Process

Grant Writing WebQuest

Process

Steps to Preparing for and Writing the Grant Proposal (Click on each step to find web and print resources to assist you)

Step 1: Decide on the purpose for your grant proposal. Survey and understand the program and its needs. (Note: You may choose option 1 or 2; if you choose option 2, please ensure that you get your choice approved, via e-mail, by your instructor.).

Step 2: Research and identify a funding source. Locate the grant application and carefully read it. It is very important to read the funder's guidelines carefully to ensure that your project and the funder's initiatives go hand-in-hand with one another! (Note: For this project, you may choose to complete the grant application for the grant you select or use the general grant proposal outline provided below. If you choose to use an actual grant application, it must be approved by the course instructor,via e-mail, and should still include all the primary aspects of the general grant outline).

Step 3: Collaborate. Identify who is part of your grant proposal writing team. Identify each person’s primary tasks and responsibilities. Create a team timeline to ensure that the grant proposal is submitted on time. Your team will consist of five people. Read the each persons’ role and responsibilities. Decide who will fulfill each role(s).

Role	Responsibility
*The Lead Gant Writer*	You are an excellent organizer and detail person. You the “point” person who pulls the grant proposal together; that is, you responsible for thoroughly reading the grant application, knowing its specifications, compiling the grant proposal into one style, and ensuring that all the application requirements are met. Additionally, you ensure that all the extra materials are added (especially appendix information). You concern yourself with the writing the cover letter to the funding agency and the abstract/ executive summary. As a grant writer, you are likely familiar with program evaluation. You work closely with the program director and program staff to develop the evaluation plan. As the lead grant writer, you are the key person who provides support to the other members of the team and help them find needed resources.
*The Administrative and Research Assistant*	You are an excellent researcher and are responsible to find the reliable and valid literature for the literature review. You write the literature review the problem or needs statement. Most likely you are a person who pays close attention to detail and will be a vital part in the editing of the grant proposal.
*The Accountant*	You are the person who is good with numbers, so your primary responsibility is to work with everyone to create the budget. You will need to discuss with others exactly what supplies will be needed and how many personnel will be involved. You will need to identify events and activities that need to be figured in the budget. You will also need to ensure that the budget is set up according to the RFP. Since you need to investigate the cost of supplies, activities, and personnel, you may need to consult with suppliers or other agencies. In addition to identifying costs, it is important that you indicate for what purpose of each expense is. You are primarily responsible the construction of the budget, the budget justification, and providing a description of additional and future funding. You need to ensure that everything is VERY accurate.
*The Program Director and Executive Chair*	You are a “big picture person.” You are the person who will most likely be responsible for managing the grant once it is received. As director, you are familiar with the programs vision, goals and objectives. As the program director, you have insight about the staffing needs for the program and the programs ability to accomplish the proposal. You will work closely with the program staff to write/ outline the program goals and objectives, the programs staffing and administrative needs, and outline the qualifications and capacity of the program to fulfill the proposal.
*The Program Staff*	You are the person who is most familiar with the daily functioning of the program; thus, you will be responsible for the writing of the implementation plan (activities and methods) and timeline. You will work closely with the program director to ensure that the activities and methods are directly related to the goal and objectives and closely with the lead grant writer to make a plan to evaluate the methods and activities.

Step 4: Write the Grant Proposal.

Gather information. Complete a literature review.

Write the need or problem statement. (about 1-2 pages) - The problem or need statement is a statement that provides the rationale for the requested funding that is substantiated by literature. It includes the nature, extent, and impact of the problem (e.g. six thousand youth, between the ages of 13-17, in the state of Virginia, experience homelessness. This leads to school drop out, etc. Increased youth homelessness leads to increased community violence…), the factors contributing to the problem (e.g. lack of skills, physical challenges, lack of knowledge, policies, values, etc), and effective research-based theoretical approaches and practical interventions that are closely related to the program you are proposing for funding (e.g. Youth homeless shelter’s resiliency programs in Michigan deceased the number of youth living on the streets by 80%). Avoid cicular reasoning: "The problem is that we have no shelter in our community. Building a shelter will solve the problem."

