Grant Resource Notebook

Transcription

1 Grant Resource Notebook Research and Accountability Amy E. Davis Coordinator of Grants, Research, and Development Durham Public Schools, Research and Accountability 1

2 Grant Resource Notebook Table of Contents I. Coordinator of Grant Writing and Resource Development page Contact Information 4 Roles and Responsibilities 5 II. Your Role as a Grant Contact School Grant Contact Roles and Responsibilities 7 III. DPS Grants Process DPS Proposal Development Processes (flowcharts) 9 DPS Grant Proposal Development Timeline 11 DPS Approved Grants Procedure 12 Who Should Read and Review My Grant? 13 Budget and Examples of In-Kind Contributions 14 Post-Award Grant Management Timeline 15 IV. Developing Grant Proposals Mindset for Grants 17 Types of Grants 18 Sources of Grants 19 Grant Terminology 20 Six Basic Elements of a Grant Proposal 24 Data and Information Sources for Grant Proposals 25 V. Grant Resources Websites for Grant-Related Resources 27 What Should I Include in a Letter of Inquiry? Point Grant Writing Outline 31 Frequently Asked Questions 32 Sample Grant Proposal 33 Durham Public Schools, Research and Accountability 2

3 I. Coordinator of Grant Writing and Resource Development Durham Public Schools Research and Accountability Durham Public Schools, Research and Accountability 3

4 Contact Information Amy E. Davis Coordinator of Grants, Research, and Development Location/Address Research and Accountability 511 Cleveland Street Durham, NC Phone/Fax Phone: (919) , extension Coordinator of Grant Writing and Resource Development Roles and Responsibilities The DPS Coordinator of Grant Writing and Resource Development actively seeks supplemental funding for a wide range of programs to support the mission and vision of Durham Public Schools. Durham Public Schools, Research and Accountability 4

5 To facilitate supplemental funding for innovative programs, the Superintendent s Goals, and increase DPS educators skills as they respond to grant opportunities, the Grants Coordinator will: Identify and Disseminate Grant Information Search for and identify a broad range of grant opportunities (competitive, entitlement, and collaborative grants; federal, state, local, and foundation funding sources), and innovative programs. Inform central office staff and School-Based Grant Contacts of funding opportunities. Develop and Assist with Proposals Support the DPS School-Based Grant Contacts. Develop, design, and submit system-level grant proposals that support the mission and Superintendent s Goals of DPS. Assist individuals and groups as they develop grant proposals. Work directly with the Finance Office in the preparation of budgets for grant applications. Collaborate with DPS staff to develop new proposals. Edit and review grant proposals, reports, and documents. Facilitates the efficient flow of grant information and notifications throughout the district. Assist with Senior Staff and Board Approval Process Assist in presenting grants over $10,000 to the Senior Staff Team. Senior Staff approval may be required for all grants over $10,000. Board of Education approval may be required depending on the grant amount or grant funding criteria. Collaborate with Community Partners Network with community agencies, business, and institutions of higher education in the joint development of grant proposals that align with the DPS Superintendent s Goals. Provide information for and respond to requests from schools, community members, and community agencies. Provide Professional Development Conduct workshops for central office, administrative, and school staff on grant development, writing, and management. Provides one resource notebook to School-Based Grant Contacts and District Grants Team. Grant Management Maintains all grant files (program and financial reports, program officer contact information). Stores and updates grant project manager contact information (phone, ). Contacts grant project managers on a quarterly basis to monitor grant implementation. Assist grant project managers with required grant progress and final reports. Durham Public Schools, Research and Accountability 5

6 II. Your Role as a Grant Contact Durham Public Schools, Research and Accountability 6

7 School-Based Grant Contacts Roles and Responsibilities School-Based Grant Contacts increase each school s access to grant opportunities. Benefits: Increased awareness of outside funding sources for special projects. Gaining skills in writing competitive grant proposals. Expanded professional network Responsibilities: 1. Serve as a liaison between the school and Coordinator of Grant Writing. 2. Maintain and update the Grant Resource Notebook. 3. Disseminate grant information using one or more of the following: a. Your Grant Resource Notebook b. A bulletin board c. Teacher s mailboxes d. school staff contacts e. Faculty meeting announcement. 4. Support staff members and school teams in researching grant opportunities and developing and editing grant proposals. 5. Attend DPS-sponsored grant development workshops. Knowledge and Skills Desired Enthusiastic, can-do attitude. Commitment to sharing grant-related information with school staff. Positive working relationship and communication with school staff. Awareness of the school s needs and alignment to Superintendent s Goals. Some grant-related experience or a willingness to learn. Writing, grammar, editing skills. Ability to offer constructive feedback to colleagues. Durham Public Schools, Research and Accountability 7

