2015 Grant Writing Resource Guide

Transcription

1 2015 Grant Writing Resource Guide Compiled by Patty Brennan Center for the Childbearing Year

2 Table of Contents Page How to Search for Funding 3 Tips on Writing Objectives 7 Proposal Writing Tips 12 Sample March of Dimes Letter of Intent Application 15 Sample March of Dimes RFP (See Budget Sheet in separate PDF file) 18 March of Dimes Reviewers Score Sheet 29 Ann Arbor Thrift Shop Grant Proposal (Sample) 32 Ann Arbor Area Community Foundation Proposal (Sample) 36 Bibliography & Resources 40 Page 2

3 How to Search for Funding General Tips Find out which foundations have given grants in your region. Foundations often shift their funding focus, and timing is everything. Watch for time-sensitive opportunities and get on mailing lists for RFP notification. Start a calendar to track the grant cycles of your most likely funders. Some foundations require a financial audit of your organization, while others require only a copy of last year s IRS Form 990. As you conduct your research, pay attention to this requirement. The cost of an audit (several thousand dollars) may be prohibitive for small nonprofits, thereby limiting eligibility. You need to know this upfront and, for starters, prioritize your opportunities accordingly. If you appear to be a good match with a foundation that requires audited financial statements, call and ask whether or not they are flexible on this point. Looking at the long-term big picture, an important sustainability strategy is to begin preparing now for your first audit. Try to get an accountant who is familiar with nonprofits involved with your organization (perhaps a volunteer?). If you get it set up correctly from the start and have all the systems in place for tracking grants, then you can be proactive regarding the types of issues that would get red flagged during an audit. Start collecting sample successful grants to use as boilerplate models. It doesn t hurt to call and discuss your idea with foundation staff before investing your time in creating a proposal. They can often provide important suggestions and hints that will make major differences in the final form and focus of your proposal. Pay careful attention regarding what to emphasize and what to tone down and be prepared to take notes on your conversation. Some funders may even require that you have this conversation first. There s no easy way around the investment of time necessary to identify your best opportunities. That said, it is time well spent. The funding directories that enable you to compile a comprehensive listing of foundation and corporate funding sources are as handy as the nearest Foundation Center Cooperating Library, where you can use them for free (do a Google search). You can also find and add state and federal grant-funding opportunities to your search package. Make printouts of pertinent opportunities and file for later reference. You can also subscribe to an online funding directory service to eliminate library trips (see Resources). Page 3

4 Potential Funding Sources Contact your local Community Foundation. Typically such funders offer smaller grants, typically under $10,000. Look for private foundations that have targeted your region or state; amounts variable (e.g., W.K. Kellogg Foundation, headquartered in Battle Creek, Michigan, prioritizes a certain percentage of their grant making for the Battle Creek area and the state of Michigan overall). Look for large corporations with grant-making divisions who are headquartered, or have subsidiary locations, in your state (e.g., in southeastern Michigan, Ford Motor Company, Blue Cross Blue Shield Foundation of Michigan, etc.). If the corporation is within a 100- mile radius of your service population, so much the better. Identify the Regional Association of Grantmakers (RAGS) in your area. RAGS are nonprofit membership associations of private and community foundations, corporations, individuals and others committed to strengthening philanthropy in the geographic areas in which they operate. Don t neglect the small, private, local organizations that raise money for the community (Kiwanis, Salvation Army, etc.). Government grants (state or federal) can be very large amounts. Accountability requirements can overwhelm a small organization; a strong organizational infrastructure, such as a solid bookkeeping system, evaluation systems and experienced staff will need to be in place. Letter Proposals for Corporations and Foundations One of the easiest, yet underused, writing formats is the letter proposal. Write two- to three-page corporate letter requests to send to small businesses, corporate giving programs and small foundations (those without staff). In comparison to a full proposal, the letter proposal is briefer, more concise and has fewer attachments. It is most successful when you keep the amount requested under $25,000 and ask for a direct grant (monetary award with no strings attached) or a product donation. Letter proposals will be reviewed by a trustee of the board of directors, a corporate giving manager, a community relations director or a foundation program officer. What do the reviewers look for in a successful request? Businesses and foundations want to know how your request meets their area of interest or why you chose them as the recipient of your corporate letter request. You will need to do your homework in order to align their mission or corporate philosophy with your organization s mission. Page 4

