Grant Writing - FAQs
Additional questions and answers will be added periodically, so be sure to check back regularly!
Question:
I keep hearing about budget cuts at all levels. Does this mean that there will not be any grant funds available this year?
Answer:
To the contrary, there are many sources of funding that continue to be available to non-profits, government agencies, schools, and school districts in spite of the financial setbacks you hear about in the news.
Cuts do mean, however, that there are likely to be fewer state and federal opportunities than there have been in recent years (which translates to more competition) and that grant seekers will have to be more creative and diligent in their searches. It also means that only the highest scoring proposals will secure funding.
Here are a couple of tips to help you face these lean economic times:
Don't believe everything you hear. In the early days of budget cutting, people and governmental departments often claim that new grant competitions will be cut. In some cases, we find out later that the competitions were not eliminated at all; rather, they were modified to meet budget constraints. Take the time to call state and federal program offices to ask them about their upcoming plans and keep an eye out for grant announcements, particularly in the spring. Take this opportunity to investigate private funding sources. Foundation funding and corporate giving programs are still available. Some have been limited (because the economy affects us all), but many are still providing excellent support. The richness of state and federal funding has led many public agencies and non-profits to ignore private funding in the past, perhaps this is the time to start looking in that direction. Visit the Foundation Center's website for more information about foundation and corporate giving programs (www.foundationcenter.org).
Question:
What is the first step in seeking grant funds for a program?
Answer:
The most important thing to keep in mind when seeking funding for programs is to have a very clear idea about what you want to do in terms of program development and who is receiving the program services or will be impacted by them. Then the goal is to find a funding source that can fund that program for those beneficiaries. Many agencies and non-profits make the mistake of looking for funding and then trying to match their vision to the requirements of the funding source. If you take this approach, you might be lucky enough to be funded, but your chances for long term success in achieving good results are not good. Be able give specific answers to the question, “Why do we exist?” and then look sources of funding that have money for that specific purpose.
Good places to start looking for the money to fund your vision are the Federal Register, the California Department of Education website, the Federal grants web site http://grants.gov and the Grant Goddess member pages. Another good source is your county office of education. All of these sources are updated regularly and can be very helpful. If you have a special need for information, contact us and we will do our best to seek out a source of funding to meet your needs.
Question:
Do we really need to hire a grant writer?
Answer:
The easy answer to this question is a resounding no. Most grants that are funded are written by folks just like you - dedicated, caring professionals, volunteers, administrators, and community members - who have a great idea and are committed to making their vision a reality. Unfortunately, most people working in a agency or a non-profit these days simply do not have the time to devote to proposal development that is needed to get a proposal funded. Many of those who are able to make the time do not have the experience or skill that is needed. Let's face it, a grant writer who has successfully written 10 or 20 (or more) of a particular kind of grant has not only developed some expertise, that person has also seen a variety of program models in other schools and districts. That knowledge, experience, and expertise can be very useful to you.
Be careful, though. If you choose to work with a grant writer, you want to work with one who understands your vision, has extensive experience and success as a grant writer, and who operates within the generally accepted guidelines of ethics in the field. Always ask for references and call those references. Be sure to have a clearly written contract for services that specifies what happens if the grant is not funded (Will the writer revise the proposal and resubmit it next year? Will there be an additional fee for that?).
Question:
What is the most important thing to keep in mind when writing a proposal?
Answer:
This question has a very simple answer: Answer the questions! Most grant proposals fail because the authors fail to clearly and directly answer the questions that are asked as they respond to the funding criteria. Read the application very carefully. Then read it again. Make sure that your narrative responds to each criteria and that your responses can be understood by someone who knows nothing about your organization. It is a good practice to have your proposal reviewed before you submit it by someone who does not know much about your proposal. Give that person the funding criteria and your proposal and ask him/her to review your proposal and critique it according to the criteria in the application. Listen very carefully to what that person has to say, particularly if she says that something is not clear. If it is not clear to your reviewer, it probably will not be clear to a formal reader, no matter how clear you may think it is.
Question:
Is it true that who you know is more important in getting grants funded than the quality of your application?