8 III. DPS Grants Process Durham Public Schools, Research and Accountability 8

9 Identify Grant Opportunity Assess Stakeholder Interest Grants Process Map for Schools and Central Office Staff Intake Meeting Identify Funding Opportunity Identify Need & Develop Idea Develops grant proposal and budget No Is the amount over $10,000? Yes Fill out all fields of Intent to Apply form on the DPS Website and submit 2 weeks prior to deadline Submit draft to Research and Accountability for editing, if desired Proposal Submitted Yes Develop grant proposal and budget Review by Research and Accountability R&A presents the grant to the appropriate Senior Staff member for approval No No further action Budget forms and narrative are reviewed by the Finance Office Amy E. Davis (919) , ext Got A Fantastic Grant Idea? DPS is here to walk you through the steps! Submit draft to Research and Accountability for editing, if desired Grant is presented to Superintendent for signatures. Proposal Submitted

10 Office of Research and Accountability 511 Cleveland Street / Durham, North Carolina , extension DPS Grant Process Map for Grants over $10, Grant opportunity identified. If grant did not originate with Research and Accountability, notify Amy Davis. Pre-approval must be obtained no less than one month prior to due date. 4 Grants coordinator meets with Deputy Superintendent of Academic Services or other Senior Staff member to determine if grant is feasible for the district. 3 Intake meeting held; Assignments determined; Grant timeline create; and Commitments from interested parties gathered within 2-3 days of receiving pre-approval. 5 Letter of support sent. If feasible, Grants Coordinator will write the application and get the budget to Finance, job descriptions (if any) to HR, and other components to impacted departments for review 7 business days before the deadline. 6 Grant submitted 2 business days before deadline. Research and Accountability August 25, 2016 Amy E. Davis, Coordinator of Grants, Research, and Development

11 DPS Grant Proposal Timeline Task 1 Review grant overview and requirements 2 Contact funder for proposal requirements 3 Gather support from stakeholders 4 Conduct literature review 5 Gather background data Person Responsible Person Responsible Contact number Person Responsible Deadline for Completion Completed 6 Create initial draft of proposal 7 Develop program evaluation 8 Review of draft 9 Revise draft 10 Create budget 11 Collect supporting documents 12 Complete required assurances 13 Gather background information for funders 14 Complete required forms 15 Gather necessary signatures 16 Submit the proposal 17 Provide copies to stakeholders Durham Public Schools, Research and Accountability 9

12 DPS Approved Grants Procedure INTRODUCTION Durham Public School recognizes the importance of outside funding in shaping the future of Durham Public Schools. The Grant Department was designed to support and advance the district s mission, Superintendent s Goals, and enhance the quality of grants submitted to external agencies and foundations. Research and Accountability has developed policies and procedures for seeking grant funds and accepting awards on behalf of our district. If there are questions please contact Amy Davis at (919) , extension 21617, or by at amy.davis3@dpsnc.net. APPROVAL PROCESS All grant proposals over $10,000 must be submitted to Research and Accountability for preapproval prior to submission to the grant funder. This requirement applies to all district and school based grants as well as grant partnerships with external organizations--regardless of whether or not the District is named as a formal recipient of funds. The preapproval process will ensure: A) the project is consistent with District goals, objectives and program efforts; B) the District has the capacity to accomplish proposed activities; and C) the grant conditions and stipulations can be met without conflicting with policies of the Board or with State and Federal law. Additionally, the district is often allowed only one application under a particular grant competition and the review process will prevent eligibility conflicts. 1. ALL staff who are seeking a grant over $10,000 must submit an Intent to Apply form to the Coordinator of Grants along with a copy of the grant application, including an itemized budget, to the Research and Accountability Department two weeks prior to the application deadline. 2. Research and Accountability will review and forward the application to appropriate district administrators for approval. 3. Recognizing the ongoing nature of the grant development process, complete information is not required for the Intent to Apply ; however, the form should be filled out as accurately as possible. The Research and Accountability staff will review and forward the Intent to Apply application to appropriate district administrators for consideration. This review process ensures that the district is aware of and approves the purpose, amount, and action plan of complex grants prior to dedicating significant time to the application's development. 4. Preapproval is not necessary for grants under $10,000. However all awards must be reported to the Coordinator of Grants so that a running record may be kept, and grant winners may be recognized for their achievements. Durham Public Schools, Research and Accountability 10

