Deborah Hopkinson

1
Grantwriting for Youth Services Librarians

• Deborah Hopkinson
• Vice President for Advancement
• Pacific Northwest College of Art
• Author www.deborahhopkinson.com

2
What We Will Cover

• Overview of the Grantseeking Process
• Program Planning
• Research
• Potential Library Funding Sources
• Writing the Proposal
• Submitting Your Proposal

3
Overview Grant-Seeking Process

1. Program planning Why, what, and how much do we
   need?
2. Research Who are our potential funding partners
   and what are their requirements and needs?
3. Cultivation Building a relationship with
   funders
4. Solicitation Preparing and Submitting a
   Proposal
5. Implementation Administering the grant
6. Stewardship Recognition and Acknowledgement

4
The Proposal is Part of a Process
Planning and Priority Setting
Result
5
1. Program Planning

• Program planning Why, what, and how much do you
  need?
• Assessment of resources Do you have the
  staff/volunteers to write and manage a complex
  grant?
• Use of other staff and volunteers Who needs to
  be involved in the program planning process?
• Collaborate and connect Connect with others who
  have done similar programs find partners

6
What Funders Look For

• High-quality programs that meet a real need in
  the community
• Track record of effective program delivery
• Capable leadership
• A strong organizational and financial
  infrastructure
• Collaborators and diverse group of supporters
• A good match with funders needs and requirements

7
2. Research Overview of Funding Sources

• Foundations family, independent, community,
  corporate
• Corporate Giving Programs
• Publicly-funding agencies and programs (NEA,
  IMLS, Oregon Arts Commission, Oregon Cultural
  Trust)

8
What Is a Private Foundation?

• Nongovernmental, nonprofit organization
• Has its own funds or endowment
• Managed by its own trustees or directors or
  family
• Established to aid educational, social,
  religious, scientific, or other charitable
  activities through the making of grants

9
Types of Private Foundations

• Independent
• Company-sponsored
• Family
• Operating
• 5 payout requirement
• Must disclose total giving and grants through
• Form 990-PF (Available through guidestar.org)

10
Other Types of Grantmakers

• Corporate Giving Programs
• Marketing, corporate or company-sponsored
  foundations
• Companies may sometimes use marketing dollars for
  sponsorships or cause-based marketing
• company foundations may also have recognition
  requirements, such as use of logo or sponsorship
  recognition
• Federal, State, and other public agencies

11
Making a Match

• Who funds in my area of interest?
• Who funds in my geographic region?
• Who will provide the type of support I need?
• Why, what, and how much do we need?
• Has the grantmaker funded organizations like
  mine?
• How much does the grantmaker give to
  organizations like mine?

12
Research Resources

• Print directories and grant guides
• Foundation Center databases
• Foundation Directory Online
• Search Grantmakers
• Search Companies
• Search Grants
• Search 990s

13
Other Research Sources

• National
• http//nnlm.gov/ner/funding
• Government Grants Grants.gov http//grants.gov
• Institute of Museum and Library Services
  http//www.imls.gov
• Other Organizations
• Library Grants blog http//librarygrants.blogspot
  .com/
• Foundation Center http//foundationcenter.org

14
More Grantmaker Information

• Grantmaker Web sites
• Grantmaker documents
• Annual reports
• Newsletters
• Guidelines/brochures
• RFPs
• IRS filings (Forms 990-PF and 990)
• Look for list of grants awarded
• News articles

15
Grant Publications

• Grants for Libraries
• Grants for Libraries and Information Services
• National Guide to Funding for Libraries
  Information Services
• Fundraising for Libraries 25 Proven Ways to Get
  More Money for Your Library

16

• Stephanie Gerding Pam MacKellar
• Winning Grants A How-To-Do-It Manual for
  Librarians with Multimedia Tutorials and Grant
  Development Tools, published by Neal-Schuman
  Publishers in August, 2010.

