FINANCIAL SUPPORT & FELLOWSHIP APPLICATION WRITING, PART I

CAROLYN.HANK@MCGILL.CA

Assistant Professor ▪ School of Information Studies

ABCs OF THE PHD SEMINAR SERIES ▪ 15 SEPT 2011 ▪ FACULTY OF EDUCATION

NOTE ON PRESENTATION

As described in the announcement on the content of this seminar: “This session will provide doctoral students with information on funding opportunities and tips for successful fellowship application writing.” The content of this slideshow draws on my experience in grant-writing aimed at US-based federal granting agencies. It is intended to provide some insight into key components to be addressed in making one’s case when applying for grants.

NOTE ON SLIDESHOW

This slideshow has been revised from the one originally presented during the live session on September 15, 2011. While the informational content remains the same, some editorial changes have been made to this presentation file.

E.G.: US-BASED FUNDINGS AGENCIES

PROPOSAL WRITING MUSTS

• Read application!

• Judge appropriateness.

• Read application!

• Look for samples.

• Follow directions!

PROPOSAL WRITING BESTS

• Divide and conquer.

• Don’t ask for money just to ask for money.

• Don’t start too grandly.

• But don’t think too small.

• Be realistic in what you propose to do.

• Know when to scale back.

• Be honest: Make budget appropriate.

• Consider outsourcing as appropriate.

TEN POINTS TO CONSIDER WHEN WRITING A GRANT APPLICATION

*** FROM IMLS-PERSPECTIVE ***

• National Impact

• Adaptability

• Design

• Sound management Plan

• Budget

• Qualified personnel

• Evaluation

• Dissemination

• Contributions

• Sustainability

PREPARING YOUR PROPOSAL

• Do your homework. – Be aware of what kinds of

projects were recently funded by the program you are applying to.

• Contact the program officer or other official identified by the funding agency.

• Visit the funder’s website. • Make it exciting! • Make it convincing.

• Have boilerplate ready and updated.

• Give yourself plenty of time to write the grant.

• Have knowledgeable people review it before submitting it.

• Submit the proposal early.

SUPPPORT

• Depending on scope/type/objectives of proposed project, consider establishing a board of advisors to oversee project early in the process (at least get folks to show enthusiasm/support by writing letters of support to be included as attachments.)

• Place influential and appropriate people on the board.

• Have a good reason for each appointment to the board.

• Solicit letters of support from others as well.

PREPARING YOUR PROPOSAL

• Read application thoroughly.

• Follow all instructions.

• This includes any and all instructions regarding: length, font size, margin, submission instructions, etc.

– E.g., Follow instructions for naming the files and their sequence when submitting online applications.

SAMPLE SECTIONS OF AN IMLS PROPOSAL

• Face Sheet

• Abstract

• Program Information Sheet

• Narrative – Evaluation Criteria

• Detailed Budget by Year

• Summary Budget Form

• Budget Justification

• Schedule of Completion

• Specifications for Projects That Develop Digital Products form (if applicable)

• Partnership Statement form (if applicable)

• Organizational profile

• List of key project staff and consultants

• Staff resumes

• Proof of nonprofit status

• Indirect cost rate form

• Supporting documentation (numbered, as appropriate)

E.G.: IMLS FACE SHEET & ABSTRACT

• Project Title: – Recommended: Descriptive, results-oriented, benefits-oriented. – Short and easy to remember.

• Abstract: – While you may write this last, it may be the most important

part. – Information in the abstract should identify:

• Who is the lead applicant and who are the formal partners (if applicable)?

• What is the time frame for the project? • What community need(s) will the project address? • Who is the intended audience for the activities? • What will be the project’s activities, outcomes, and tangible

products? • What are the intended outcomes for audience members in terms of

measurable changes in knowledge, attitudes, or behavior?

E.G.: IMLS NARRATIVE

• 10 pages; detailed formatting instructions

• Things to be included/addressed in narrative:

1. Assessment of need

2. National impact and intended results

3. Project design & evaluation plan

4. Project resources: budget, personnel & management

5. Dissemination

6. Sustainability

IMLS NARRATIVE DO’S

DO DOCUMENT THE NEED:

• What is the problem?

• What will happen if the need is not met?

• What could solve or help this problem?

• How will your project help solve this problem?

DO ADDRESS THE SIGNIFICANCE OF YOUR PROPOSED PROJECT:

• Be clear and direct, forceful but not overbearing,

• Explain the need for the project. – Outputs.