5 Letter Proposal Sample Template Grant expert Dr. Beverly Browning (see Resources) reports that she has used the following formula (adapted by me) for ten years, with a predictable 30 percent funding rate. What have you got to lose? 1. Opening salutation. Obtain the correct name of the contact person, title, and full mailing address. 2. Introductory sentences. Write three bulleted sentences that are compelling and grab the attention of your reader. For Dawn, new motherhood means juggling caring for her two-year-old son and newborn twins alone as she recovers from an emergency surgical delivery. For Mary, new motherhood means going through the motions of caring for her baby while feeling an utter lack of connection. She is depressed, can t sleep and feeling hopeless. She thinks about ending it all. Every day, social workers at our local hospitals are attempting to identify support for new mothers in need and the most they can offer is a one-hour visit from a home visitor. 3. Introduce your organization. Include who you are, where you are located, the organization s mission and information on constituency (population served). Keep this to one paragraph. 4. State your organization s problem. Write two to three paragraphs on your needs, issues or problems that need solving. 5. Beg the issue. Write a sentence or two that emits gloom and doom about the problem. Infant mental health research has established that untreated depression in the mother causes depression and developmental delays in the infant a likely setup for lifelong emotional and relationship problems. 6. Connect funder money to your need. Write one to two paragraphs to tell your reader how their funding can help solve the problem. 7. Ask. Tell the reader how much money or the kinds of product donations you need and what a gift to your organization will mean to the constituency you serve, such as in the following: A donation of $5,000 will enable Support for Moms to provide 250 hours of postpartum doula care for families in need. Your gift may make the difference between keeping families whole and together or seeing children who fail to thrive. Every child deserves a chance! Page 5

6 8. Thank you. Write a sentence thanking the funder in advance, on behalf of the constituency to be served. 9. Closing and signature. 10. Add one final thought-provoking sentence. P.S. Your partnership will help families at risk receive loving doula care, mothering the mothers so that they, in turn, will become better mothers. 11. Attach the following documents to letter requests: IRS 501(c)(3) letter of nonprofit determination Most recent financial statement (audited, if available) or IRS Form 990 from previous year Board of director s roster (with affiliations) Informational brochure or annual report (if you have one). Page 6

7 Tips on Writing Objectives Outcomes Reporting outcomes for your grant funded project does not have to be complicated. Outcomes are benefits to clients from participation in the program. Outcomes are usually in terms of changes in knowledge, behavior or outcomes. Outcomes are often mistaken with program outputs or units of services such as the number of clients who went through a program. To measure outcomes, baseline data is needed for comparison with data collected during and after project implementation. Proposals are expected to include at least one objective that seeks to change knowledge, behavior, or outcomes. Information found on this website may help you identify an outcome objective for your project: Here are some sample objectives to give you ideas for content and wording. Please notice the references to baseline data. Intent to Change Behavior - By December 2015, 80% of participants will agree to make at least one positive behavior change as a result of attending the prenatal classes as measured by client interviews. (Baseline will come from intake interviews.) Behavior Change - By December 2015, at least 50% of participants enrolled in the program will have improved eating habits by reporting increased intake of fruits/vegetables and water consumption as measured by client surveys. (Baseline will come from intake interviews.) Behavior Change - By December 2015, the number of women accessing adequate perinatal care (at least 13 prenatal visits beginning in the first trimester of pregnancy) at XYZ Health Center will increase from 125/year (baseline) to 150/year through the services of a Patient Navigator as measured by a review of client records. Change in Birth Outcome - By December 2015, decrease the percentage of preterm births among women enrolled in the project from 18% (baseline) to 16.5% as measured medical records review. Behavior Change - By December 2015, increase the percentage of pregnant women enrolled in the project who have a prenatal visit in the first trimester of pregnancy from 40% (baseline) to 50% as measured by medical records review. Behavior Change - By December 2015, 50% of program participants will demonstrate a decrease in stress as measured by pre/post-tests. (Baseline will come from pre-test results.) Knowledge Change - By December 2015, 60% of program participants will demonstrate an increase in the perinatal knowledge test as measured by pre/post-tests. (Baseline will come from pre-test results.) Page 7

8 Process Evaluation Defined Process evaluation focuses on how a program was implemented and operates. It identifies the procedures undertaken and the decisions made in developing the program. It addresses whether the program was implemented and is providing activities as intended. By documenting the program's development and operation, it allows an assessment of the reasons for successful or unsuccessful performance, and provides information for potential replication. Suggested format for writing process objectives (not the only one): By, of will. (By when?) (How many?) (Who?) (Do something) Examples of Process Objectives By March 2015, the New Beginnings clinic will schedule 200 prenatal visits for clients. By March 2015, 100 pregnant women will receive information about the smoking cessation program. By September 2015, 200 women will be screened for WIC eligibility and assisted with filling out applications. By March of 2015, 200 women will receive counseling and information on the importance of taking a multi-vitamin containing folic acid every day. Outcome Evaluation Definition Outcome evaluation is a type of evaluation used to identify the results of a program's effort. It seeks to answer the question, what difference did the program make? It yields evidence about the effects of a program after a specified period of operation. Outcome evaluation measures the health, knowledge or behavioral change for the target population. It measures (1) the proportion of the target audience expected to show a change in a specific indicator as a result of the program, or (2) the amount of change expected in the indicator. Outcome objectives may follow one of two formats: By, of will. (By when?) (Percent or % change) (Who?) (Indicator) By, will of. (By when?) (Who?) (Percent or % change) (Indicator) Page 8