17
List of Specific Resources
Please check all websites and RFPs for Current
eligibility and availability
18

• The Alibris Collection Award
• The Alibris Collection Award is an annual grant
  of books to an academic, public, special, or K-12
  library supporting specific collection
  development projects that advance the mission,
  priority areas, and goals of the selected
  library. The purpose of the Award is to help
  provide materials for libraries with replacement
  projects, retrospective collection-development
  projects, or routine collection building needs.
• Procedures and deadline for award applications
• To apply for the award, please do the following
• Create an online wishlist of desired titles.
• Send an e-mail to libraries_at_alibris.com,
  notifying us that you would like your wishlist to
  be considered for the Alibris Collection Award.
  Include a brief statement of interest concerning
  the desired collection and needs of your
  particular library.
• Award applications should be submitted via e-mail
  to libraries_at_alibris.com, and must be received by
  December 1, so that the winning library can be
  selected and the award announced the following
  January.

19

• ALA Lets Talk About It Making Sense of the
  American Civil War Grants
• Deadline April 19, 2011
• The ALA Public Programs Office and the National
  Endowment for the Humanities (NEH) announced an
  increase in funding for the Lets Talk About It
  Making Sense of the American Civil War reading
  and discussion program grant. Following the
  application process, 50 selected public, academic
  and community college libraries will receive a
  3,000 grant to support the reading and
  discussion series in their library in addition to
  books, promotional materials and other
  programming support. Applications are available
  at www.ala.org/civilwarprograms.
• .

20

• Barnes Noble http//www.barnesandnobleinc.com/c
  ompany/codonation/co_donation.html
• Deadline Applications are welcome at any time.
  Please allow 60 days for a decision.
• Barnes Noble's corporate contributions program
  supports non-profit organizations that focus on
  literacy, the arts or education (K - 12).
• Early Reading First Program http//www.ed.gov/pro
  grams/earlyreading/index.html
• Deadline For pre-applications March 23.  See
  website for full details.
• This program supports local efforts to enhance
  the oral language, cognitive, and early reading
  skills of preschool-age children especially those
  from low-income families, through strategies,
  materials, and professional development that are
  grounded in scientifically based reading
  research.

21

• Better World Books LEAP Grants for Libraries
• Deadline March 25, 2011Better World Books is
  providing grant opportunities to libraries to
  significantly impact local literacy efforts.
  Successful applications will use funds to advance
  a compelling model literacy project. 75,000 in
  funding is available.Interested libraries
  should submit a short two page project overview.
  The best proposals will be selected for a 30
  minute conversation where they will pitch their
  idea. Better World Books will select the winners
  whose projects are most viable and ready to go.
  Selected libraries will then be asked to complete
  a more detailed project plan in coordination with
  Better World Books. Selection criteria and more
  information is available on the Better World
  Books' LEAP website.

22

• The Follett Challenge for School
  LibrariesDeadline June 1, 2011The Follett
  Challenge invites the education community to
  promote the role that school libraries play in
  encouraging and developing information literacy
  and student engagement. Demonstrate how your
  program makes use of technology and content to
  engage students and improve information
  literacy.Six winning libraries will be rewarded
  with the cash-equivalent of products and services
  from Follett. Five prizes, including a 35,000
  first place prize, will be awarded by a panel of
  judges. A sixth 10,000 prize will be awarded
  based on online voting for the best video. The
  application consists of a detailed program
  description, a written endorsement of support
  from the school's administration and a 3-5 minute
  video as a creative representation of the
  program's impact. For more information on the
  Follett Challenge please visit
  http//www.follettchallenge.com.

23

• Giant Step Award http//www.galeschools.com/grant
  _goldmine/giant_award/about_giant.htm
• Deadline March 5
• Gale and School Library Journal give this award
  annually to recognize outstanding school and
  public libraries that have created innovative
  programs that have an impact on children and
  young adults. A total of 10,000 in cash prizes
  will be awarded.

24

• Hasbro Children's Foundation http//www.hasbro.o
  rg/default.cfm?pagegrantmaking
• Deadline April 1 through June 1
• The Hasbro Children's Foundation is committed to
  improving the emotional, mental and physical
  well-being of children, birth through age twelve,
  through the support of innovative direct service
  programs in the areas of health, education and
  social services. Small grants are available to
  direct service programs that meet a need of
  disadvantaged children in a local community in an
  innovative way. Funding decisions are guided by
  the principles of caring, opportunity, and joy
  and may be sought to seed a new program
  component, or help make an existing program more
  efficient or effective.