13 Who Should Read and Review My Grant? Durham Public Schools policy is for potential stakeholders to read and review all grants prior to submission. Please review the following contacts. Please note that for grants that are $10,000 or less, the Finance Office does not need to approve the budget. Department or Office Leader phone Academically and Intellectually Gifted Elizabeth Cross Career-Technical Education Rick Sheldahl Elementary Curriculum, Tim Gibson Instruction and Ext Assessment ESL Sashi Rayasam Exceptional Children Dr. Kristin Bell Finance Aaron Beaulieu Human Resources Tom Crabtree Magnet Schools Mary Griffith Media and Technology Ron Wahlen New Teacher Mentoring Program Dr. Jill Hall Pre-K Programs Sue Cotterman , Ext Professional Growth and Development Student, Family and Community Services Dr. Jill Hall Dr. Debbie Pitman Technology Services Elaine Batten Durham Public Schools, Research and Accountability 11

14 In-Kind Contributions: Budget and Examples The budget for each grant traditionally includes a table and budget narrative that describes each category of expenditure. The budget MUST be prepared in collaboration with the Finance Office if over $10,000. Some grants require a specified amount or percentage of matching funds or in-kind contributions. In-kind contributions are goods or services that are donated to the grant program by the Applicant agency, partners, or the community. The value of the goods or services is estimated based on the actual cost. In-kind contributions demonstrate evidence of agency, partners and community support and commitment for the project. In-kind expenses impress budget analysts and reviewers. Examples: Percentage of a staff person s time o Remember to keep track of time and effort for each staff member Volunteers (professional or general) Use of a building or office space; utilities Use of existing telephones, fax machines, copiers and other office equipment Contributions of desks and chairs Transportation or use of an agency vehicle; mileage Donation of books, school supplies, etc. Donation or use of computers and other technologies Please contact the Finance Office or the Coordinator of Grant Writing for assistance with calculating in-kind contributions and support. Durham Public Schools, Research and Accountability 12

15 Post-Award Grant Management Timeline Thank the funder and celebrate the fact that you actually won the grant! Notify the following people of the award: Your direct supervisor Coordinator of Grant Writing, Research and Accountability Project Manager for the grant (if specified). DPS Finance Office Provide the Finance Office and Coordinator of Grant Writing with: Copies of the official notification of funding If it is a state award, provide a copy of state form 208 that details the allocation of grant dollars according to budget codes. Determine evaluation and data needs from Research and Accountability, and deadlines for interim and final reports. Request a copy of the reviewers comments from the Program Officer. Use this opportunity to ask questions or clarify areas of your project. This may also help you when writing progress reports. Set up a file management system for your award (computer files and folders, hard copy folders). This will enable you to effectively manage all aspects of your grant. Meet with Finance Office to: Set up budget codes, if not already completed. Determine how the drawing down of funds, based on funder s guidelines, will be coordinated. Clarify how your grant period will relate to DPS fiscal year-end procedures. Complete a spending plan each fiscal year to project spending by month. Give copies to your supervisor, Coordinator of Grant Writing, and your Finance Office contact; update as needed. Work with your Finance Office contact to record all expenditures. Make sure you receive a timeline and procedures for when your money must be spent from the Finance Office so that no money reverts to the funder. Spend funds on time! Work with Human Resources to hire needed staff as outlined in the proposal. Prepare interim (progress) and final reports, including financial reports, for funding agency. All reports must be approved by Research and Accountability and the Finance Office prior to submission to the funding agency. Submit to Research and Accountability and the Finance Office at least one week prior to the reporting deadline. Durham Public Schools, Research and Accountability 13

16 IV. Developing Grant Proposals Durham Public Schools, Research and Accountability 14

17 Mindset for Grants 1. Competitive Most grants are competitive. Very few funding agencies ask you to write a grant. 2. Compelling, innovative idea Use DPS data and current research to convince the reader why your idea is important to fund. 3. Follow directions Follow the directions in the request for proposal (RFP) exactly! This includes font type and size, margins, spacing, word count, checklists, specific sections of the grant. If you don t follow the directions, your grant may not be reviewed. 4. Be persistent Approximately 20% of all grant proposals are funded. If at first you don t succeed, try again. 5. Critique your work Ask others to read your proposal, both those familiar and unfamiliar with your work. 6. Right Match Does your idea match the funding agency s focus? Does your idea align with the DPS Superintendent s Goals? 7. What is needed? - Write the proposal based on data and research. 8. Collaborate Getting input from others, obtaining additional perspectives, or expanding the amount of contributing knowledge can often prove valuable. Durham Public Schools, Research and Accountability 15

