promise neighborhoods pulling together a strong federal application webinar series, part 1 thursday,...

Promise NeighborhoodsPulling Together a Strong

Federal Application

Webinar Series, Part 1Thursday, May 20, 2010

2

WelcomeAngela Glover Blackwell Founder and CEO, PolicyLink

PolicyLink is a national research and action institute advancing economic and social equity by Lifting Up What Works.®

The Promise Neighborhoods Institute at PolicyLink is an independent, foundation-supported resource offering tools, information, and strategies to assist any community interested in participating in the U.S. Department of Education’s Promise Neighborhoods program.

3

IntroductionJudith BellPresident, PolicyLink

Agenda

1. Welcome – Angela Blackwell

2. Introduction – Judith Bell

3. Pulling Together a Strong Application - Jennifer Kennedy

a) Before Your Start

b) Begin with the End in Mind

c) Getting Started

d) Moving Forward

e) Help Along the Way

4. Question & Answer Period

4

PresenterJennifer Kennedy, Grant-writing Consultant

How to Apply The Promise Neighborhoods

Grantwriting Guide

Download Your Copy at:http://www.PromiseNeighborhoodsInstitute.org/

5

Pulling Together a Strong Application

Approach the federal application in five sequential steps:

1. Before You Start

2. Begin with the End in Mind

3. Getting Started

4. Moving Forward

5. Help Along the Way

6

Before You Start

Three crucial things to ask yourself before you delve into the application:

1. Are we eligible?

2. What’s the timeline?

3. What’s the matching funds requirement?

Once you have reviewed the requirements in these three areas, you’ll be able to answer the most important question:

Are we ready to apply?

7

Begin with the End in Mind

Application Deadline: Friday, June 25, 2010

Timeline for SubmissionCreate your own project timeline now and work backward from the deadline date taking into account the following:

• Plan to submit two to three days early.

• Get approvals for all participating schools, schools districts, and institutions of higher education.

• May and June mark the end of the school year or semester for most educational institutions.

• Submit detailed Memoranda of Understanding (MOUs) from all partners.

8

Begin with the End in Mind

Understanding the Electronic Application Process

You MUST:

• Submit your application electronically through e-Grants.

• Have the right systems on your computer to process the application by checking with the e-Grants website.

• Register in order to use the e-Grants system and complete and submit your application.

• Complete the electronic forms online and upload all the other documents to the electronic application.

• Upload all of the attachments as one document.

• Have an authorized representative from within your organization to approve the submission of the grant and sign off on the required forms between June 25-27 in order to fax the signed cover form.

• Submit early to allow adequate time for uploading documents and dealing with technical difficulties and systems overload.

Questions?

10

Getting StartedOrientation Materials

Get a feel for the application before diving in:

Summary Materials: Eligibility, priorities, target populations, service area, project design, data collection and reporting, and allowable activities during the planning period.

Pre-Application Webinars: Powerpoints offer useful graphics and recorded webinars have unique Q&A with Agency Staff

11

Getting StartedApplication Package

Let’s go over the following items:

• Components of the Application Package

• Page Limit & Formatting Requirements

• A “Walk-Through” of the Project Narrative

12

Components of the Application Package

There are three main parts:

1. Application Narratives: Consists of 1-page Abstract, 40-page Project Narrative, Budget Narrative form, and Appendix including resumes, MOUs, 501(c)(3) form, etc.

2. Standard Forms: Includes the standard cover form, supplemental information form, and budget form required for federal grants.

3. Assurances and Certifications: Required certifications and assurances for federal grants.


13

Getting Started

Quick Review of Page Limit and Formatting Requirements

• Project Narrative has a 40-page limit. What does this mean?

• Spacing requirements and font size have a major impact on the amount of information you can include in your narrative and will impact your final proposal.

14

Overview of the Project Narrative

Consists of six separate but interrelated sections assigned a certain value, in terms of points, with all points adding up to a total possible score of 100.


15

Review of the Absolute Priorities Required for the Proposal

The Project Narrative must incorporate and respond to the Absolute Priorities. There are 3 Absolute Priorities and an Invitational Priority:

Absolute Priority 1 — Describe Proposal to Plan

Absolute Priority 2 — Rural Communities

Absolute Priority 3 — Tribal Communities

Invitational Priority — Address one of the following 4 areas: Unique Learning Needs of Students with Disabilities and Students with Limited English Proficiency; Internet Connectivity; Civic Engagement; and Arts and Humanities.