9 Examples of Outcome Objectives By December 2015, the New Beginnings clinic will have a 20% increase in the average number of prenatal visits per client (2013 baseline: 6 visits). By December 2015, at least 40% of pregnant women enrolled in the smoking cessation program will quit smoking. By December 2015, the proportion of women eligible for WIC who are enrolled will increase to at least 70% in three areas (2013 baseline: 45%). By December of 2015, 50% of women who receive counseling and information about folic acid, will state that they take a multi-vitamin every day. Examples of Goal Statements & SMART (Specific, Measurable, Achievable, Realistic, Timely) Outcome Objectives Birth Defects Goal: Improve the ability of health care providers to identify and provide patient services related to preventable birth defects including increased access to genetic services. Objectives: By X date, there will be an XX% increase in the # of providers surveyed that report completing standardized genetic-history forms for prenatal patients. By X date, ## health care professionals will increase their knowledge by XX% about the risk factors, causes and prevention strategies for birth defects. By X date, there will be a XX% increase in the number of providers who screen pregnant women for alcohol use. By X date, there will be a XX% decrease in the number of babies born to mothers who report alcohol use during pregnancy. Folic Acid Goal: Decrease the number of births affected by neural tube defects in the state. Objectives: By X date, there will be an XX% increase in folic acid awareness among the women/providers surveyed. Page 9

10 By X date, there will be an XX% increase in the # of women reporting daily use of a multivitamin. By X date, there will be an XX% increase in the number of physicians that recommend multivitamins with folic acid to women of childbearing age. By X date, decrease the number of babies born in [State/County] with neural tube defects by XX%. Prematurity Goals: (1) Assist health care practitioners to improve prematurity risk detection and address riskassociated factors; (2) Educate pregnant women and their families to recognize the signs and symptoms of preterm labor; (3) Raise public awareness of the problems of prematurity. Objectives: By X date, there will be an XX% increase in awareness of the signs and symptoms of preterm labor among ## pregnant women. There will be an XX% increase in the number of women enrolled in smoking cessation programs by X date. By X date, there will be an XX% increase in the # of pregnant women who quit smoking during pregnancy. By X date, there will be a XX% increase in pregnant women screened for STIs during prenatal care. By X date, there will be a decrease in the XX% of babies born to mothers who smoked during pregnancy. By X date, there will be a XX% decrease in the number of babies born preterm or low birth weight in State/County/Hospital. Prenatal Care Goal: Increase access to and utilization of adequate and above-adequate prenatal care among high-risk pregnant women. Objectives: By X date, at least ## professionals/consumers will increase their knowledge by XX% about the components of preconception/prenatal health. Page 10

11 XX% of participants in the XYZ program will receive adequate prenatal care. By X date, XX% of pregnant women in (County/State/Clinic) will start prenatal care during their first trimester of pregnancy. By X date, there will be a XX% increase in the number of eligible pregnant women enrolled in Medicaid/WIC. By X date, there will be an XX% increase in the number of women with appropriate weight gain during pregnancy. Page 11

12 Proposal Writing Tips Make sure your writing style is crisp, concise, and quickly makes your point. Avoid generalities; be specific about the problem you are addressing, who will be helped by your initiative, and how. Be consistent in style and format throughout your proposal. Your proposal should read as though it were written by a single person (even if that is not the case). At the same time, put some heart into it. Engage the reader. Judicious use of pictures or quotes can help you stand out and can be employed if space limitations allow. Present your strongest arguments and most compelling documentation first. Anticipate the reviewers questions as you articulate the rationale for your proposal. Support your proposal with concrete and specific documentation, but don t overdo it. You don t want the reader to get lost in statistics. To establish credibility, make sure all your references are correct and your data as current as possible. Proofread carefully and use a spell checker before submitting the proposal. Overall, make sure your proposal is complete, free of errors, grammatically correct, and attractively presented. Visual aids such as charts, graphs, and tables are generally appreciated by readers, but they can be overdone. The first time you use an acronym, write out what it stands for and put the acronym in parentheses, e.g., Center for the Childbearing Year (CCY). After that you can just use the acronym. Seek out reviewers to read your proposal and comment on it. Potential reviewers include colleagues and experienced grant writers. Most importantly, find someone who is not familiar with your project an industry outsider to read your proposal. This person will help you identify presumptions you may be making; if they get it, then it is likely your reviewers will too. You also want someone to do a technical review, matching the proposal to the RFP and ensuring that all of the conditions have been met. Less is more! Reviewing stacks of proposals is a difficult job. Grant reviewers are often busy volunteers who quickly learn to scan text, particularly proposal abstracts, in an attempt to get a quick overview of exactly what you expect to do, with whom, when, how, and toward what measurable outcome. If you are short and to the point, and you ve answered the key questions, your grant will be viewed as comprehensible and fundable. If you bog down the reviewer with too much ambling detail, they ll have a hard time Page 12

