American Library AssociationGrant Writing for Federal and Foundation Proposals – Part I

 

Welcome! Let us introduce ourselves…

Maureen Meyer, MBA, GPCMeyer Consulting & Services(954) 913-0957maureen@meyerconsultingandservices.commeyerconsultingandservices.com

Amy Whitlock Jennings, MS, GPCWhitlock Writings(954) 416-2165amy@whitlockwritings.comwww.WhitlockWritings.com

Define terms used in Federal grants (D-U-N-S® number, Grants.gov, SAMs Registration, AOR, SPOC)

Know where to find the Uniform Guidance and associated descriptions Identify the five Grants.gov stages for a submitted grant Identify key strategies in setting up narrative sections Identify at least five data sources that can be used to craft needs statements Know how to align needs statements with program design Be able to draft a simple work plan Identify at least three ways to engage stakeholders in program and

application design

Learning Objectives

Process can take up to 4 weeks! Ask if you have a SAMs and Grants.gov account Verify that the accounts are current Ensure AOR will be available for submittal

SAMs Can take up to two weeks

Grants.gov Same day registration to register but 3-5 business days for an AOR to go

through the system

Before You Can Apply

Every entity needs a D-U-N-S® number to apply for grants, sign contracts, or do business with the federal government

What is a D-U-N-S ® Number? “The D&B D-U-N-S® Number is a unique nine-digit identifier for businesses. It is

used to establish a business credit file, which is often referenced by lenders and potential business partners to help predict the reliability and/or financial stability of the company in question. D-U-N-S, which stands for data universal number system, is used to and maintain accurate and timely information on +250 M global businesses.” (http://www.dnb.com/duns-number.html)

D-U-N-S ® Number

To see if you have a D-U-N-S® Number: https://iupdate.dnb.com/iUpdate/companylookup.html

To get a DUNS Number: https://iupdate.dnb.com/iUpdate/getUserInfo.html You will need to provide:

Name of organization Organization address Name of the chief executive officer (CEO) or organization owner Legal structure of the organization (e.g. corporation, partnership, proprietorship) Year the organization started Primary type of business Total number of employees (full and part-time)

D-U-N-S ® Number

Questions?

Verify your SAM status Active – good to go! Submitted – account is still being processed. Expired – account has not been updated in the last year.

If your organization does not have a SAM account you will need: D-U-N-S® Number Taxpayer Identification Number (TIN) or Employment Identification Number

(EINN) To assign an eBiz POC (typically CFO or similar)

SAM = System for Award Management

SAM (continued)

To set up a NEW account

To update an account

Questions?

Grants.gov

The federal government’s grant portal where you can: Research open opportunities Download grant documents including instructions and application packets Create shared workspaces for multiple parties to work on grant documents Find forms and instructions on completing forms Submit federal grants (through grant application document)

To submit grants, Grants.gov requires: Organizational registration AOR registration and approval from eBiz POC Registrations must be validated yearly

Grants.gov Overview

Register as a user Enter your organization's D-U-N-S® on the “Register with Grants.gov” page. Click the Register button. Complete the Organization Applicant Registration page, which includes

creating a username and password. Submit your Organization Applicant Registration. Communicate with your eBiz POC. An email is automatically sent to the

eBiz POC upon submission but it may be helpful if you also let them know you are requesting Grants.gov roles.

Grants.gov Homepage

Search for grant by keywords

Great support services

Login or register

Set up searches and subscriptions here

Grants.gov Registration

Follow the steps to:1. Register your organization2. Create an eBiz POC3. Create and authorize your AOR

Note that you can have additional users who are not AORs. These individuals cannot submit grants but they can search, download items, and participate in Workspaces.

Grants.gov – Search for Grants

There are several search options:1. Use keywords. 2. Browse by agency3. Browse by eligibility4. Browse by category

Note: Additional for library grants:https://www.imls.gov/grants/apply-grant/notices-funding-opportunities

Grants.gov – Preview Grant Opportunity

Always check for:• Eligibility• Number of grants funded• Dates• Match requirements

Download instructions, application package, and other needed documents

Grants.gov – Download Grant Package

Download documents and register for grant updates

Grants.gov – Application Package

Submittal button

Forms to complete

Make sure you are using the correct version of Adobe

Five Stages of Grant Submittal

Just clicking submit is not enough!1.Received2.Verified3.Rejected4.Retrieved by Agency5.Tracking Number Assigned

Questions?