16

Recommended Organization of the Project Narrative


SELECTION CRITERIA ABSOLUTE PRIORITY ONE REQUIREMENT

I. Need for project (up to 10 points)

1. Description of the neighborhood and level of distress

II. Quality of project design (up to 20 points)

2. Description of how the applicant will plan to build the continuum;8. Description of how the applicant will plan to use data;9. Description of commitment to work with national evaluator; and 10. Description of indicators to be used for needs assessment.

III. Quality of project services (up to 15 points)

IV. Quality of project personnel (up to 25 points)

3. Description of the applicant’s organizational capacity to plan and implement a Promise Neighborhood.

V. Quality of management plan (up to 20 points)

4. Description of how the applicant will plan to sustain and “scale up” the proposed Promise Neighborhood; and5. Description of commitment the applicant anticipates receiving from partners, including the preliminary memorandum of understanding described in paragraph 5(a).

VI. Significance (up to 10 points) 6. Description of how the applicant will plan to track available sources and funding levels of Federal, State, and local funds that could be utilized in the project; and7. Description of how the applicant will identify Federal, State, or local policies, regulations, or other requirements that would impede the applicant in achieving its goals.

Questions?

18

Overview of the Project Narrative

Now let’s walk through each of the sections:

Section 1: Need for the Project

Section 2: Quality of Project Design

Section 3: Quality of Project Services

Section 4: Quality of Project Personnel

Section 5: Quality of the Management Plan

Section 6: Significance

19

Project NarrativeSection 1: Need for the Project

Absolute Priority 1 Requirement: Description of the neighborhood and level of distress

Selection Criteria:

What the peer reviewers will be looking for in this section:

1. The magnitude or severity of the problems to be addressed by the proposed project as described by indicators of need and other relevant indicators;

2. The extent to which the geographically-defined area has been described; and,

3. The extent to which specific gaps or weaknesses in services, infrastructure, or opportunities will be identified and addressed.

20

Project Narrative Section 1: Need for the Project

Tips and Strategies for Addressing the Selection Criteria for Section 1 of the Project Narrative:

1. Geographic Parameters, Demographic Description, and Economic Indicators of Need

2. Academic and Family/Community Support Indicators of Need

3. Gaps or Weaknesses in Services, Infrastructure, or Opportunities

Questions?

22

Project Narrative: Tips Before Beginning Section 2 & 3

Overview of the Planning Grant Activities

• Purpose of the Planning Grant

• Planning Grant Activities

o Data Collection

o Data Analysis

o Data Systems

o Planning Solutions

o Leveraging Resources

o Evaluation

23

Overview of the Purpose of Planning Grant Activities

Purpose of the Planning Grant: This is your mission for the one-year planning grant period (Sept 2010-Sept 2011)

To create a multi-year implementation plan for a Promise Neighborhoods project in your neighborhood or region, based on a thorough needs assessment and segmentation analysis, which will significantly improve the educational and developmental outcomes of all children in that neighborhood or region and, ultimately, transform the target area.

24

Overview ofPlanning Grant Activities

Planning Grant Activities

o Data Collection

o Data Analysis

o Data Systems

o Planning Solutions

o Leveraging Resources

o Evaluation

25

Data Collection

Throughout the one-year planning grant you will be asked to track data for two purposes:

1. Project Indicators

2. Program Indicators

These fall into two areas:

1. Academic Indicators

2. Family and Community Support Indicators

26

Data Collection Questions to Consider

1. What is our plan for data collection?

2. Do we already have data for these categories, to serve as a baseline?

3. If we don’t have the data, how can we get it?

27

Data Analysis

• The planning grant team must conduct a thorough needs assessment, based on an analysis of data for each of the 10 required project indicators of need.

• The team must also conduct a segmentation analysis, to identify how certain subgroups of children and adults are faring in each of the 10 indicator categories.

28

Data AnalysisQuestions to Consider

1. How will the needs assessment and segmentation analysis be conducted?

2. Who will compile the data? Who will analyze the data? Do you need to build in money for a project data person or a consultant to help with this?

3. Finally, how will you ensure that all segments of the community have access to the data and are involved in the analysis and interpretation of it and the subsequent development of solutions?

29

Data Systems

• As part of the planning grant you will be asked to create a plan to implement a longitudinal data system.

• This longitudinal data system must be linked to school-based, LEA, and state systems, and accessible to project partners while abiding by privacy laws.