18 Types of Grants 1. Competitive Grants: Grant programs in which the applicant designs the project proposal, and the funding agency ranks the proposals to provide grant awards in a competitive process. The funding agency uses an objective review process based on the criteria noted in the Request for Proposals (RFP). Most grants are competitive grants. 2. Collaborative Grants: Funding that is based on partnerships across organizations or institutions. In DPS, this also refers to grant proposals in which the school or district is not the lead applicant, the primary writer/main developer or fiscal agent of the grant proposal. 3. Entitlement Grants: Funding for a non-competitive grant that is awarded based on the number of students, teachers or other criteria. 4. Seed Money: Funding to develop and support innovative programs that require start-up money. 5. Project or Program Grants: Funding that supports a particular project that meets the funding agency s goals. Projects are specific and measurable in their results. 6. Challenge or Matching Grants: Funding that encourages matching monies to be raised from other sources, such as foundations, school districts, corporations or community groups. 7. Reimbursement Grants: Grants that are awarded on a reimbursement basis. You must spend your school or other non-grant funds, before receiving the grant funds. Normally, the funder requests invoices or other receipts in order for your school to be reimbursed. 8. Donations: DPS accepts classroom supplies, backpacks, office equipment and supplies, paper, and cash from the community, organizations, businesses and parents, and are the sole property of the Board of Education. Computer donations are only accepted from the Duke Donation Program. For questions about this program, contact Michael Vadala, Community Education at or Michael.Vadala@dpsnc.net. Durham Public Schools, Research and Accountability 16

19 Sources of Grants The process of identifying a granting agency or funding source for your need/idea requires a multifaceted approach. There are four types of grant funding sources: (1) foundation, (2) local, (3) state and (4) federal. Schools are usually eligible to apply for foundation and local grant opportunities. Most state and federal requests for proposals (RFPs) focus on system-wide initiatives, which sometimes focus on a set of schools but require submission by the DPS central offices. Below is a description of each of the four types of funding sources. Foundation Grants: Foundation grants or grants from private corporations are found in a variety of sources, including professional journals, newspapers, books on grant seeking, year-end foundation reports, and websites. North Carolina Giving (available through the Public Library) provides an extensive listing of small, medium and large foundation grant opportunities. Local Grants: Local grants are typically funded by agencies within Durham County. Examples are grants funded by the local electric cooperatives through the North Carolina Bright Ideas Grant Programs. State Grants: The North Carolina Department of Public Instruction and the Governor s Office send all notifications of grant opportunities to the Superintendent. Visit In addition, some state-based groups offer grant opportunities, such as the North Carolina PTA Association. Federal Grants: The Federal Register, published daily (Monday through Friday), lists grant opportunities from each federal department. The Coordinator of Grant Writing and Resource Development reviews these opportunities on an ongoing basis and supports DPS Departments applying for these grants on behalf of DPS. Durham Public Schools, Research and Accountability 17

20 Grant Terminology Absolute Priority: Conditions that must be met for a grant application to be considered for funding. Abstract: A one-page overview of the grant project that usually includes the goals and objectives, need for the project, key activities, and a broad description of the evaluation plan. It can also include the requested amount. The Abstract, also known as an Executive Summary, is sometimes used by the funding source as a press release to describe the funded program. Activities: Efforts to be conducted to achieve the objectives of the grant. Several activities may be required to achieve an objective. Agency: Organization providing services to clients, usually delivered by professional providers. In the case of federal or state grants, it can also refer to the funding source. Allowable Activities or Costs: Project activities and expenses described in the program guidelines that can be included in the proposed budget. Annual Performance Report (APR): A report required by the funding agency and prepared by the grantee that can include a description of the program accomplishments, progress toward program expenses, and financial expenditures. Application: The formal document submitted to a funding source describing the program/project and budget to be funded, and often accompanied by supporting documentation. Audit (Program): A review of the accomplishments of a grant-funded program by the staff of the funding agency. A program audit may be mandatory or random. This is also known as Program Monitoring or Monitoring Visit. Audit (Financial): Some application instructions require a financial audit by an outside certified public accountant as part of the application. Award: The formal, written document from the funding source informing an applicant that it will receive funding. Budget: The estimated cost of project activities. Deadline: The date and time when grant proposals are due to the funding agency. This is nonnegotiable. Funders will not grant exceptions regarding the date and time for which proposals must be submitted. Durham Public Schools, Research and Accountability 18