13 understanding your proposal and it is likely to end up in the "No" pile. Good proposals are easy to understand. More and more funders are going to online submissions. These can be tricky. Assume that you will run into time-consuming technical glitches and then be relieved if they don t manifest. You should not count on tech help being available when you need it, especially on a deadline day. You will need to make an effort not to cut it too close to the wire with these. One recommendation is to write up the entire proposal in a Word document; get all your reviewers feedback; incorporate necessary changes, and then cut and paste completed sections into the online system. If mailing your proposal, allow plenty of time (or FedEx overnight if you like living on the edge), and be sure and obtain proof of mailing. A catchy name for the project or program can make a big difference. First impressions and a memorable theme are important! Remember you are selling an idea. Grant Reviewers Weigh In What is the biggest weakness you have noted in proposals? A lack of clarity so that it is hard to determine exactly what the proposal/project is. I should be able to find, in a short paragraph, a specific description of the service (e.g. "This project will Services/education will be provided one-to-one in a clinic setting by Participants will receive incentives to attend and transportation reimbursement."). What are you looking for on the budget and budget narrative page? Again, clarity. We shouldn't have to try to figure out what a grantee is asking for, what the money will be used for, how many of an item will be purchased, if an employee is part or full time, etc. I would like a budget narrative that includes each item on the budget and explains, in detail, how that number was arrived at. Also show in-kind and other funding sources. Please share your top tips for grant writers. It is the applicant s responsibility to get on the RFP notification list. Be specific... don't make me guess; I'll probably be wrong. Set specific, measurable goals that are achievable. Be clear. Remember, I don't work at your agency or know your community, so you need to tell me about it. Be specific and succinct; use of a graph, table, or timeline may help. Short and to-the-point text. Sometimes I think the idea is to make it long and look great when the "meat" of the grant is hard to find. Page 13

14 Use clear, concrete measurements of success. Make sure what you are asking for is acceptable for the budget (not specifically disallowed by the funder). Be aware that a site visit may happen and be prepared to accommodate the reviewer. Understand that goals and objectives are not the same. Diversity in the budget is good; it should not just be funding for staff salaries. On the evaluation side, passing out information is not equal to effecting a behavior change. We are looking for measureable outcomes designed to bring about a positive change in behavior and/or knowledge. In-kind contributions and community collaborators are a good sign; demonstrate sustainability. We are interested in evidence-based models and practices. A framework needs to be in place. Looking for sustainability. On Progress Reports, quotes and pictures are good; give us enough detail to know what is going on. Explain under-spending in mid-term report; tell whether or not and how you can make it up before the grant period ends. Page 14

15 Michigan Chapter 2013 Community Grant Program Letter of Intent Application The March of Dimes is a national voluntary health agency whose mission is to improve the health of babies by preventing birth defects, premature birth and infant mortality. Founded in 1938, the March of Dimes funds programs of research, community services, education and advocacy to save babies. Premature birth is the leading cause of newborn death worldwide. Even babies born just a few weeks too soon can face serious health challenges and are at risk of lifelong disabilities. In 2003, the Prematurity Campaign was launched to address the crisis and help families have healthy, full-term babies. The campaign funds research to find the causes of premature birth, and to identify and test promising interventions; educates health care providers and women about risk-reduction strategies; advocates to expand access to health care coverage to improve maternity care and infant health outcomes; provides information and emotional support to families affected by prematurity; and generates concern and action around the problem. As part of this effort, the Michigan Chapter community grants program is designed to invest in priority projects that further the March of Dimes mission, support campaign objectives, and further our strategic goal of promoting equity in birth outcomes. FUNDING PRIORITY AREAS Proposals will be accepted from organizations with the capacity, competence and experience to accomplish project goals and objectives. Priority will be given to projects that meet one or more of the following criteria: a) are evidence-based; b) include measurable outcomes; c) promote equity in birth outcomes. Projects may focus on consumers and/or health care providers. The March of Dimes does not fund billable health care provider services. 1. Providing or enhancing preconception health education and/or services. For more information, see the National Preconception Curriculum and Resources Guide for Clinicians at 2. Providing or enhancing premature birth risk reduction education and/or services. Examples of risk reduction projects include, but are not limited to: Increasing health education and information/referral services available to pregnant women who use alcohol or other drugs. Implementing community programs that aim to promote equity in birth outcomes. This may include March of Dimes programs like Stork s Nest, Project Alpha and Becoming a Mom/Comenzando bien, The Coming of the Blessing. Enhancing services for pregnant women with chronic diseases that increase the risk of premature birth such as diabetes and hypothyroidism. Page 15

16 3. Enhancing care through the group prenatal care model (e.g. CenteringPregnancy ). For more information, go to l_elements_jan_2010_ppt 4. Initiating a quality improvement program related to premature birth prevention with the goal of catalyzing systems change. FUNDING AVAILABLE The applicant must provide services in Michigan chapter's geographic boundaries. It is anticipated that up to 9 projects will be funded, with awards ranging from $10,000 to $25,000 each. Chapter community grants are approved for one year. ELIGIBILITY In order to be eligible to receive a March of Dimes chapter grant, an organization must be an incorporated not-for-profit 501(c)(3) or for profit organization or government agency. The March of Dimes does not award grants to individuals. Applicants must disclose any conflict of interest due to representation by their organization on the chapter s Program Services Committee or the Chapter or Division Board of Directors. LETTER OF INTENT FORMAT The first step in the application process is to submit a Letter of Intent. The letter is limited to two pages and must address the following eight questions: 1. Which of the funding priorities is the project addressing? 2. Who is the target audience? 3. How many people will the project reach? 4. What are the measurable objectives? 5. How will project success be evaluated? 6. What impact will the project have? 7. What is the amount of funding requested? 8. What are the major budget categories? 9. Does the success of your project rely upon collaborating organization(s)? If yes, provide a letter of commitment from the organization(s). Proposals must address at least one of the funding priorities listed in this brochure. An electronic copy of the Letter of Intent must be ed to khamilton@marchofdimes.com before/on April 6, If your contains more than one attachment, combine all files into one pdf. Please be sure to include in the submission your organizations name, mailing address, telephone, fax and of contact person. If this information is not included, your submission will not be accepted. Page 16

