immediate.

Immediate


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ImmediateOutcomes/Indicators

Immediate Outcomes are linked to strategies andactivities and reflect a quantifiable change inknowledge, skills and abilities.

Example By [month/date/year], [%] of youth ages 12 to 20 will have increasedknowledge about the problems and consequences associated withunderage drinking.

Immediate Outcome Process Indicators Progress in completion of research per established

timelines Percent of persons recruited and focus groups scheduled

per numbers needed and established timelines


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Long term Outcomes/Indicators


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Long-term Outcomes/Indicators

Long-term Outcomes are linked to goals andreflect a quantifiable degree of behavior change

Long-term Outcome Example: By June 30, 2015, 30-day alcohol use among youth ages 12 to 20

will decrease by 20% to an overall rate of 48%.

Long-term Outcome Indicators (aka Benchmarks) By June 30, 2012, 30-day alcohol use among youth ages 12 to 20

will decrease by 5% to an overall rate of 57%. By June 30, 2013, 30-day alcohol use among youth ages 12 to 20will decrease by 10% to an overall rate of 54%.

By June 30, 2014, 30-day alcohol use among youth ages 12 to 20will decrease by 15% to an overall rate of 51%.


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Review

Describe what Strategic Planning is? Describe what a goal is? Describe what an objective is? Describe what Outcomes are?


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Grant Writing Time Savers

Keep a general file with information about different topics

Dont make it about the money!!!! Tell your story and make it personal/individualized to your community (as appropriate)

If your proposal is rejected, ask specific feedback and rework and resubmit the proposal Which part of our proposal was most persuasive? What could have been done to make it even better?

"Don't give up" and "Try, try again


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Grant Writing Tips:Calling

Be brave (rational vs irrational fear) Helps them to know who we are and builds

credibility Prepare a list of key questions or phrases:

I have read your guidelines I want to make sure we are on the right track

I got the Dear John letter that indicates our grant will not be funded I would like to talk about what we could do better

G t W iti Ti


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Grant Writing Tips:Know Your Audience

8th grade writing level

Understand your funding source's interests

Make sure a match exists between grantee and grantor

Review their websites/brochures, use their language

G W i i Ti


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Grant Writing Tips:Know the Need for Your Project

Understand what market exists for your project

Make sure you understand the needs of your target

population

Examine what similar organizations are doing locally,

regionally, and nationally

How does that fit with your current need any whyyour applying for the grant

G W i i Ti


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Grant Writing Tips:Know Your Abilities

Understand why your organization is the one to carryout this project.

Capture momentum and build your narrative on your strengths.

Address weaknesses/gaps only when you articulateyour intention to strengthen them.

G W i i Ti


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Grant Writing Tips:Know how to Evaluate Results

Understand how you are going to (or have already)measure the process and outcomes of your project .

Prove to the funder(s) that you are launching ameaningful endeavor and you are serious about itssuccess.

Show the funder(s) that their money is being well spent.

Hire a evaluator !

Maybe set aside a % of your grant to higher an Evaluator,especially if it is not your strong point.

Grant Writing Tips:


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Grant Writing Tips:Other

Get to the point Who?, How much? and What for? Always write statements in a

positive light 20 words or less in a sentence

Avoid Jargon & acronyms do sprinkle funders in, however

Use Headers in body of grant Indented #s & bullets good but

limits characters

Application Guideline tip: Pink Highlighter (packaging)

Yellow Highlighter (content, writing)

HELPS WITH ORGANIZATION ANDGET EVERYTHING THE APPLICATION

WANTS

1 margin, 12pt font, Times NewRoman Header with Name and pages #s

on each page When sending a mailed copy of

your grant at post office get asignature on arrival

Submit on-line grants 2 days before the deadline

Graphs/Charts ok if okay with

funder minimal color

G t W iti g Ti


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Grant Writing Tips:Know Your Resources

Understand the talented individuals who are involved with the project andencourage them to share knowledge. Technology/Computer Skills Writing

Evaluation/Data Strategic Thinker Key Speaker/Build Partnerships Organizational skills Task Master (deadlines) Etc.

Resources are more than monetary, they can include people, time, location,knowledge, etc.

B li


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Bottom line,what you really need is

To read (not skim) all grant applications/guidelines thoroughly An honest plan that makes sense An evaluation plan that is rigorous A budget that is detailed & complete A good editor (one tone, concise, eliminate redundant & nonessential material) Promptness for application submission (before deadline) Engage readers minds & hearts

Q i ?


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Questions?

B k


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Books

Winning Grants: Step by Step [Mim Carlson]Developing Competitive SAMHSA Grant Applications [March 2007]Effective Fundraising for Non-Profits (NOLO) [Ilona Bray, J.D.]The Only Grant Writing Book Youll Ever Need [Ellen Karsh & Arlen Sue Fox]

Perfect Phrases for Writing Grant Proposals [Dr. Beverly Browning]Elements of Style [Stunk & White 1918] Nerd words how to write concisely John Cannon

R


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Resources Centralized location for Federal grants http://grants.gov

Department of Education http://www.ed.gov Department of Housing and Urban Development http://www.hud.gov/ Department of Justice http://www.usdoj.gov/ Department of Labor http://www.dol.gov/ Grantsmanship Center (State Map) www.tgci.com/funding/states.asp

Health and Human Services http://www.hhs.gov National Center for Education Statistics www.nces.ed.gov cfda.gov (Catalog of Federal Domestic Assistants) better than grants.gov fedstas.gov harvester.census.gov/sac (Federal Audit Clearinghouse) www.cdc.gov www.city-data.com www.foundationcenter.org (cannot do key word search like you can for govt sites) www.usa.gov/

Contact Information
http://grants.gov/http://www.ed.gov/http://www.hud.gov/http://www.usdoj.gov/http://www.dol.gov/http://www.tgci.com/funding/states.asphttp://www.hhs.gov/http://www.nces.ed.gov/http://www.cfda.gov/http://www.grants.gov/http://www.fedstas.gov/http://www.harvester.census.gov/sachttp://www.cdc.gov/http://www.city-data.com/http://www.foundationcenter.org/http://www.usa.gov/http://www.usa.gov/http://www.foundationcenter.org/http://www.city-data.com/http://www.city-data.com/http://www.city-data.com/http://www.cdc.gov/http://www.harvester.census.gov/sachttp://www.fedstas.gov/http://www.grants.gov/http://www.cfda.gov/http://www.nces.ed.gov/http://www.hhs.gov/http://www.hhs.gov/http://www.tgci.com/funding/states.asphttp://www.dol.gov/http://www.usdoj.gov/http://www.hud.gov/http://www.ed.gov/http://grants.gov/


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Contact Information

Tiffany Kashas, MA, ICPS, CDCC III414 East Clark Street

Julian Hall 336Vermillion, SD [email protected]

P: 605.677.5777

F: 605.677.6226
mailto:[email protected]:[email protected]

grant writing for prevention programs

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