21 Direct Cost: Costs directly associated with operating a grant program that are allowed and provided by the funding agency. Direct costs typically include staff, consultants, contractual expenses, equipment, travel and supplies. Dissemination of Information: The practice of sharing program outcomes with other audiences. Dissemination is viewed favorably by potential funders since it allows their funding dollars to impact larger populations than the original project s target audience. Draw-Down: The method by which a grantee requires payment from the funding agency. Frequency of draw-downs ranges from weekly electronic wire-transfers to single lump-sum payments at the beginning or ending of a project, quarterly or annual draw-downs are the most common. DUNS Number: The Data Universal Numbering System (DUNS) number required for every applicant to apply for a grant with the Federal government. It is a unique non-character identification number provided (at no charge) by the commercial company, Dun & Bradstreet. E-application: A grant application that is submitted electronically (online). EDGAR: The Education Department General Administrative Regulations (EDGAR) issued by the Grants Policy and Oversight Staff to provide guidance in implementing program requirements for federal grantees. Eligible Activities: Activities listed in the authorizing legislation that qualifies for funding under a particular grant program. Eligible Applicants: Eligible entities or organizations permitted to apply for grant funding. Eligibility Criteria: Circumstances that must be met by an applicant to qualify as a grant recipient. Evaluation/Selection Criteria: Set of criteria the review panel or other decision makers use to score proposals. Often, a set number of points may be earned for each section in a proposal, and this is usually described in a table called the Scoring Rubric. Federal Register: Daily publication of the U.S. Congress providing, among other entries, public notice of all grants once they are approved by Congress. Fiscal Year (FY): An accounting period (usually 12 months) at the end of which the books are closed for an agency, foundation or governmental unit. The Federal Government fiscal year is October 1 to September 30. The State of North Carolina fiscal year is July 1 to June 30. FTE: Full-time equivalent. This is the accounting term for the financial obligation for one full-time employee. Funding Priorities or Preferences: Objective factors used to award extra rating points to grant applicants who meet the established criteria. Also refers to considerations in funding decisions ensuring equitable geographic distribution of grant recipients. Grant: An award of money or direct assistance to perform an activity or project. Durham Public Schools, Research and Accountability 19

22 Grant Manager: The person who oversees the grant activity and is responsible for assuring the grant program is conducted in accordance with all conditions in Federal or state regulations. Also known as Project Manager, Project Director. Grantee: The agency receiving the grant funds and the responsibilities of administering the program and fiscally managing the grant. Also known as the Recipient. Grantor: The agency, corporation, foundation, or governmental unit that awards grants. Also known as the Funder, Funding Agency or Grant Maker. Indirect Cost Rate: A percentage established by a Federal department or agency for a grantee organization, which the grantee uses in computing the dollar amount it charges to the grant to reimburse itself for indirect costs incurred in doing the work of the grant project. Examples can include utilities, administrative staff salaries, building maintenance, etc. Not all grants are eligible for indirect costs. In-Kind Contribution: A non-cash donation of labor, facilities or equipment to carry out a project. Also known as Matching Funds. LEA: Local Education Agency; another term for a school district. Lead Agency: Serves as the primary agent responsibility for submitting the proposal and for the administration and submission of all required reports. Letter of Commitment: A letter that expresses the willingness of a community partner to commit time and resources to a grant project. The letter should specify the exact resources being offered and the terms of commitment. Letter of Intent or Inquiry: A letter from applicants requested by some programs prior to the application deadline to assist in the review process. Some funders request a Letter of Intent / Inquiry prior to submitting a full grant proposal. After reviewing the Letter of Intent / Inquiry, funders may ask applicants to submit a full proposal. Letter of Support: A letter that expresses the endorsement and encouragement of a community partner for a proposed grant program. Matching Funds: The recipient share of the project costs and may be in-kind (the value of donated services) or cash (actual cash spent). Many funding sources provide grant funds for only a percentage of the actual cost of a project; the grantee is required to pay the difference with money or non-cash donations from other sources. Memorandum of Agreement (MOA) or Memorandum of Understanding (MOU): A document providing the details of an agreement of understanding between two or more entities signed and dated by authorized representatives of each participating entity. Nonprofit: An incorporated organization in which stockholders and trustees do not share in profits. The designated IRS tax status for nonprofits is 501(c)(3). Nonprofits are usually established to accomplish some charitable, humanitarian, or educational purpose. Durham Public Schools, Research and Accountability 20

23 Objectives: What is to be accomplished during the period of the grant project to move towards achievement of a goal. Objectives are expressed in specific, measurable terms. Pre-Application: A condensed version of a grant application. A pre-application is submitted before a full application is prepared. Pre-applications are used as a way of limiting the final number of applicants who can apply for a competition. Program Officer: An employee of a funder (government or private) who manages a specific program of grant funding and oversees grant competitions. Program officers also supervise and provide technical assistance to funded grants. Project Period: The total time for which support of a discretionary project has been approved, usually a series of one-year budget periods. Proposal: A written application submitted to a funding source describing a program and requesting funding for its support. Government proposals are more formal and are written according to the terms described in the Request for Proposals (RFP). Corporate and foundation proposals are less structured and may follow a preliminary letter of inquiry. RFA: Request for Applications - This term may be used in place of RFP. RFP: Request for Proposals -A formal solicitation by a grantor seeking applications from potential grantees. These typically include the following information: purpose for soliciting proposals background information regarding the initiative eligible applicants proposal format restrictions regarding funding and/or activities that may be conducted deadline for receiving proposals evaluation criteria Review Panel: A group of peers or experts selected by the funder to evaluate grant proposals in a grant competition and make recommendations about what proposals should be funded. Supplanting: Deliberately reducing state or local funds because of the existence of Federal funds. This practice is generally unacceptable in federally-funded programs. For example, if an agency has an employee funded locally for performing a certain job, but then the agency receives a Federal grant and begins to pay that employee from Federal funds to perform the same job, this would be supplanting. Durham Public Schools, Research and Accountability 21