Federal Grant Terms - AOR

AOR Who: Authorized Organizational Representative. This is typically someone in your business office, CEO

or CFO, or grants person with sufficient authority to commit the organization to a grant application. What: A person with sufficient authority to commit the organization to a project, sign official grant forms,

and submit a completed application. When: Needed anytime a grant is submitted and also needed to sign certain grant related forms and

documents. Where: On electronically submitted grants, the username and password of the AOR is required and

serves as electronic signature. On hard copy grants and forms, the AOR will sign by hand. Why: To verify a person of sufficient authority has approved the grant submittal including the budgets,

and any included Memorandums of Understanding/Agreement (MOU/MOA). How: Your organization’s eBiz POC must authorize an associated organizational user in Grants.gov.

SPOC

Single Point of Contact Check the guidelines for each grant to see if consultation is required Current list of SPOCs can be found at: https://

www.whitehouse.gov/omb/grants_spoc SPOC may:

Decline to review application Ask for 424, budget, and abstract Request full grant

Uniform Guidance

“The Office of Management and Budget's (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (commonly called "Uniform Guidance") was officially implemented in December 2014 by the Council on Financial Assistance Reform (COFAR).” (www.grants.gov/web/grants/learn-grants/.../omb-uniform-guidance-2014.html)

Frequently Asked Questions: https://cfo.gov/wp-content/uploads/2014/11/2014-11-26-Frequently-Asked-Questions.pdf

Full text of guidance: http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl

Guides, tutorials, etc.: NCURA: https://www.youtube.com/user/NCURA1959 Department of State videos: https://www.youtube.com/channel/UCL7wVVxWl4pRHL6cHgj0vVQ

Questions?

Five Foundations in Grant Writing

1.Learn to love the phrase “it depends”2.Follow the instructions precisely3.Don’t chase the money 4.Don’t make assumptions5.Write for your audience

Poorly crafted needs statements Data not verifiable or considered high quality Needs statement is too anecdotal Does not support program Does not meet funder priorities

Program does not align with needs Work plan does not demonstrate sufficient detail Budget does not support project or meet reviewer’s test (Part II)

Common Flaws

Make yourself a fill in the blank document. Copy and paste the headers, questions, and explanation from the grant instructions. Check for any included reviewer’s matrix to be sure you can capture the most points possible.

Note the amount of points assigned to each question or category and respond accordingly.

Use the funder’s own language. Use keywords from the instructions and reviewer matrix in your response and consider underlining, using bold, or italicizing key words to focus the reviewers attention.

Caution – be sure to check not only the instructions but also any funder’s handbook, Federal Register notice or other grant documents to ensure that you are following the appropriate style guide (e.g. single spaced, allowable fonts, attachments required, etc.)

Key Strategies To Setting Up A Narrative

Questions?

5 Data Sources That Can Be Used To Craft Needs Statements

US Census Bureau - http://factfinder.census.gov/faces/nav/jsf/pages/index.xhtml US Department of Education - http://www2.ed.gov/rschstat/landing.jhtml?src=pn Annie E. Casey Foundation (Kids Count Data) http://datacenter.kidscount.org/ County Health Rankings http://www.countyhealthrankings.org/ Local and federal jobs data, Bureau of Labor Statistics http://www.bls.gov/data/; state’s

department of labor HRSA - http://www.hrsa.gov/shortage/ Internally collected data including surveys and collections data compared to ALA Standards &

Guidelines Check the instructions for referenced data Be sure to cite all data

Note what your largest needs are and which ones you can actually impact directly with your program Example 1 – High rates of poverty and joblessness identified in needs. Connect this to

lack of early literacy resources in homes through a parent/student survey. Provide home resources through program.

Example 2 – Low science scores among high school students. Why? If elementary reading scores are low, you may need a literacy program. If reading rates are not low, implement a STEM project.

Check the needs discussed by the funder and note how they connect those needs to program eligibility.

Write forwards and then work backwards (i.e. needs to program and then check program against needs).

Align Needs Statements With Program Design

Questions?

Always check if the guide has a specific model or template. Common types are: Arranged by outcomes Sorted by major activities Calendar plan

Include detail for each main program component Provide REALISTIC timelines Work forward, then backwards Check plan against logic model and evaluation Check funder documents for required reports ,etc.

Work Plan

Engage Stakeholders In Program And Application Design

Survey consumers and partners to identify needs and design responsive programs

Have real partnerships with organizations in hard to reach communities and populations Faith based organizations After school groups Ethnic organizations

Invite partners and consumers to serve on the grant committee if possible

Questions?