Answer:
No, that is not generally true. In fact, with public funding sources (i.e., federal and state grants) very clear criteria are established to let you know specifically how your proposal will be judged. Private sources (i.e., foundations) often have similar criteria, but they are usually communicated less formally. One instance in which who you know is important is with Foundations that pre-select who is allowed to submit proposals for funding. These foundations have built relationships with organizations that they trust and who are doing work that aligns with their purposes. If the guidelines say that grants are only accepted from pre-selected applicants and you aren’t one of those, don’t waste your time submitting an application. If you are unsure about the funding criteria for a particular grant, call the contact person and ask for clarification. Most funding sources pride themselves on their unbiased selection processes.
You should also know that privately awarded grants, such as those funded through foundations, often can have a personal relationship component. With private grants, you often are asked to present a brief description of your proposal first and then you may be invited to submit a full proposal. In many cases, a program specialist may call you to discuss your organizations’ vision – be prepared to explain “Why do we exist” with passion and understanding. Knowing the program specialist never hurts, but these dedicated liaisons are typically committed to helping their Boards find the most deserving and capable grantees for their funds.
It is common for authors of poorly written or incomplete grants to complain that grant writing is useless unless you know someone "on the inside". The truth is that a well conceived idea, presented in a clearly written and inspiring proposal that responds directly to the funding criteria is very likely to be funded.
Question:
What should you do if you have submitted a proposal that has been rejected, but you really think you have a great idea that deserves to be funded?
Answer:
It is very important to review the readers' comments when you receive notification that your proposal has not been funded. If the funding source did not send you the readers' comments with your notification letter, you can call and ask for a copy of the readers' comments. In most cases, the comments are very instructive and will help you immensely when you revise and resubmit your application the next time.
Also, you should ask yourself if you have selected the appropriate funding source for your vision. Sometimes organizations try to make a funding source fit their vision – when the criteria for funding clearly show it does not. It is much better to wait and search for another source that already fits the vision perfectly.
Finally, don't limit yourself to one funding source. Often, there are both state and federal grants available for similar ideas. A grant written for one source can usually be modified very easily for another source if the vision is a match.
Question:
We have some great ideas for programs to really improve our programs, but they cost money. We don't even know where to begin looking for grants. Where should we start?
Answer:
There are many sources of funding; you just have to know where to look. First, make it a habit to look at the Federal Register at least once a week. The Federal Register (www.ed.gov/legislation/FedRegister/) lists federal grant announcements. Also visit http://grants.gov for information about federal grant opportunities. You can download applications directly from the Internet and even apply online if there is a requirement to apply electronically. In addition, the U.S. Department of Education website http://ed.gov has funding forecasts to give you an idea of grants that are expected to be available each year. Find some grants that interest you in the forecast, and then wait for them to appear in the Federal Register.
State funding sources are a bit different. Some states list all grant opportunities online and others do not. In California, grant announcements are sent to district superintendents. You should alert your superintendent that you are looking for a particular type of funding and she or he can then route those announcements to you.
Foundations are a growing source of funds for public schools and non-profit organizations. The Foundation Directory lists all foundations in the country and the type of projects they fund. The new CD-ROM version of the Directory is searchable. You can access the Foundation Directory online (www.fdncenter.org) for a monthly access fee. You can also buy the directory, but it is more expensive to own it than to access it online. Finally, many public and university libraries maintain up-to-date copies of the Foundation Directory that you can use free of charge.
Program Evaluation - FAQs
Question:
Do we really need to hire an external evaluator for our grant?
Answer:
Evaluation requirements vary by program. Some programs require an external evaluator and others do not. Some of those that require an external evaluator require that it be someone not employed by the funded organization and others require only that it be someone who is not working directly with the program. Check the requirements of the funding source for specific requirements.
Many projects choose to hire an external evaluator even if their program does not require it. There are many reasons for this. First, effective evaluation requires time, and most school employees do not have very much of it these days. Second, effective evaluation also requires expertise in evaluation, this knowledge is frequently acquired through advanced education, training and experience. Lastly, an external evaluator provides an outside view and an experienced evaluator has seen many programs in many organizations and can bring a wealth of helpful insights to assist with effective program implementation.
Question:
What should we look for in hiring an external evaluator?
Answer:
Look for someone who has both experience and formal training in program evaluation. Ask to see some samples of evaluation reports they have written. Ask for references and call those references to inquire about the evaluator's work, both in terms of process and product. You want someone who will help you to meet evaluation requirements and who can work well with your staff and collaborative partners. You also will benefit greatly from working with an evaluator who shares your vision and seems to really care about the work you are doing.