25

• Giant Step Award http//www.galeschools.com/grant
  _goldmine/giant_award/about_giant.htm
• Deadline March 5
• Gale and School Library Journal give this award
  annually to recognize outstanding school and
  public libraries that have created innovative
  programs that have an impact on children and
  young adults. A total of 10,000 in cash prizes
  will be awarded.

26

• Home Depot Grants http//www.homedepotfoundation
  .org/awards.html
• Deadline Applications are welcome at any time.
• Home Depot focuses it's giving in four areas
  affordable housing, at-risk youth, the
  environment, and disaster preparedness. It's
  focus on at-risk youth is "Established programs
  that help to develop leaders and encourage young
  people to become contributing community citizens
  through job readiness training, leadership
  development and volunteerism are specifically of
  interest to The Home Depot Foundation. Grants are
  directed toward programs that target youth, ages
  12-18, residing in under-served communities. "

27

• Jack Kent Cooke Foundation http//www.jackkentco
  okefoundation.org/jkcf_web/content.aspx?page24142
  27
• Deadline October 15
• Jack Kent Cooke Foundation's Innovation Fund
  provides grants to nonprofit organizations to
  spark the creation or expansion of innovative
  education programs in a particular field. For
  2005 grants, the Foundation invites proposals
  from non-remedial, out-of-school programs in
  critical reading and/or writing for elementary or
  middle school students. Programs should be
  designed to help students build high-level
  reading and/or writing skills to help them excel
  in rigorous academic environments as they mature.
  Programs must operate in the United States and
  serve low-to-moderate-income students. The
  Foundation encourages applications from rural
  communities, small towns, and other underserved
  areas. Each grant will total between 100,000 and
  200,000 and may cover one or two years of
  program work. The Foundation anticipates awarding
  three grants, which will be announced in March
  2005.

28

• Libri Foundation http//www.librifoundation.org/
  
• Deadlines Postmarked by March 15th, July 15th,
  and December 15th
• The Libri Foundation is a nonprofit organization
  that donates new, quality, hardcover children's
  books to small, rural public libraries in the
  United States through its Books for Children
  Program. Of particular interest are rural
  libraries that serve a population under 5,000,
  have a very limited budget, and have an active
  children's department. In order to encourage and
  reward local support of libraries, The Libri
  Foundation will match any amount of money raised
  by a library's local sponsor(s) from 50 to 350
  on a 2-to-1 ratio. Thus, a library can receive up
  to 1,050 worth of new, quality, hardcover
  children's books. After a library receives a
  grant, local sponsors (such as formal or informal
  Friends groups, civic or social organizations,
  local businesses, etc.) have four months, or
  longer if necessary, to raise their matching
  funds.

29

• McKenzie Foundation http//www.mckenziefoundati
  on.us/guidelines.phpgiving
• Deadline Requests for 5,000 and under will be
  considered at any time.
• "Generally, The McKenzie Foundation looks for
  creative projects or programs which can serve as
  catalytic agents in their fields and that can
  have an impact that will continue after the
  specific project has been completed. The McKenzie
  Foundation seeks proposals that support the most
  effective and promising approaches to make a
  significant difference in the initiative areas
  and are well matched to the size and capabilities
  of the organization making the request." The
  Foundation offers grants for projects focusing on
  early childhood development, education, the
  environment, arts and culture.

30

• Marshall Cavendish Excellence in Library
  Programming Award http//www.ala.org/ala/awardsbu
  cket/cavendishaward/cavendishaward.htm
• Deadline December 1
• "An annual award consisting of 3,000 and a
  citation of achievement recognizes either a
  school or public library which demonstrates
  excellence in library programming by providing
  programs which have community impact and respond
  to community needs...Eligible programs or
  particular interest for consideration includes
  support of educational programs, library programs
  for children and adults, reading and literature
  programs for children, library programs for young
  adults, programming for multi-ethnic groups,
  community outreach, literacy programs and
  providing programs and services for persons with
  disabilities.