30

Data SystemsQuestions to Consider

1. How will you approach this task? Will you be building on ongoing efforts?

2. What are the various challenges (systems, technological, political, logistical, legal) you may face? How will you address these?

3. What is a realistic timeline for rolling out this project? Who needs to be at the table to make this happen? Do you need a consultant or equipment to do this?

31

Planning Solutions

Solutions will consist of two main types:

1. School Reform Solutions: The U.S. Department of Education requires you to work with at least one school. This is required and the Department is very specific about what it wants to see here.

2. Other Solutions: The school reform solutions above will only address project indicators in the Academic Program categories dealing with students at specific schools in your neighborhood. Depending on which schools you choose, this could be elementary school, middle school, or high schools students, or a combination.

32

Planning SolutionsQuestions to Consider

School Reform

1. Are you ready?

2. Who needs to be at the table? The school and school district must agree to this and sign off on it in the Memorandum of Understanding (MOU) for the planning grant.

Other Solutions

1. How will you build on/strengthen/revise/replace programs that already exist in your community?

2. What evidence can you produce to make a convincing case that this is the right direction/solution for the target population and neighborhood/region?

33

Leveraging Grant Resources

• You will be required to leverage resources during the planning grant period and also describe how you will secure the funds and partnerships to sustain and grow the project beyond your neighborhood/region.

• You will also be required to show that you have the capacity to fundraise and manage contributions and large grants and contracts.

34

Leveraging Grant Resources Questions to Consider

1. Do you have philanthropic partners at the table now?

2. Do you have government grants that you can build on with this project? What is the fundraising track record of the lead agency? Of the project partners?

3. Have you managed large government grants and contracts before? Do you have the systems in place to do so?

4. Who will be involved in the efforts to leverage funds? To manage funds?

35

Evaluation

• You will have to work with a national evaluator selected by the U.S. Department of Education to gather data for the specific indicators listed in each of the 10 target results (5 academic program and project indicators + 5 family and community supports program indicators).

• Again, these are called Program Indicators and are separate from your Project Indicators, which will include much of the same data but, in certain categories, will also be measuring additional indicators of your own selection.

36

Evaluation:Questions to Consider

1. What tools and methods will you use to evaluate your project? Who will do this?

2. Do you have in-house staff with this expertise or do you need to hire an internal project evaluator?

3. How will you use this information to make changes along the way and inform your multi-year project?

Questions?

38

Project Narrative Section 2: Quality of Project Design

Absolute Priority 1 RequirementThe Applicant will describe how they will:• Plan the continuum of solutions (Requirement#2)• Plan to use data (Requirement #8)• Work with national evaluator (Requirement #9)• Apply indicators to be used for need assessment (Requirement #7)

Selection Criteria What the peer reviewers will be looking for in this section:

1. Plan to build a continuum of solutions

2. A strategy that will lead to significant improvements in one or more schools

3. Strategies for using data

4. Clearly identified academic, family, and community support indicators

5. A commitment to work with the Department and with a national evaluator

6. Coordination with related efforts, and with community, state, and federal resources.

39


Cover three main areas to give a well-rounded sense of the problem(s)

Review and make sure you understand the following terms from the Planning Grant Glossary

• Continuum of services

• Persistently lowest-achieving school

• Low-performing schools

• Effective school

• Multiple domains of early learning

• Increased learning time

• Moderate evidence and Strong evidence

Project Narrative Section 2: Quality of Project Design

Questions?

41

Project NarrativeSection 3: Quality of the Project Services

Absolute Priority 1 Requirement: • Plan the continuum of solutions• Plan to use data• Work with national evaluator• Apply indicators to be used for need assessment

Selection Criteria What the peer reviewers will be looking for in this section:1. Proposed solutions based on the best available evidence2. Services that will lead to improvements in the achievement of

students3. Children with the highest needs receive appropriate services

42

Project NarrativeSection 3: Quality of the Project Services

Tips and Strategies for Addressing the Selection Criteria for Section 3 of the Project Narrative

One way to think about Section 3 vs. Section 2:

• Section 2 seems to be about what you are planning to do in these areas (i.e., plan a continuum of solutions, identify indicators, use data, work with the national evaluator, etc.).

• Section 3, in contrast, seems more to be about explaining why this is going to work and being accountable and discussing how you will use data to plan targeted academic interventions.

Questions?

