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:
Not at all. Many sources of funding are still available to non-profits, government agencies, schools, and school districts, in spite of the financial setbacks you hear about in the news.
Note, however, that budget cuts mean there will probably be fewer state and federal opportunities than in recent years – and fewer opportunities means more competition. Grant seekers will need to be more creative and diligent in their searches for funding sources, and should bear in mind that only the highest scoring proposals will be likely to secure funding.
Here are some 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. But sometimes it turns out that the competitions were not eliminated completely but rather were modified to meet budget constraints. Take the time to call state and federal program offices and ask about their upcoming plans. Keep watching for grant announcements, particularly in the spring, and don't neglect to investigate private funding sources. Many public agencies and non-profits have learned to ignore private funding because of the wealth of government funding offered in previous years, but in times like these you can't afford to overlook private sources. Even though they, too, are affected by the economic downturn, many foundations and corporate giving programs still provide excellent funding opportunities. Visit the Foundation Center's website at www.foundationcenter.org to find more information about foundation and corporate giving programs.
Question:
What is the first step in seeking grant funds for a program?
Answer:
When seeking funding for your program, keep in mind that you must first have a very clear idea about (1) what you want to do in terms of program development and (2) who will receive your services or be affected by them. The goal is to find a funding source that can fund that specific type of program for those particular beneficiaries. Many agencies and non-profits make the mistake of looking for funding first 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 get funded, but your chances for long term success are not good. Make sure that you're able to give specific answers to the question, “Why do we exist?” Then seek sources of funding that have money available for that specific purpose.
Good places to start looking for funding to realize your vision are the Federal Register (www.ed.gov/legislation/FedRegister/), your state's Department of Education website (such as http://www.cde.ca.gov/index.asp),the Federal grants website at http://grants.gov , and our Grant Goddess member pages. Another good source is your county Office of Education. All of these sources are updated regularly and they can be very helpful. If you have a special need for information, contact us and we will do our best to help you find 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 simple "No." Most grant proposals are written by folks just like you – dedicated, caring professionals, volunteers, administrators, and community members who have a great idea and are committed to turning their vision into reality. Unfortunately, most people working in agencies and non-profits these days simply don't have the time that must be devoted to proposal development if they hope to beat the odds and secure funding. Even among those who are able to find or make the time, only a few will have the experience and skill necessary for success. Let's face it: a grant writer who has crafted a dozen or more successful proposals for a particular kind of grant has not only gained valuable expertise, but has also seen a number of different program models developed by other agencies and organizations. That specialized knowledge, experience, and expertise can be very helpful to you.
Be careful, though. If you choose to work with a grant writer, make sure that you work with one who understands your vision, who 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 follow up by checking them. And make 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:
The answer is simple: Answer the questions the grant application asks! Most grant proposals fail to get funded because the authors fail to provide clear and direct answers to 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 addresses each criterion and that your responses can be understood by someone who knows nothing about your organization.
It's a good practice to ask someone who knows nothing about your proposal to review it before submission. Give your reader the funding criteria along with your proposal. Ask him or her to critique it according to the criteria in the application. Listen very carefully to what your reviewer has to say, particularly regarding anything that seems unclear. If it is not clear to your reviewer, it probably won't be clear to a formal reader, either – no matter how clear it may seem to you.
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 spelled out that state specifically how proposals will be judged. Private sources (i.e., foundations) often have similar criteria, but they are usually communicated less formally. 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 process.
One exception in which "who you know" does matter applies to those foundations that pre-select potential recipients of their grants. These foundations have developed long-standing relationships with organizations they trust whose work aligns with the foundations' goals. If the guidelines say that grants are accepted only from pre-selected applicants – and you are not one of those listed – then don’t waste your time submitting an application.
You should also know that privately awarded grants, such as those funded through foundations, often include a personal relationship component. Often you will be asked to present a brief description of your proposal first, after which you might be invited to submit a full proposal. In many cases, a program specialist will call you to discuss your organization's vision. Be prepared to explain “Why 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.