31

• Meyer Memorial Trust
• Sample grant
• Hood River County, Hood RiverAwarded 61,000To
  provide the new Hood River County Library
  District with staff for re-opening the local
  library 

32

• Marshall Cavendish Excellence in Library
  Programming Award http//www.ala.org/ala/awardsbu
  cket/cavendishaward/cavendishaward.htm
• Deadline December 1
• "An annual award consisting of 3,000 and a
  citation of achievement recognizes either a
  school or public library which demonstrates
  excellence in library programming by providing
  programs which have community impact and respond
  to community needs...Eligible programs or
  particular interest for consideration includes
  support of educational programs, library programs
  for children and adults, reading and literature
  programs for children, library programs for young
  adults, programming for multi-ethnic groups,
  community outreach, literacy programs and
  providing programs and services for persons with
  disabilities.

33

• Milagro Foundation http//www.milagrofoundation.
  org/
• Deadline Applications are welcome at any time.
• The Milagro Foundation offers grants ranging
  between 2,500 - 5,000 to community-based
  organizations that work with children and youth,
  especially those at risk and disadvantaged due to
  such factors as poor health, illiteracy, or
  insufficient educational and cultural
  opportunities. The focus is on projects which
  address health education, literacy, and arts and
  culture education. Examples of projects that have
  been funded recently are reading and cultural
  enrichment programs in Spanish for community
  residents children and artists fees and
  materials for the Multicultural Arts Summer
  School serving children in the Mission area of
  San Francisco.
• .

34

• Mockingbird Foundation, Inc. http//www.mockingb
  irdfoundation.org/funding/ Deadlines February 1,
  August 1
• Distributes proceeds from the sale of products
  related to the band Phish to support music
  education for children. MFI is interested in
  targeting children eighteen years or younger, but
  will consider projects which benefit college
  students, teachers, instructors, or adult
  students. MFI is particularly (though not
  exclusively) interested in programs which benefit
  disenfranchised groups, including those with low
  skill levels, income, or education with
  disabilities or terminal illnesses and in foster
  homes, shelters, hospitals, prisons, or other
  remote or isolated situations. MFI is
  particularly interested in projects that
  encourage and foster creative expression in any
  musical form (including composition,
  instrumentation, vocalization, or improvisation),
  but also recognizes broader and more basic needs
  within conventional instruction. MFI encourages
  applications associated with diverse or unusual
  musical styles, genres, forms, and philosophies.
  Education may include the provision of
  instruments, texts, and office materials, and the
  support of learning space, practice space,
  performance space, and instructors/instruction.
  MFI is particularly interested in projects that
  foster self-esteem and free expression. Grants
  from 50.00 - 5,000 are available.
• .

35

• Oregon Library Services Development Grants
• .http//www.oregon.gov/OSL/LD/LSTAcomp.shtml

LSTA Competitive Grants in generalEach year, the
Oregon State Library makes around 800,000 in
competitive grants in the state to legally
estsblished libraries, or non-profit entities
serving libraries.  Public, academic, and special
libraries are eligible.  School libraries are
also eligible, but school library grants should
be high-profile and coordinated with the Oregon
Association of School Libraries.  The grant
guidelines have more detail.  The State Library
does not make grants to individuals.  One of the
main criteria in awarding a grant is if it
supports the state's LSTA Five-Year Plan. Grant
projects can be small or large as the project
scope demands,  but smaller projects generally
have a better chance of being funded.  Projects
may be funded for up to three years by a series
of competitive one-year grants.  Projects with a
one or two-year duration are viewed more
favorably than a three-year project.  The LSTA
grant program won't replace personnel or other
operating costs, fund building projects, or
purchase books or equipment without a strong
programming component. 
36

• Ronald MacDonald House Charities
  http//www.rmhc.org/rmhc/index/grants.html
  Deadlines December 29 and August 1 for letters
  of inquiry. Full proposals will be invited.
• The Ronald McDonald House Charities award grants
  to support programs that improve the health and
  well-being of children, ages 0-18. Programs
  should address a significant funding gap or
  critical opportunity, have long term impact in
  terms of duplication or reach, and produce
  measurable results.
• .

37

• Rosie's For All Kids http//www.forallkids.org/
  
• Deadline Applications are welcome at any time.
  Disbursements of funds occur in March and
  October.
• The Rosie O'Donnell For All Kids Foundation
  provides financial support to nonprofit programs
  serving economically disadvantaged and at-risk
  children and their families. Priority is given to
  programs serving low-income, urban areas.
• .