44

Project NarrativeSection 4: Quality of Project Personnel

Absolute Priority 1 Requirement:

• Description of the applicant’s organizational capacity to plan and implement a Promise Neighborhood (Requirement#3)

Selection Criteria


1. The Secretary considers the quality of the project personnel who will carry out the proposed project.

2. In determining the quality of the project personnel, the Secretary considers the qualifications, including relevant training, experience, and prior performance of the applicant

3. Relevant experience includes the applicant’s experience in and lessons learned.

45

Project NarrativeSection 4: Quality of Project Personnel


IMPORTANT: See Requirement 3 under Absolute Priority 1 in the Application Guidelines, page 11.

This section really consists of two areas of focus:

1. Proving that you have the right people in place to plan and carry out the project, and;

2. Proving that you have a strong lead organization and leaders at the helm. In terms of personnel, it is stronger if you are able to identify now the staff and consultants you will use.

Remember to include resumes for key project personnel, background, and experience and collaborative efforts of key project leaders in the governance structure.

Questions?

47

Project NarrativeSection 5: Quality of the Management Plan

Absolute Priority 1 Requirement The Applicant will describe how they will:

• Plan to sustain and “scale up” the proposed Promise Neighborhood

• Secure commitments from partners

Selection Criteria


1. The quality of the management plan for the proposed project.

• The adequacy of the management plan to achieve the objectives

• Clearly described partner financial and programmatic commitment.

• A diversity of perspectives in project implementation.

• The potential for continued support.

48

Project NarrativeSection 5: Quality of the Management Plan


• Discuss the specific responsibilities of the project director and governance structure and how they will work together

• Talk about how they will know they are on track; where possible, mention tangible products or deliverables.

• Consider including a project timeline illustrating key planning milestones

• List the ways diverse communities/constituencies were involved in the development of the application and will be involved in the planning process

• Talk about specific examples when the lead agency and/or partners have managed a grant project or undertaken a neighborhood initiative

Questions?

50

Project NarrativeSection 6: Significance

Absolute Priority 1 Requirement

Describe how the applicant will:

• Track available sources and funding levels of federal, state, and local funds that could be utilized in the project.

• Identify federal, state, or local policies, regulations, or would impede the applicant in achieving its goals.

Selection Criteria


1. The significance of the proposed project and its likelihood it will:• Result in long-term systems change or improvement;• Build local capacity to provide, improve, or expand services• Demonstrate promising new strategies• Prove sustainable in a variety of settings.

51

Project NarrativeSection 6: Significance

•This section builds on the discussions in an earlier section and is a chance to make one last statement both about capacity and innovation.

•What is unique about your project or strategies that would make it a model program that could be replicated in other communities across the nation?

52

Questions?

53

Moving ForwardProposal Planning Pointers

•Think like a peer reviewer. Review the Selection Criteria section of the Application Guidelines (pages 27-29), which outlines what the peer reviewers are going to be looking for in your proposal, and organize your narrative to address the selection criteria. Where appropriate, you might even use some of the wording from the Selection Criteria in your sub-headings, to make it easy for the reviewers to see that you have covered the necessary points.

•Continue to review the requirements described in pages 8-14 under Absolute Priority I to make sure that your proposed solutions incorporate and are in alignment with these requirements.

•Keep a copy of the Planning Grant Glossary by your side to refer to when outlining the different sections, so you can make sure you understand exactly what they mean by the various terms listed in the requirements.

•Ask a colleague to serve as an “outside reader”, to double-check you have adequately addressed the requirements for each section and make sure that your proposal is clearly organized and easy for the reviewers to understand.

54

Moving Forward

Proposal Writing Tips

1. Write clearly and concisely.

2. Be precise and specific.

3. Keep your audience in mind.

4. Absorb the language of the funder.

5. Try to have one main writer or point person for the proposal.

6. Make sure all your narrative sections are interlinked.

Question and Answer Period

56

Help Along the Way

Webinar Series

Thursday, May 2712:00 PM - 2:00 PM Eastern “Developing Strategic Project Design and Project Services”

Thursday, June 312:00 PM - 2:00 PM Eastern“Making a Project Personnel and Management Plan”

Visit www.PromiseNeighborhoodsInstitute.org to register for the webinars, download the How to Apply Guide, and find other useful

resources to help you with your planning efforts.

Promise NeighborhoodsPulling Together a Strong

Federal Application

Webinar Series, Part 1Thursday, May 20, 2010

promise neighborhoods pulling together a strong federal application webinar series, part 1 thursday,...

Documents

mind application deadline

way slide

electronic application

policylink policylink

question answer period

egrants register

egrants website

egrants system