17 REVIEW AND NOTIFICATION A multi-disciplinary Program Services Committee will review the Letters of Intent. Applicants selected to submit a full proposal will be notified by May 8, Full proposals will be due to the chapter by September 7, Please be advised that Letters of Intent and proposals are non-binding. GRANT SCHEDULE Letters of Intent due 04/06/12 Full Proposal Invitations 05/08/12 Proposals due 09/07/12 Notification of Awards January 2013 Project Year January December 2013 For more information: Or contact: Kara Hamilton, State Director of Program Services and Public Affairs March of Dimes Michigan Chapter (248) khamilton@marchofdimes.com Please Note: March of Dimes chapter community grants do not fund scientific research projects. For information about research grants funded by the March of Dimes national office, please go to marchofdimes.com/research. Page 17

18 March of Dimes Chapter Community Grants Program 2013 Request for Proposals Application Guidelines By invitation only; if your Letter of Intent is accepted PURPOSE The March of Dimes is a national voluntary health agency whose mission is to improve the health of babies by preventing birth defects, premature birth and infant mortality. Founded in 1938, the March of Dimes funds programs of research, community services, education and advocacy to save babies. Premature birth is the leading cause of newborn death worldwide. Even babies born just a few weeks too soon can face serious health challenges and are at risk of lifelong disabilities. In 2003, the Prematurity Campaign was launched to address the crisis and help families have healthy, full-term babies. The campaign funds research to find the causes of premature birth, and to identify and test promising interventions; educates health care providers and women about riskreduction strategies; advocates to expand access to health care coverage to improve maternity care and infant health outcomes; provides information and emotional support to families affected by prematurity; and generates concern and action around the problem. As part of this effort, the Michigan Chapter community grants program is designed to invest in priority projects that further the March of Dimes mission, support campaign objectives, and further our strategic goal of promoting equity in birth outcomes. The applicant must provide services in Michigan. ELIGIBILITY In order to be eligible to receive a March of Dimes chapter grant, an organization must be an incorporated not-for-profit 501(c)(3) or for profit organization or government agency. The March of Dimes does not award grants to individuals. Applicants must disclose any conflict of interest due to representation by their organization on the chapter s Program Services Committee or the Chapter or Division Board of Directors GRANT SCHEDULE Applications due 09/07/2012 Notification of awards January Page 18

19 Grant period January December 2013 Please Note: March of Dimes chapter community grants do not fund scientific research projects. For information about research grants funded by the March of Dimes national office, please go to marchofdimes.com/research. FUNDING PERIOD All chapter community grants are approved for one year only. Consideration of continued support in subsequent years requires resubmission of a proposal or planned activities for the next year, and is based on review of progress and expenditure exports, and the availability of funding. Grants may be renewed only twice for a total project time span of three years. FUNDING PRIORITY AREAS All grant proposals must address the March of Dimes mission of improving the health of babies by preventing birth defects, premature birth and infant mortality. Priority will be given to projects that meet one or more of the following criteria: a) are evidence-based; b) include measurable outcomes; c) promote equity in birth outcomes. Projects may focus on consumers and/or health care providers. The March of Dimes does not fund billable health care provider services. 5. Providing or enhancing preconception health education and/or services. For more information, see the National Preconception Curriculum and Resources Guide for Clinicians at 6. Providing or enhancing premature birth risk reduction education and/or services. Risk reduction projects include, but are not limited to: Increasing health education and information/referral services available to pregnant women who use alcohol or other drugs. Implementing community programs that aim to promote equity in birth outcomes. This may include March of Dimes programs like Stork s Nest, Project Alpha and Becoming a Mom/Comenzando bien, The Coming of the Blessing. Enhancing services for pregnant women with chronic diseases that increase the risk of premature birth such as diabetes and hypothyroidism. 7. Enhancing care through the group prenatal care model (e.g. CenteringPregnancy ). For more information, go to l_elements_jan_2010_ppt 8. Initiating a quality improvement program related to premature birth prevention with the goal of catalyzing systems change. Page 19