– Outcomes.

– Who will benefit?

• Cite related studies and literature

DO “MAKE THE CASE:”

• Why should your project be funded? E.g.: – Uniqueness of project

– Capacity to complete it.

– Alignment with your institution’s mission

DO “PROVE YOUR CASE:”

• Key informants – quotes, letters of support…

• Public meetings, testimony…

• Case studies.

• Data from public records…

• Survey of population to be helped…

• Literature reviews.

• Pilot studies.

IMLS NARRATIVE DO’S (CONT.)

DO ADDRESS HOW YOU WILL EVALUATE YOUR PROJECT:

• Make sure you tell the funder what will constitute success and how you will figure out if you have achieved it.

DO ADDRESS HOW YOU WILL DISSEMINATE RESULTS:

• Most granting agencies, at least federal ones, want recipients to disseminate their findings, research, or digitized materials nationally or wider.

• Indicate how you are going to do this.

IMLS NARRATIVE DO’S (CONTINUED)

IF APPLICABLE, DO ADDRESS SUSTAINABILITY OF YOUR PROJECT BEYOND FUNDING PERIOD.

• Extending benefits beyond grant period.

• Contribution to systemic change within /out the institution, as well as information agencies in general.

REMEMBER … BE SURE TO ADDRESS:

• What will be done?

• Who will do it?

• How long will it take?

• What is needed to accomplish it?

• Be specific and detailed.

IMLS NARRATIVE DO’S (CONT.)

E.G.: IMLS BUDGET

• Most scrutinized part of grant.

• Numbers add up really fast.

• Underestimating does not impress reviewers.

• Asking for too much or padding the budget doesn’t usually impress anyone either.

• Three budget components in application:

– Detailed Budget By Year (in Excel)

– Summary Budget Form (in Excel)

– Budget Justification (Narrative)

IMLS BUDGET DO’S

• Only ask for allowable expenses; i.e., not space, electricity, etc. if indirect costs not allowed.

• Do make sure in a multi-year proposal that you increase salaries and costs based on expected raises and inflation.

• Make sure all the numbers add up!

• Be neat and accurate.

• In a real-world situation, you will want to make sure your institutional research folks read it (they usually have to sign off).

INDIRECT COSTS

• Also known as overhead or F&A (facilities and administration).

• IMLS defines indirect costs as:

– “ …project costs that an organization incurs that cannot be easily assigned to an individual project. They are also called “overhead” or “administrative costs.” Examples of indirect cost items are charges for utilities, insurance, use of office space and equipment owned by the applicant, local telephone service, and the salaries of the management and administrative personnel of the organization.” (IMLS)

E.G.: IMLS SCHEDULE OF COMPLETION

• Shows when each major project task will be undertaken, marks the milestones for each grant activity, and designates how grant funds are to be spent throughout the project

• E.g., Table, Gantt Chart, or Chronology indicating the specific steps, start-ending dates, overlaps and dependencies, etc.

E.G.: IMLS ORGANIZATIONAL PROFILE/KEY PROJECT STAFF

• Organization Profile

– 1 page maximum

– Mission and service area

• Key Project Staff and Consultants and Resumes for Key Project Staff

– Listing of key staff and/or consultants

– Resumes/CVs (2 page maximum) --- OR ---

– Job descriptions

ATTACHMENTS

• Think about the attachments:

– Vitae, letters of reference, past project descriptions, lists of board members, copies of your organization’s publications, etc. that will add compelling evidence to your case.

WRAP-UP

• Tailor your proposal to the funder.

– Document what is;

– Demonstrate what should be;

– Make the case seem important and urgent;

– Use sound methodologies in your plan;

– Cast the proposal in terms of objectives and deliverables.

• Also make sure the proposal meets your needs.

• Collaborate as appropriate.

• When draft prepared, ask others to review it.

JUST REMEMBER …

… If grants were as easy as kittens, we’d all have one.

THANK YOU DR. CAROLYN HANK

Email: carolyn.hank@mcgill.ca

Phone: 514.398.4684

Web: http://ils.unc.edu/~hcarolyn

Acknowledgement: This slideshow revised from one prepared for INLS 752 (2009), as derived from slideshows prepared by Dr. Helen Tibbo, School of information and Library Science, University of North Carolina at Chapel Hill (2005-2008).