38

• Starbucks Foundation http//www.starbucks.com/a
  boutus/foundation.asp
• Deadline April 1, October 1
• The Starbucks Foundation awards grants to local
  nonprofit organizations that serve low income,
  at-risk youth between the ages of 6 and 18. These
  grants support innovative programs that enhance
  culture diversity and involve families, schools
  and neighborhood organizations, particularly in
  traditionally underserved communities. Grants are
  concentrated on two areas of interest the Power
  of Literacy, which focuses on programs that
  stimulate personal development and encourage
  commitment to social equity, justice and
  environmental awareness through writing, literacy
  and the promotion of the voices of youth in
  public forums, and Leaders in Diversity, which
  focuses on programs that teach the value of
  societal diversity, with an emphasis on the
  development of leadership skills to build bridges
  of understanding between individuals, groups and
  communities. Preference is given to programs that
  offer opportunities for Starbucks employees and
  stores to be involved. Grants range from 5,000
  to 20,000.
• .

39

• Target Community Giving http//target.com/targe
  t_group/community_giving/local_giving.jhtm
• Deadline Applications accepted March 1 - May 31.
  Applications will be reviewed as they are
  received therefore, you are encouraged to apply
  early.
• Target will donate between 1,000 and 3,000 to
  programs in their market communities. Their
  funding interests are in three areas early
  childhood reading (birth to third grade), the
  arts and family violence prevention.
• Verizon Foundation Grants Program
  http//foundation.verizon.com/04009.shtml
• Deadline Applications are accepted January 1-
  November 30.
• Focuses on technology and programs in literacy,
  the digital divide, women, economic development,
  and community development. Average grant sizes
  range from 5,000 - 10,000.

40
Other Sources (Courtesy of Katie Anderson,
Oregon Center for the Book)   Oregon Community
Foundation http//www.oregoncf.org/ Meyer
Memorial Trust (local) http//www.mmt.org/ The
Ford Family Foundation (local) http//www.tfff.org
/ Library Services and Technology Act competitive
grants (local) http//www.oregon.gov/OSL/LD/LSTAc
omp.shtml Oregon Foundation DataBook Barbara
Bush Foundation for Family Literacy
http//www.barbarabushfoundation.com/site/c.jhLSK2
PALmF/b.4344531/k.BD31/Home.htm
41
Other Sources (Courtesy of Katie Anderson,
Oregon Center for the Book)   Education and
Literacy Grants http//www.fundsnetservices.com/se
archresult.php?sbcat_id6 National Institute for
Literacy http//www.nifl.gov/nifl/grants_contracts
/grants.html US Department of Education Grants
http//www.ed.gov/fund/grant/apply/grantapps/index
.html WHO Foundation (Women Helping Others)
http//www.whofoundation.org/Funding/WHO_FundingEd
.asp The Big Read http//www.neabigread.org/
Innovations in Reading http//www.nationalbook.or
g/innovations_in_reading.html American Library
Association Awards, Grants, and Scholarships
http//tiny.cc/rdr2c
42
Useful Websites

• Training Videos - http//www.onenet.net/ops/strea
  ming/brown_bag/brown_bag_index.html
• The Art of Grantsmanship - http//www.hfsp.org/how
  /ArtofGrants.htm
• The EPA Grant Writing Tutorial -
• http//www.epa.gov/seahome/grants/src/msieopen.ht
  m
• The Foundation Center - http//fdncenter.org/
• Writing Winning Proposals, the US Department of
  Energy - http//www.leeric.lsu.edu/sample.pdf
• Association of Fundraising Professionals -
  http//www.afpnet.org/
• Oregon Community Foundation Grantwriting
  Resources
• http//www.oregoncf.org/receive/grants/grant-writi
  ng-resources

43
TRAI
NING Foundation Center Free Webinars 60
minutes http//www.foundationcenter.org/getstar
ted/training/webinars/pwb_webinar.html

44
3. Cultivation Building Relationships

• Dont be afraid to pick up the phone or send
• an email to ask questions
• Make use of volunteer board members, library
  foundation
• Consider setting up an ad hoc volunteer committee
  to help with funding
• Increasingly, public organizations and agencies
  must close the gap with private funding