24 Six Basic Elements of a Grant Proposal 1. INTRODUCTION AND BACKGROUND Main applicant (school or organization) Relevant history and background. 2. NEEDS / STATEMENT OF THE PROBLEM Who will benefit? Data and documentation to support the need 3. PROJECT DESCRIPTION Goals and objectives Project activities that relate to the goals and objectives 4. EVALUATION Project impact Processes and methods of evaluation 5. FUTURE PLANS / CONTINUATION /SUSTAINABILITY Replicability Dissemination 6. BUDGET Project expense items In-kind support or matching funds Standard Budget Categories: Personnel Salary (also includes substitutes, stipends, extended employment) Fringe Benefits Materials/Supplies Equipment Travel Contracted Services (e.g., training, evaluation costs) Other Total Costs for all Budget Categories Durham Public Schools, Research and Accountability 22

25 Data and Information Sources for Grant Proposals A. Description of Student, Family and Staff Needs Durham Public Schools makes available to the general public aggregate data on many test scores and metrics, and will also provide information as required by North Carolina public records law and the Freedom of Information Act. These reports may be accessed via the district s website ( or via North Carolina Department of Public Instruction ( Information that describes the needs of students, families and staff for each school can be found in data produced by DPS Research and Accountability. Enrollment statistics for your school may be accessed by authorized users through Power School. For all other data requests, please contact Research and Accountability at The National Center for Education Statistics (NCES) offers a wide range of data for individual schools throughout the nation. Go to and click on school college and library search, search for public schools and enter your school name. B. Description of the School History (when it was established, changes over time) Number of students and teachers Facility (number of classrooms, media center, library, gymnasium, etc.) Philosophy or approach (guiding principles of the school) Magnet or other theme (if relevant) School motto or logo Parent involvement (PTA) Technology needs and plans (should align to Superintendent s Goals) C. Description of Greater Durham Demographics General information on the population demographics for Durham can be found on the Greater Durham Chamber of Commerce website or the US Census website - D. Community Partnerships Office of Public Information and Community Engagement (919) Please contact the DPS Office of Public Affairs for technical assistance on past or present partnerships that exist with businesses, universities, and other organizations in Durham. Durham Public Schools, Research and Accountability 23

26 V. Grant Resources Durham Public Schools, Research and Accountability 24

27 Websites for Grant-Related Resources Websites with Links to Grant Opportunities Grants Alert Grant Wrangler: Grants for Teachers - E-School News - Triangle Community Foundation - NC Arts Council National Science Teachers Association American Library Association Eisenhower National Clearinghouse NC General Assembly NC Department of Juvenile Justice and Delinquency Prevention K12 grants NEA Foundation Sample Proposals and Tips on Writing Grant Proposals Corporation for Public Broadcasting The Foundation Center Non-Profit Guides K12 grants Grants Alert Durham Public Schools, Research and Accountability 25

28 What Should I Include in a Letter of Inquiry? In recent years, letters of inquiry have become an important part of the fundraising process. Many foundations now prefer that funding requests be submitted first in letter format instead of a full proposal. Others are using preliminary letters of inquiry to determine if they have an interest in a project before accepting a full proposal. In either instance, it is important to recognize that a wellwritten letter of inquiry is crucial to securing project funding. An effective letter of inquiry is often more difficult to write than a full proposal. The letter of inquiry should be brief--no more than three pages--and must be a succinct but thorough presentation of the need or problem you have identified, the proposed solution, and your organization's qualifications for implementing that solution. The letter of inquiry should be addressed to the appropriate contact person at a foundation or to its CEO and should be sent by regular mail. Elements of a Letter of Inquiry Not unlike a grant proposal, the letter of inquiry should include: an introduction, a description of your organization, a statement of need, your methodology, a brief discussion of other funding sources, and a final summary. Introduction The introduction serves as the executive summary for the letter of inquiry and includes the name of your organization, the amount needed or requested, and a description of the project. The qualifications of project staff, a brief description of evaluative methodology, and a timetable are also included here. This should not exceed one paragraph. Description of Your Organization The organization description should be concise and focus on the ability of your organization to meet the stated need. Provide a very brief history and description of your current programs while demonstrating a direct connection between what is currently being done and what you wish to accomplish with the requested funding. Note: if you are invited to submit a full proposal, you must expand this section with greater detail. Statement of Need The statement of need is essential and must convince the reader that there is an important need that can be met by your project. As an element within the letter of inquiry, the statement of need includes: a description of the target population and geographical area; appropriate statistical data in abbreviated form; and several concrete examples. Methodology The methodology should be appropriate to your statement of need and present a clear, logical, and achievable solution to the stated need. Describe the project briefly, including major activities, names and titles of key project staff, and your desired objectives. As with the organization description, this will be expanded with greater detail in a full proposal. Durham Public Schools, Research and Accountability 26