Your prospective evaluator should have a fee schedule and should be able to explain the fees very clearly and in writing. A good evaluator also will not be afraid to clearly describe all services to be provided in the contract, and will not charge you for an introductory consultation to discuss your project and explain her evaluation experience.
Also, remember that just because someone calls themselves an evaluator does not mean that he/she is a professional evaluator. It is wise to practice due diligence in employing an evaluator by validating their experience and training.
Question:
What should we do if we can't meet the deadline for turning in our evaluation reports?
Answer:
First of all, know that you are not the only one to miss an evaluation deadline. Organizations are so overwhelmed these days with new programs and initiatives that time seems to fly past very quickly. Be sure that you communicate with your contact person at the funding source as soon as you know that you are having difficulty with your evaluation. Tell the truth about the difficulties you are having and ask for the help you need. In most cases, you will find program specialists and funding source consultants to be very helpful and understanding people.
Make the call as soon as you are certain you will be late, do not wait until after the deadline to call.. Unless you are absolutely certain that it is a soft deadline, you could be jeopardizing your funding by doing this.
Question:
What is the most important thing to do to prepare for your evaluation when you first get funded?
Answer:
There are a number of things you should do within the first few months of receiving your funding notification. First, if you are going to hire an external evaluator, do it as soon as possible. She will be able to help you with establishing effective evaluation and data collection procedures and this will save you a lot of time. Also, she will be able to do a much better job for you if she has a thorough understanding of your program by being on board during the earliest stages of implementation.
Second, develop an evaluation management plan. If you have an external evaluator, she will draft this plan for you. The evaluation plan will contain details about what data needs to be collected, when it needs to be collected, who needs to collect it, why it needs to be collected, and in what form it needs to be collected. You have undoubtedly heard the expression, "Failing to plan is planning to fail". With respect to evaluation, it is absolutely true. Spending a little time in the beginning to plan your strategy will save many hours later on.
Finally, convene your evaluation team early in the year. The evaluation team should consist of the project director, the school principal, and the evaluator. It is also a good idea to include teacher, parent, and student representatives (middle and high school) on the evaluation team. It is the task of the evaluation team to monitor the evaluation both in terms of implementation of the evaluation plan and with respect to ensuring that results are used to inform project implementation on an ongoing basis. An effective evaluation will provide information to help the project serve students effectively throughout the year, as well as information to determine the overall effectiveness of the project at the end of each year, and over the course of several years.
Question:
I have to complete an evaluation report for a grant-funded project in my district and I don't know where to start even though it is due in a few weeks. I don't have any experience with evaluation and I can't find anyone in my district who has done this before. What should I do?
Answer:
Well, start by sitting down and carefully reviewing the evaluation reporting criteria. Make sure you thoroughly understand the criteria and if you need some clarification, call the program staff at the funding source and ask all the questions you need to ask. If you have recently been assigned this task and you are not familiar at all with the program, you might want to request an extension for turning in the report. Generally, three weeks is an adequate amount of time to get it done if you are familiar with the program and the data are readily available.
Next, start gathering data. Make a list of what you need to collect and start asking others for their help. The person in your organization responsible for collecting and maintaining program results will certainly be able to help you, as will some of the other program staff who implement various components and programs. If you find that some of the required data is not available, establish a procedure to collect it in the future and explain in your report why it is not currently available. Be sure to include all the data that you do have. For example, you may not have a certain assessment because the results have not been made available yet. If there are similar data available it is wise to substitute the alternative data with a clear explanation about how they relate to what was required and why the required data was not available at “press time”.
Take the time to conduct some focus groups (small group interviews) to gather information about what has worked well and what needs to be improved. You can find information about how to conduct focus group interviews at www.grantgoddess.com. If you have time to administer surveys, you will have even more information to help you write a good report.
Draft the report and share it with others. Ask some people who are familiar with the project to review it and also ask some who know nothing about the project to review it. Then take their advice on modifying the document to make it clearer.
Even though we have provided you with some tips on how to complete the task at hand and hopefully help you to get you out of the jam you are in, please be aware that this is not the optimum way to conduct an evaluation. Evaluation is a complex process that, when done properly, will take place over the course of a year, and will involve the ongoing participation of the stakeholders in your community.