45
4. Solicitation Preparing Submitting a
Proposal

• Gather background information on the need to be
  addressed
• Identify project needs
• Staffing
• Equipment
• Supplies
• Sketch a rough draft of the budget
• Determine who will write the proposal

46
Getting Started

• Start early and pay attention to deadlines
• Review the guidelines and required format
  carefully
• Dont hesitate to ask questions
• Form a working group get all required internal
  permissions and review
• Make sure budget and program plan are realistic

47
Proposal Components

• Proposal order should conform exactly to what
  funding source specifies
• Sample Components of a Proposal
• Cover letter (if required)
• Executive Summary
• Introduction/Organizational Background
• Statement of Need or Opportunity
• Project Description and Plan
• Evaluation and Sustainability (Future Funding)
• Budget
• Conclusion

48
Proposal ComponentExecutive Summary

• Proposal begins with an executive summary
• Answer who, what, how, how much
• Why is there a need?
• What are you going to do to solve this need?

49
Proposal Components Introduction/Background

• Establishes who is applying for funds
• Describes applicant organizations purpose and
  goals
• Describes agency programs and background
• Describes clients or constituents
• Provides evidence of accomplishment
• Offers statistics and endorsements to support
  credibility
• Leads logically to problem statement

50
Introduction/Background (cont.)

• Describe your organization
• What makes your organization unique?
• Describe services or facilities
• Detail any support provided by partner
  organizations, library, university etc.
• Any other source of funding
• Letters of support

51
Proposal Component Statement of Need or
Opportunity

• How do you know there is a need?
• Research your/other organizations efforts
• What is being done currently?
• Did it work?
• What has been done in the past?
• How will your project be different?
• How will the project address the need or
  opportunity?
• Remember Institutions dont have needs,
  communities have needs

52
Need/Opportunity (cont.)

• Relates to purposes and goals of organization
• Is of reasonable dimensions
• Is supported by statistical evidence
• Is supported by statements from authorities
• Is stated in terms of clients or beneficiaries
• Is developed with input from clients and
  beneficiates
• Doesnt use jargon

53
Proposal ComponentProject Description Plan

• What do you want to accomplish?
• List goal and objectives to reach goal
• Be precise and provide specifics where possible
• Use action words increase, reduce, expand
• This is where you describe what you expect the
  results of your project will be, in a detailed
  and quantitative manner.
• Who will you serve? How will you serve them? How
  many? By when?
• Who will be responsible for making sure this
  happens?

54
Project Description Who is being served?

• Identify target group
• Identify geographic area
• Use background data (examples, statistics)
• Be as specific as possible
• Demographics
• Socioeconomic data
• Census information- Populations
  http//www.census.gov
• Statement of need and/or opportunity

55
Project DescriptionHow will you do it?

• Provide rationale for the stated objectives and
  plan of work for achieving them
• Include any experience with methodology, areas of
  anticipated difficulties or unusual circumstances
• Timeline
• Provide an activity-based timeline corresponding
  to objectives

56

Project Description Who will do it?

• Identify all project personnel and volunteers
• Include a narrative summary of qualifications as
  they relate to the statement of work and project
  responsibilities
• Evidence of organizations ability to handle a
  project of similar scope

57
Proposal Component Budget

• Is your budget realistic?
• Tip Consider the period of performance of the
  project, in relation to the amount of recurring
  expenditures, e.g. reproduction, supplies,
  communication, travel
• Dont cut yourself short
• Ensure that your figures add up correctly
• Ensure that your proposed budget does not surpass
  the total funding amount

58
Budget

• Highlight each item in the narrative that will
  appear in the budget
• Tip Conversely, every item that appears in the
  budget must be described in the narrative
• Break down each item into parts be specific

O
Equipment 1000
Equipment
Dell computer Model 900
Remote Mouse 100
P
59
Budget

• Ensure that the specific funding you request is
  allowable (staff, equipment, travel, etc.)
• Tip If you include items not listed in the
  budget section of the RFP, contact the funding
  institution and ask in advance.
• In-kind contributions or waived fees must be
  stated or discussed in the proposal
• Tip Be as explicit as possible in all
  descriptions in the narrative. Reviewers are not
  as familiar with your concepts or environment as
  you are.