20 APPLICATION INSTRUCTIONS Organizations interested in submitting an application that meets at least one of the listed funding priorities may apply for a grant between $10,000 and $25,000. Funds may be applied to support new or existing projects. Applications must be no longer than 12 double-spaced pages (excluding attachments.) Font size must be at least 12 point and margins must be at least 1 inch. All applications must include a Cover Sheet, Narrative (including Abstract), Budget Form and Objectives/Activities/Outcomes Form. The Narrative section must include the six required components, addressing each lettered bullet listed. Application forms are attached. Attachments may be included; however, all information requested under each of the required components must be provided within the proposal narrative, observing page limitations. Applications for CenteringPregnancy funding must include a completed Site Readiness Form from the Centering Healthcare Institute. The use of March of Dimes process evaluation forms for reporting outcomes is required. Application and all attachments must be in one, electronic file and ed to khamilton@marchofdimes.com Applications may not be faxed. Applications that exceed the maximum page limitation will not be reviewed. Applications must be received by 4:00 PM on September 7, Late applications will not be accepted. Proposals should be ed to: Kara Hamilton, Director of Program Services March of Dimes Michigan Chapter khamilton@marchofdimes.com Review and Announcement Information The Chapter's multi-disciplinary Program Services Committee will review the applications, and applicants will be notified in writing of their application s status in January, GRANTEE REQUIREMENTS In order to receive grant funds, all grantees must sign the March of Dimes chapter grant agreement (copy attached). The inclusion of this agreement is non-binding, and intended only to highlight for potential grantees the basic terms and conditions under which they will be expected to operate should they be awarded a grant. Responsibilities include submission of two written progress and expenditure reports to the March of Dimes Michigan Chapter office and a site visit. Grantees must also get written approval for any changes in project design or implementation, variance from the submitted budget or changes in staff overseeing the project. APPLICATION FORMAT I. COVER SHEET Completely fill out attached Cover Sheet Page 20

21 II. PROJECT NARRATIVE A. Project Abstract - one (1) page Provide a one-page summary of the project B. Description - suggested length 2-3 pages Please include the following information/address the following questions in your description: Which of the funding priorities is the project addressing? Do not alter wording of the priority area. Of the target population in your area, what needs are you addressing in this initiative? How will the project have an impact on these needs? What is the capacity of the applicant to carry out the project (include agency s mission, key staff, clientele, and experience working with the target population group)? What planning activities will take place before project startup? What are the staff responsibilities? What is the role of collaborating organizations (if applicable)? If success of your project relies upon collaborating organizations include their letter of support. C. Project Objectives, Activities & Outcomes Please completely fill out the Methods, Activities & Outcomes form including information on baseline data, evaluation method and staff responsible. For continuation funding, note progress made towards meeting objectives. D. Evaluation Plan - suggested length 1-2 pages Please consider the following questions when describing your evaluation plan: What is the measurable objective(s) the proposed project aims to achieve? For example: One measurable objective of this project is to increase the percentage of pregnant women enrolled who have a prenatal visit in the first trimester of pregnancy from 40% (baseline) to 50% as measured by medical records review, or One measurable objective of this project is to decrease the percentage of preterm births among women enrolled in the project from 18% (baseline) to 16.5% as measured medical records review. How will you measure whether this objective was achieved? What data or information will be needed to measure this? Page 21

22 How will this information be gathered? What tools will be used? Who will be responsible for gathering this data? Please include any evaluation tools (i.e. surveys, attendance sheets, and summary health information) you will use to capture participant information, evaluate progress, etc. Who will design and carry out the project evaluation? (If at all possible, have someone other than the program managers determine evaluation results.) E. Project Impact, Visibility and Sustainability - suggested length < 1 page Please consider the following questions when describing your plan: Beyond the required press release, how will the project be announced to the community? In what ways will March of Dimes be visible? In addition to scheduled progress reports, how will project results be shared? In addition to the March of Dimes, with whom and how will project impact be shared? Describe the potential for sustainability beyond the funding period through alternate sources of funding or a change in organizational systems or procedures that will sustain the project's impact. F. Budget Please complete the attached budget form, and provide a one-page written budget justification to detail each item on the budget form. Please include the calculation(s) used to estimate costs. The attached budget form is not acceptable without a written budget justification. Allowable Costs Include: Salary - grant funds may be used to cover salaries for project-related employees, but cannot be used to pay salary costs for employees who are already employed full time. Exceptions may be made in circumstances where a specified position is supported primarily by grant funds and the applicant can demonstrate that the requested funds would replace existing grant funds. Consultant fees Materials and supplies (e.g. office supplies, health-related materials, refreshments) Printing and travel that are reasonable and necessary for project implementation. March of Dimes funds will not pay for first class travel. Indirect costs are allowable for grants of $25,000 or more only and cannot exceed 10% of total costs. Page 22

23 Not Allowable Costs Include: These items should not be included in the grant budget request: Salary costs for staff who are already employed full-time by their organization (see exceptions above) Construction, alteration, maintenance of buildings or building space Dues for organizational membership in professional societies Tuition, conference fees or awards for individuals Billable services provided by physicians or other providers Permanent equipment (e.g. computers, video monitors, software printers, furniture) unless essential to project implementation and not available from other sources Educational materials from non-march of Dimes sources if comparable materials are available from the March of Dimes Indirect costs for grants under $25,000 Advertising materials and purchase of media time/space: Budget costs relating to these items may not be allowable depending on project specifics. Please consult with the chapter contact listed in this application regarding whether proposed items are allowable. Please see the March of Dimes Policy on Child Care (February 2007) for recommendations regarding the provision of child care services for participants at trainings and/or workshops funded by chapter community grants. III. ATTACHMENTS - No Page Limit 1. Letters of Support from any collaborating organizations. 2. Evidence of Institutional Review Board (IRB) submission as deemed appropriate. 3. Optional attachments may also be submitted, such as additional Letters of Support and/or other supporting materials relevant to the proposed project. Page 23