29 Other Funding Sources Use a brief sentence or paragraph to list all of the funding sources that were approached to support the project. Summary The final summary restates the intent of the project, affirms your readiness to answer further questions, and thanks the potential funder for its consideration. Note: attachments should be included only at the direction of the potential funder and should be specific to the application guidelines. To learn more about proposal writing, take the Foundation Center s online tutorial, Proposal Writing Short Course. The Foundation Center also offers a full-day proposal writing seminar in various locations across the country. Resources A number of resources provide helpful information on writing letters of inquiry. These books can be checked out from the Durham County Public Library: The Foundation Center's Guide to Proposal Writing Grassroots Grants: An Activist's Guide to Grantseeking Winning Grants Step by Step: Support Centers of America's Complete Workbook for Planning, Developing and Writing Successful Proposals Durham Public Schools, Research and Accountability 27

30 Sample Letter of Inquiry Organization Letterhead Date Name Title Organization Address City, State, Zip Dear Name: The (Your Organization) seeks support of $XX,XXX from the ABC/XYZ Foundation for (seed money, general support, project support, publications support, etc.) of our (special project). [1] We are grateful for the support we received from the ABC/XYZ Foundation in 20XX for (description) and think this new proposal may be of comparable interest to your foundation. [2] We think this project is very much aligned with ABC/XYZ goals in (field of interest, other funded projects or guideline statement). Our organization, established in 19XX, is serving the (geographical) community with our services: (List). Recently we were honored by (description) for (accomplishment). (Insert one or two other accomplishments of entire organization.) The project for which we request funds will make a difference in the lives of (such and such clientele) in the following way: (insert specifics of plan). The project will take the X amount of time, X amount of $$$$ and we expect the following concrete results: [a], [b], and [c]. We have received (grant support, contributions, in-kind, volunteer, volunteer staff help, etc.) in the early stages. Support the first year will come from [a], [b], and [c] and the project will (be complete at that time or supported in the future by [a], [b], and [c]). We invite you to visit the project and we will call by (date) (or within two weeks) to arrange your visit. We will be glad to submit a full proposal with additional information for your further review. Sincerely, (sign) Your Name Your Complete Phone Number Durham Public Schools, Research and Accountability 28

31 14-Point Grant Writing Outline Preparation is vital to the grant-writing process. Solid planning and research will simplify the writing stage. A well-written proposal follows the basic steps outlined below. 1. Prove that you have a significant need or problem in your proposal. 2. Deliver an answer to the need, or solution to the problem, based on experience, ability, logic, and imagination throughout your proposal. Make sure your proposal describes a program/project for change. 3. Reflect planning, research and vision throughout your proposal. 4. Research grantmakers, including funding purposes and priorities, and applicant eligibility. 5. Determine whether the grantmakers' goals and objectives match your grantseeking purposes. 6. Target your proposal to grantmakers appropriate to your field and project, but do not limit your funding request to one source. 7. Contact the grantmaker, before you write your proposal, to be sure you clearly understand the grantmaker's guidelines. 8. Present your proposal in the appropriate and complete format, and include all required attachments. 9. State your organization's needs and objectives clearly and concisely. Write well. Do not waste words. Use active rather than passive verbs. Use proper grammar and correct spelling. Be clear, factual, supportable, and professional. A well-written proposal is a key factor in the grantmaker's decision-making process. 10. Be clear about why you are seeking a grant, what you plan to do with the money, and why you are a good fit with the grantmaker's priorities. Prepare an interesting, persuasive and unique proposal. 11. Always cover the following important criteria: project purpose, feasibility, community need, funds needed, applicant accountability and competence. 12. Answer these questions: Who are you? How do you qualify? What do you want? What problem will you address and how? Who will benefit and how? What specific objectives will you accomplish and how? How will you measure your results? How does your funding request comply with the grantmaker's purpose, goals and objectives? 13. Demonstrate project logic and outcome, impact of funds, and community support. Be specific about broad goals, measurable objectives, and quantified outcomes. 14. Always follow the exact specifications of the grantmakers in their applications, Requests for Proposals (RFPs) and guidelines. Durham Public Schools, Research and Accountability 29