60
Estimating Costs

• Research process
• Remember that costs go up
• Costs should be
• Reasonable
• Complete
• Realistic

61
Recap Steps to prepare a project budget

• Step 1 Know your project
• Step 2 List the various components of the
  project
• Step 3 Obtain reasonable cost and income
  estimates for each component
• Step 4 Be sure you have included everything,
  including overhead if allowed
• Step 5 Find out what format the funder prefers
  if any

62
Budget Recap

• Step 6 Prepare a spreadsheet/summary of costs
  according to the funders specifications
• Step 7 Make sure that your budget is neat and
  mathematically accurate
• Step 8 - Consider whether a budget narrative is
  appropriate and if so prepare one
• Step 9 Be sure to have your budget and budget
  narrative reviewed by another person who is
  familiar with the project

63
Budget Narrative

• This is where you describe why you need what you
  said you were going to buy in the Budget
  Description.
• How will a scanner help you accomplish your
  objectives? If you need that 36 in. high
  resolution monitor, say why.
• Be consistent, give the explanations the same
  numbering system or name as the Budget
  Description.

64
Other information often requested

• Audited financial statements
• Organization-wide budgets for recent years
• List of supporters and other funding sources
• Budget narrative
• IRS 990

65
Proposal Component Evaluation and Sustainability

• Must be measurable and quantifiable
• Use baseline data
• Evaluate each goal and objective
• How will you report the final results?
• What is the impact?
• How did you measure from the inside? How did you
  measure from the outside?
• How will you know to make changes for
  improvement?

66
Evaluation

• Covers product and process
• Tell who will be performing evaluation and how
  evaluators will be selected
• Defines evaluation criteria
• Describes data gathering methods
• Explains any test instruments of questionnaires
  to be used
• Describes the process of data analysis
• Shows how evaluation will be used for program
  improvements
• Describes evaluation reports to be produced

67
Sustainability

• Will the project be continued after period of
  funding ends?
• Indicates recipients belief in the project
• What will be done with the information gathered
  during the project?
• Important to foundations, non-profit
  organizations, private funders

68
Proposal Component Conclusion

• Final Appeal and Summary
• What you will accomplish
• Why its signifcant
• Financial summary
• Who will benefit

69
Proposal Recap

• Summary clearly and concisely summarizes the
  request
• Introduction describes the agencys
  qualifications or credibility
• Problem Statement documents the needs to be met
  or problems to be solved by the proposed funding
• Objectives establishes the benefits of the
  funding in measurable terms
• Methods describes the activities to to achieve
  the desired results
• Evaluation presents a plan for determining the
  degree to which objectives are met and methods
  are followed
• Future Funding describes a plan for continuation
  beyond the grant period and/or the availability
  of other resources necessary to implement the
  grant
• Budget cdelineates costs to be met by the
  funding source and those to be provided by the
  applicant or other parties

70
Finishing Touches

• Did you proofread?
• Did someone else proofread?
• Does your math work?
• Have you met the deadline for submission?
• Do you follow directions precisely?
• Did you keep a complete copy?

71
Proposals Writing Tips

• Keep Narrative Clear and Simple
• Tell the Reader a Story
• Use Action Words and Active Tense
• Make a cohesive, persuasive case for support
• Avoid jargon
• Proofread and re-calculate your budget
• Do not assume prior knowledge of your
  organization
• Demonstrate success and credibility (quotes,
  other support, letters of cooperation)

72
5. Implementation

• Reporting requirements include reporting on the
  actual costs vs. budget
• Variances often require approval
• Your budget is something to be considered
  throughout the grant period

73
6. Stewardship

• Say thank you and submit reports on time
• Invite funders to events and provide
  newsletters/informal reports
• Say thank you again!

74
Contact Information

• Deborah Hopkinson
• Vice President for Advancement
• Pacific Northwest College of Art
• 503 821-8886
• dhopkinson_at_pnca.edu
• www.deborahhopkinson.com
• Forthcoming books Titanic, Voices from the
  Disaster
• A Boy Called Dickens
• Annie and Helen
• Knit Your Bit!