Authors of poorly written or incomplete grants often complain that grant writing is pointless unless you know someone "on the inside". But the truth is that a well thought out idea presented in an inspiring, clearly written proposal that responds directly to the funding criteria stands a very good chance of being selected for funding.
Question:
What should you do if you have submitted a proposal that has been rejected, but you really think it's a great idea that deserves to be funded?
Answer:
Always review the readers' comments when you receive notification that your proposal has not been funded. If the funding source did not include the readers' comments with your notification letter, then call and request a copy. In most cases, the comments are very instructive and will help you immensely when you revise and resubmit your application the next time.
Also, if you are turned down then ask yourself if you have selected the appropriate funding source for your vision. Sometimes organizations try to make a funding source fit their vision even when the criteria for funding clearly do not make a good match. It is much better to wait and keep searching for another source whose funding criteria already fit your 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 easily for another source if the vision matches closely enough.
Question:
We have some great ideas for projects 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 website (www.ed.gov/legislation/FedRegister/) at least once a week. The Federal Register reports all federal grant announcements. Also visit http://grants.gov for information about federal grant opportunities. You can download applications directly from the site and even apply online if there is a requirement to apply electronically. In addition, the U.S. Department of Education website at http://ed.gov offers funding forecasts that will inform you about grants that are expected to be available each year. Find some grants that interest you in the forecast and then keep an eye out for them to appear in the Federal Register.
State funding sources are a bit different. Some states list all grant opportunities online; others do not. In California, grant announcements are sent to school district superintendents. You should alert your superintendent that you are looking for a particular type of funding and ask for those announcements to get routed to you.
Foundations are a growing source of funds for public schools and non-profit organizations. The Foundation Directory (www.fdncenter.org) lists all foundations in the country and describes the type of projects they fund. The new CD-ROM version of the Directory is searchable. You can access the Foundation Directory online 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 require an external evaluator who is not employed by the funded organization. Others require only that the evaluator be someone who is not working directly for the funded program. Make sure you check the requirements of the funding source for specifics.
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 agency employees do not have very much of it these days. Second, effective evaluation also requires expertise in evaluation that few employees have – knowledge acquired through advanced education, training, and experience. Lastly, an external evaluator provides an outside perspective. An experienced evaluator who has seen a variety of programs in many different organizations can bring a wealth of insight 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 samples of evaluation reports they have written. Ask for references and call those references to inquire about the evaluator's work, asking about both the work process and the product. You want someone who will not only help you to meet evaluation requirements, but who will also work well with your staff and collaborative partners. And you 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 will not hesitate to describe clearly 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.
Remember that just because someone calls himself an evaluator does not mean that he is a professional. 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. Ask for the help you need. In most cases you will find that program specialists and funding source consultants are 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, waiting could jeopardize your funding.
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 establish effective evaluation and data collection procedures. This will save you a lot of time and headaches later on. Also, the evaluator will be able to do a much better job for you if her understanding of your program has been informed by her participation 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 principals responsible for the program. For a school program, for instance, the evaluation team would include the project director, the school principal, and the evaluator, and it would be a good idea to include teacher, parent, and student representatives (for middle and high school programs). The team should monitor both implementation of the evaluation plan and the evaluation results to ensure that they inform project implementation on an ongoing basis. In other words, an effective evaluation will provide information that helps the project serve its clients effectively throughout the year, as well as information that helps 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:
Start by sitting down and carefully reviewing the evaluation reporting criteria. Make sure you thoroughly understand the criteria. If you need some clarification, call the program staff at the funding source and ask all the questions you need answered to be sure you understand what's required. If you have recently been assigned this task and have little familiarity with the program, you might consider requesting an extension for turning in the report. Generally, three weeks is an adequate amount of time to complete an evaluation report – 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 might not have a certain assessment because the results have not been published 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. Also ask some who know nothing about the project to review it. Then take their advice on modifying the document to make it as clear but comprehensive as possible.
Even though you now have some tips on how to complete the task at hand (and how to get out of the jam you're in!), please be aware that this is not the optimum way to conduct an evaluation. Proper evaluation requires planning in advance together with the ongoing cooperation and participation of the project stakeholders over a period of time ranging up to several years.