32 Frequently Asked Questions Q. What are the roles and responsibilities of a school grant contact? A. Each principal designates a staff member for this role to: Serve as a liaison between the school and the Coordinator of Grant Writing Maintain and update the Grant Resource Notebook Disseminate grant information and grant alerts Support staff members and school teams with grant writing Attend DPS-sponsored grant development workshops Q. Where is the Coordinator of Grant Writing located? A. The Coordinator of Grants is located at 511 Cleveland Street, Durham, NC 27701; office phone (919) , extension Q. What kind of support does the Coordinator of Grant Writing provide? A. The Coordinator of Grants provides technical assistance to any district employee seeking to secure grant funding for a Durham Public Schools (DPS) project. The coordinator s focus is on building the district s overall capacity to develop winning grant proposals among school and central office staff. The Coordinator of Grants identifies potential funders and helps to facilitate partnerships with outside agencies and organizations. Q. What are my first steps in applying for grant funding? A. If you need specific advice the first step in applying for grant funding is to notify your grant contact and he or she will call our office at (919) , extension All grants $10,000 or less must be submitted at grants.dpsnc.net by filling out bolded fields in the Intent to Apply form. All grants over $10,000 must be submitted at by filling out all fields in the Intent to Apply form. Grants over $10,000 require Senior Staff and Board of Education approval. Q. I am a teacher with a great idea. How do I find out about grant opportunities? A. Each school grant contact is provided with a grant resource notebook, as well as periodic grant alerts that are ed to that person or listed in the weekly Principal s Newsletter. Grant alerts and opportunities are accessible for all DPS employees on Any DPS employee is welcomed to call the Coordinator of Grants office for assistance. Q. I have a large grant proposal. What are the DPS policy and procedures? A. DPS policy states that any grant over $10,000 must have DPS School Board of Education approval prior to submission to the funding agency. All grants over $10,000 must be submitted at grants.dpsnc.net by filling out all fields in the Intent to Apply form. The Coordinator of Grants is required to assist with this process, so please contact our office at (919) , extension 21617, for support. Q. Someone wants to donate to my school. What are the DPS policy and procedures? A. DPS policy states that a school may receive contributions from parents, the PTSA/PTA, and other various community individuals and organizations in accordance with Board Policy and Procedures. These contributions may be in the form of cash, Durham Public Schools, Research and Accountability 30

33 goods or services. Q. Does the Coordinator of Grant Writing approve all the grants? A. For grants over $10,000, preapproval from the Superintendent and Deputy Superintendent is required before proceeding with the grant. This ensures that the project aligns with DPS goals, can be completed before the deadline, and will provide a reasonable return on the time invested by DPS staff. Once approved, the Coordinator of Grants helps to prepare the proposal and facilitate the grant process by obtaining the signatures necessary to submit the proposal to the funding agency. For grants $10,000 or less, preapproval is not required. Q. Does the Coordinator of Grant Writing provide professional development scholarships? A. While the Grant Team does provide information about grants that support teachers professional development, we do not track information about professional development scholarships, including funding to pursue higher education. Please contact the DPS Office of Professional Learning at (919) Q. Where can I get samples of funded grants? A. The grant resource notebook has information on websites for grant-related resources. Any DPS employee also can call or the Coordinator of Grants for assistance in accessing samples of funded grant awards. Q. Where can I get examples of the types of projects that a specific agency has funded? A. Please refer to that agencies website or contact the Program Officer for the agency. Q. Who can attend this workshop? A. This workshop has limited seating, therefore the school grant contact or a representative from your school can attend the workshop. Q. Who coordinates the school-based grant contacts or District Grant Team listserv and workshops? A. The Coordinator of Grants coordinates the school grant contact roster and workshops, and the District Grants Team roster and workshop. Durham Public Schools, Research and Accountability 31

34 Sample Grant Proposal A complete index of successful proposals is available at Before reviewing successful proposals: The sample is provided for your use as an example of what a successful proposal is all about. You can use the samples to learn what a good needs statement contains, to see what goals and objectives are and how the activities relate to those goals objectives, and to see how an evaluation plan is designed. What you shouldn't do when reviewing the proposals is try to use one of them as your own. Why not? 1. A successful proposal is one that has been locally planned and designed. You must meet the needs of your community and you must have local buy-in to the project. 2. The guidelines your proposal should follow may not be the same as the ones around which the sample successful proposal were written. You must match your proposal to the exact guidelines given by the funder for whom you are writing your proposal. 3. No proposal is perfect - not even those that are successful. You may inadvertently choose to copy something from one of the samples that was not quite as strong as it could have been. With that said, a review of successful proposals allows you to see new ideas for using tables and graphs to relay information to the reader. It may help you better understand the relationships between needs, goals and objectives, activities, budgets, and evaluations. And, you may see a component in one of the proposals that you may not have thought of but that would make your project even stronger. If that is the case, be certain that you tailor the idea specifically to your project and your community. Sources: Publication of McClellan Funding Information Library, San Mateo, California-April 1993 (Rev.) Durham Public Schools, Research and Accountability 32