Write the about the program (about 2-5 pages and graphs/chart if necessary)

Background/ Program Information- The background information provided about the program includes the mission statement and a brief history of the program.

Target population- A statement about the target population includes the target geographical location and participants (i.e. Who are they? How many will be served?) that the program is or will be serving.

Goals and Objective- A list of program goals (desired outcomes) and objectives (measurable outcomes) is included. The goals provide a general overview of the aim of the program (e.g. Our program will increase participants self esteem) and objectives (process and outcome) are specific, and measurable (e.g. Our program will assist 100 youth in improving their self-esteem as evidenced by an increased self esteem inventory scores after participating in the program for six weeks).

Implementation Plan (also known as the activities and methods; includes a timeline or schedule of delivery plan)- The implementation plan or methods and approach section outlines the plan of action to meet the goals and objectives. It helps the funders visualize how the program will operate by providing a detailed description of what methods (e.g. content, format, strategies, interventions, etc) will be implemented and when (e.g. a time table) they will be implemented. (Note: As this section is written also consider the staffing needed and the materials. Think about how each method will be evaluated.).Ensure that you read Chapter 3: Grant Proposal, Chapter 6: Writing Goals, Objectives, and the Implementation Plan, and additional web resources for further detail on all the components of this section.

Staffing/ Administration- The staffing section addresses the number of staff, their qualifications, and specific assignments. A chain of command or organizational structure is discussed. Details about individual staff can be included in the program section. Job descriptions may be added to the appendix.

Write the evaluation plan.- The evaluation plan provides information about how you plan to evaluate whether or not you accomplished stated goals and objectives. To develop the evaluation plan, you will need to list the goals and objectives, identify evidence that the goals or objectives have been met(performance indicators and measures- surveys, interviews, focus groups, tests, extant data, etc) and a method for collecting that evidence (data collection procedures and schedule). You will also need to identify data analysis and reporting procedures. As the plan is developed, ethical considerations of program evaluation should be considered. A chart and a narrative may be helpful to describe the evaluation plan.

Write the agency capacity/ sustainability statement. (about 1 page) - The agency capacity or sustainability statement provides information about the program or agencies’ qualifications and abilities. It shows how the qualification and abilities make the program or agency qualified to successfully conduct and complete the project/program for which funding is requested. Information about history of the program and statics, program’s past success and awards, resources such as community support and involvement and other agency’s material and monetary support, community agency collaboration and linkage, staff qualifications and expertise, volunteer support, and program strengths (e.g. unique contributions) are all elements that may be included in this statement.

Write the expense budget, a justification of expenses, and plan for additional or future funding. (no page limit)- A budget proposal, according to grant applications, is created. The budget includes an itemized list of all the material and personnel costs related to the operation of the program/ project. A narrative accompanies the itemized list to supply a justification for the items on the budget. A statement about additional funding secured or seeking is also made. Ensure that you read Chapter 3: Grant Proposal, Chapter 8: Budget, and additional web resources for further detail on all the components of this section.

Appendix, if needed(e.g. letters of support)- The Appendix includes supportive documents such as letters of support from community leaders and other agencies that describe program contributions and merit, letters from program participants that indicate the benefit of the program. Supporting documentation may also include copies of documents that show program accomplishments and awards, IRS501 (c), and audits of finical records. Other information may also be included. Be sure to include all the additional information that the grant application requires.

Step 5: Compile the grant proposal and edit the it. Ensure that the proposal contains all the needed components requested by the funder (no more and no less). Ensure that you used formal writing through out the proposal and correct all grammar and spelling errors.

Step 6: Submit the grant proposal to the funder (in this case your instructor) and wait to receive notification (or a grade and feedback).

Step 7: Prepare a presentation to share with your colleagues on writing an effective grant proposal. Demonstrate how your team developed the grant proposal highlighting the key point of your proposal and discuss what you learned about writing an effective grant proposal.