24 APPLICATION SUBMISSION CHECKLIST Please refer to the following checklist to ensure that your application submission is complete. Application is no longer than 12 double-spaced pages Font size is at least 12 point and margins are at least 1 inch. Project narrative (including one page abstract) includes all required components and addresses all questions. Priority area is clearly marked on the Cover Sheet and project objectives and activities are tightly focused on the selected priority area. Proposal includes at least one outcome objective that seeks to change knowledge, behavior or birth outcome. Grant amount requested falls within the allowable range, and requested line items fall within allowable cost items. Budget totals have been checked for accuracy. Application includes all required attachments Completed and signed Cover Sheet (indicate one primary priority area) Completed and signed Budget Form Completed Objectives, Activities & Outcomes Form Letter(s) of Support from Collaborating Organization(s) Application includes optional attachments as deemed relevant to the application. Submission has been ed to: Kara Hamilton, Director of Program Services March of Dimes Michigan Chapter khamilton@marchofdimes.com Applications must be received by 4:00PM on 09/07/2012. Late applications will not be accepted. Page 24

25 March of Dimes 2013 Chapter Community Grants Program APPLICATION COVER SHEET Applicant Organization Project Title Address Contact Name Phone/Fax Please provide a brief synopsis of your project (2 sentences are sufficient): Approximately how many unduplicated individuals will be served during the grant year? List the race/ethnicity of the majority of individuals served (if applicable): _ Please indicate the positive impact that the project will measure and report on: [ ] Increase in knowledge [ ] Behavior change [ ] Improved birth outcomes [ ] Other Please list the one primary funding priority that the application addresses from the numbered funding priority areas on page 2 of the RFP: Total amount requested: $ Cost per individual: $ Check should be made out to: Is your agency willing to accept partial funding? [ ] Yes [ ] No Does the budget include funds for a consultant or other subcontract? [ ] Yes [ ] No / / Signature - Primary Staff Person Date Type Name and Title / / Signature - Executive Director Date Type Name and Title Page 25

26 Page 26

27 March of Dimes 2013 Chapter Community Grants Program OBJECTIVES, METHODS/ACTIVITIES & OUTCOMES FORM Project Title: Applicant: Grant Amount: Contact: TO SUPPLEMENT (check one): Application 6 Month Report Year-End/Final Report Page: Project Objectives (please number)* Methods/Activities To Achieve Objectives Outcome Measures Person/Agency Responsible Start/End Dates OBJECTIVE # 1 mm/yy - mm/yy Number of Individuals Served/Reached/Educated Goal Actual Baseline: EVALUATION METHOD: 1. Activity 2. Activity 3. Activity Actual Outcomes for Objective #1 (change in knowledge, behavior and/or birth outcomes - progress reports only):

28 OBJECTIVE # 2 Baseline: EVALUATION METHOD: 1. Activity 2. Activity 3. Activity Actual Outcomes for Objective #2: OBJECTIVE # 3 Baseline: EVALUATION METHOD: 1. Activity Page 28

29 2. Activity 3. Activity Actual Outcomes for Objective #3: Page 29

30 March of Dimes Chapter Community Grants Proposal Score Sheet Instructions: (Please complete this form online if possible) 1. Give the application a score of 0-5 points in each of the twenty areas listed. 0-1 points if you answer the question "no," 2-3 points if you answer the question "somewhat," 4-5 points if you answer "yes." 2. Provide comments under strengths, weaknesses and recommendations. Reviewer Name Chapter/Division Organization Current Grantee Y N If yes, what year 2 3 Past Grantee Y N If yes, when Project Title Amount $ # Years Project Description 1. Which priority area does the proposal address? Is the project designed to address the priority area identified? (Give more credit for projects that are specific, focused and targeted) 2. Is the need for the project well established? 5 3. Is the project approach innovative or evidence-based? 5 4. Does the applicant have the capacity to carry out the project? 5 5. Is there a plan for promoting project/march of Dimes visibility? 5 Project Description Score (add #s 1-5) 25 Project Objectives and Activities/Methods 6. Is there a system to effectively monitor progress? 5 7. Are key staff and volunteer responsibilities adequately described? 5 8. Is the staff adequate to achieve the project s objectives? 5 9. Does the project collaborate with similar programs/organizations (nonduplicate efforts)? 10. Are the project objectives well designed to achieve the project goal? Are the project objectives SMART? Does proposal include at least 1 outcome objective that seeks to change knowledge, behavior or birth outcomes? 5 Project Objectives and Activities/Methods Score (add #s 6-12) 35 Value Score 5 5

31 Evaluation Plan 13. Is the evaluation plan appropriate to the size and scope of the project? Is an appropriate party responsible for interpreting evaluation results? Is the evaluation designed to determine if project s outcome objectives have been met? Is the evaluation plan well designed to measure the impact of the project on the participants/target audience? Evaluation Plan Score (add #s 13-15) 15 Project Impact 16. Is this project designed to have a significant impact on the chapter grant priority identified? 17. Would this project be a good investment of chapter resources? Is there a plan for sustainability beyond March of Dimes funding? Project Impact (add #s 16-17) 10 Budget 18. Are the budget items appropriate and allowable? Does budget justification sufficiently explain the necessity of each line item? Is the project cost-effective? Is the cost per client reasonable and appropriate? 5 Budget Score (add #s 18-20) Total Score (Add scores for all shaded rows) 100 SCORING GUIDANCE Score Quality Recommendation Questions/Revisions Excellent Definitely should be funded Minor, if any Strong Should be considered for funding Minor Good Could be considered for funding Will probably need revisions Mediocre Not to be funded without revisions Major <60 Weak Should not be funded Would require rewrite Page 31

32 Recommendation Full Funding Partial Funding (at what level?) $ No Funding General Comments Strengths Weaknesses Recommendations/Revisions (if any) Page 32

33 3530 Washtenaw Ann Arbor, Michigan Anne M. Hayes Memorial Fund Application for Funding Please send two (2) copies of the application packet. Each should include: Application for Funding (typed would be preferred) Current year budget (1-2 pages) List of current Board of Directors with their addresses (1 page) Special program budget, if applicable Your 501(c) (3) determination letter Applications must be postmarked or hand-delivered on or before Monday, April 16. Applications postmarked or hand-delivered after this date will not be considered. Organization Information: Name of organization: Doula Connection Address: 722 Brooks St. Ann Arbor, MI Phone: (734) Date Established: May 2011 Number of Employees: Administrators 1 Professional Staff Consultants address: patty@center4cby.com Contact Person, Name and Title: Patty Brennan, Executive Director Organization s Mission Statement or Purpose: Doula Connection is a non-profit web-based community that links low-income childbearing women and their families with volunteer doulas. We are dedicated to optimizing the physical, mental, and emotional health of moms and babies. Doulas provide loving, empowering, and skilled support before, during, and after birth. The role of the doula is seen as essential to bridging gaps in available medical and social service systems. ( Amount of Funding Requested: $5,000 Is this funding request for (check one): [] General Operations [x] A Special Project? Page 33

34 If a special project, please describe: We are requesting funding to provide scholarships to low-income women in Ann Arbor to attend DONA International birth doula and postpartum doula trainings. DONA International provides a professional certification pathway for doulas and is the oldest and largest professional doula association in the world. Scholarships will be offered to women who reside in Ann Arbor, qualify as low-income, and demonstrate a commitment to serving childbearing families. After completing doula training, scholarship recipients commit to provide free doula services to five low-income families in the community as a payback for training and as a way to gain hands-on experience as a doula. The payback also enables the doula volunteers to complete professional certification requirements. The trained doula volunteers provide emotional, educational, and logistical support to expectant and new mothers in the community. Doulas are often said to mother the mother, mentoring and encouraging her as she transitions into her new role. Doulas reduce isolation, provide needed social and household support, and help women access medical care and community resources. The role of the doula is gaining recognition in Ann Arbor, but low-income Ann Arbor women remain under served. We will be placing special emphasis on linking trained postpartum doula volunteers with low-income families whose infant is being discharged from the Neonatal Intensive Care Units (NICU) of the University of Michigan and St. Joseph Mercy hospitals. Referrals to this service are made by social workers who are often frantically looking to identify additional support services for moms in dire circumstances. Parents of medically-fragile infants are often quite fearful about returning home to care for their new baby and may be suffering from posttraumatic stress (their introduction to parenthood has been a frightening one!). Of these families, those who are low-income often have minimal support and are at increased risk for infant and maternal health complications. Upon discharge, referred families are paired with a doula, free of charge. The concept that a new mother benefits from encouragement and a helping hand in the early days and weeks after her baby is born is recognized by cultures throughout the world. This need is either met informally through social structures that support a sense of family and neighborhood as the norm, or it is met through established government-sponsored programs. In the United States, however, many new mothers find themselves at a distance from family and lacking an adequate support network. This is especially true in Ann Arbor, due to the presence of the university. In addition to emotional support, postpartum doula services include: breastfeeding support; assistance with newborn care; comfort measures and support for the mother s physical recovery; help with shopping and errands, meal preparation, laundry, light cleaning, and household organization; support for sibling adjustment; depression screening and follow-up; education on infant safety topics; and referrals to community resources. For families with multiples, post-cesarean mothers with children under the age of five in the home, single mothers, teen moms, and many others, a postpartum doula provides desperately needed support. Who will be served by the funding? In exchange for doula training, each scholarship recipient agrees to provide support services, free of charge, to a minimum of five low-income families. This means that at least 50 low-income Ann Arbor families would be served by this funding. These families include teen mothers, single mothers, racial and ethnic minorities, recent immigrants, and families with Page 34