Introduction to Grants

Transcription

1 Introduction to Grants ACCESS Collaborative 2014 Student Parent Support Symposium Presented by Josh Summer

2 Tell us about yourself Experience in grant research/writing What do you hope to learn today? Welcome and Introduction

3 Defining Your Organization Key Search Terms Inventory Research Using the Internet Prospect Evaluation First Cut Test Key Funder Information Rate the Prospect Funder Profile Conclusion Overview

4 Defining Your Organization

5 The exempt purposes set forth in section 501(c)(3) are charitable, religious, educational, scientific, literary, testing for public safety, fostering national or international amateur sports competition, and preventing cruelty to children or animals. The term charitable is used in its generally accepted legal sense and includes relief of the poor, the distressed, or the underprivileged; advancement of religion; advancement of education or science; erecting or maintaining public buildings, monuments, or works; lessening the burdens of government; lessening neighborhood tensions; eliminating prejudice and discrimination; defending human and civil rights secured by law; and combating community deterioration and juvenile delinquency. - Internal Revenue Service Grantmakers for Effective Organizations, an affinity group of the Council on Foundations, defines an effective nonprofit as one that has "the ability to fulfill its mission through a blend of sound management, strong governance, and a persistent rededication to achieving results." Establishing a nonprofit organization requires a full understanding of the key characteristics that will be important to future funders. They include a vital mission, clear lines of accountability, adequate facilities, reliable and diverse revenue streams, and high-quality programs and services. Foundation Center Defining Your Organization

6 Keyword Inventory

7 Market Analysis Defines unique characteristics of your organization Organizes grant research Builds case for funding Makes you think critically about your services Who needs your services? Who is your competition? How do you differentiate yourself in the market? Before You Begin

8 Market Analysis Check with United Way or other local agencies to determine other organizations providing the same or similar services Use the internet to do research, starting with google Speak with organizations who provide services to the same people or in the same area about what they are not able to offer Consider partnering with existing organizations Be honest with yourself, am I meeting a true need? Before You Begin

9 Service Area Neighborhood boundaries City/County/State Specific part of community (e.g. East Side, Driving Park, Linden, etc.) Nationwide Specific part of the state (e.g. Central Ohio) At the location of another organization/agency (e.g. Community Action Agency, prison, Jobs and Family Services, etc.) Where do you serve?

10 Target Population Women Minorities Immigrants/Refugees/Asylees Low to Moderate-Income Individuals Substance Abuse/Mental Health Issues Elderly Physically Disabled Children Families People affected by a particular natural disaster Who do you serve

11 Statement of Need Identifies the extent of need in your service area Poverty Unemployment Education Ex-Offender Reentry Basic Needs (i.e. food, clothing and shelter) Homelessness Health Care Civic Engagement What is the problem?

12 Underlying Conditions What is the root cause of the problems you have identified Alcohol/Drug Dependence Little Education Few Opportunities Poor Role Models Abuse/Neglect Stigma Language/Cultural Barriers Discrimination What causes the problem?

13 Services What do you do to combat the problems? After school Program Drug/Alcohol Treatment Transitional Housing Mentoring Job Readiness/Job Placement Advocacy Education/Training/Seminars Health Screenings Shelter/Meals/Clothing How do you address the problem?

14 What are the terms you will use for research? Used to focus searches in databases and on websites Helps to think creatively about how your program works Example Your after school program not only helps children develop but has a positive effect on their families. Keyword Inventory

15 Where ORW FCPR Franklin County Central Ohio Community Franklinton Ohio Who Women (adult) with or without Children Families connected to women Currently of family incarcerated Substance abuse Chronic mental/physical handicap Low to no work history Homeless Antisocial behavior (?) Trauma survivor/victim Lack of appropriate life skills Low motivation to change Fearful Has stigma of incarceration Keyword Inventory Example

16 Problems Too Many women return to prison Too Many women are unable to find appropriate/safe housing following release The # of barriers for healthy, consistent parents are too great to overcome Gaps in Community Support Services (access long term/ Coordination, communication) Employability (# of jobs and inadequate skills) Too many women are not connected to healthy relationships (familial or mentor/coach) Too many women are returning home without addressing root causes that led them to incarceration. Civic Integration Causes Alcohol/Drugs Partnership Relationship Trauma Self-esteem Hopelessness/greed Community resources Mental illness Homelessness Poor Education Poor Decisions Thinking distortions (unrealistic) Inappropriate Role Models Poverty Keyword Inventory Example

17 How do you address the problem? Conflict Resolution Training Trauma Recovery Parenting Transitional Housing Job Readiness Mentoring Family Re-Connection Mediation Keyword Inventory Example

18 Letter of Intent/Cover Page

19 Establishes the organization s credibility Demonstrates capacity to address problem Identifies the applicant and key partners Shows history of achieving results Summarizes proposal Many funders only read the introduction Introduction

20 Full organization legal name Mission statement Where services will be provided List of services Past success (i.e. results) Request amount Brief discussion of services to be provided Target participants Expected # of people you will serve Conclusion Elements

21 Keep it to one (1) page Highlight important points with bold letters Demonstrate uniqueness (e.g. growth of programs, awards, innovative approach) ALWAYS include your ask amount Conclude by connecting your program to the funder s priorities and describing the overall change that will occur Tips

22 Introduce your agency to the funder 501(c)3 non-profit Housing, re-entry, child care, education agency, etc. Mission statement Should only be 1 sentence Describes the reason your org. exists Helps funder develop a picture of what you do Indicate where your services are provided If applying to out of state funder, add more info. E.g. We provide services in Columbus, Ohio which is primarily urban surrounded by some rural areas 1 st Paragraph

23 Provide a list of services you provide Avoid jargon Describe your past success Number of people you successfully served Awards or recognition Tailor your description to the funder (i.e. talk about success in services related to the funder priorities) 1 st Paragraph (cont.)

24 Indicate your ask amount Refer to your program E.g. The ABC non-profit requests $100,000 to support its after school program which will provide meaningful activities for youth in the west school district. Indicate your role and the role of partners E.g. ABC non-profit will manage the project in conjunction with the west school which will provide space for program activities. 2 nd Paragraph

25 Indicate your target population Be as specific as possible, especially if you have a group of participants selected Identify the number you expect to serve from the target population E.g. The after school program will serve 20 children ages that currently attend the West School 3 rd Paragraph

26 Summarize the impact of the program E.g. The after school program will result in a decrease in the incidence of illegal behavior in the surrounding neighborhood. Justify your claim E.g. By providing positive role models, meaningful educational experiences and physical activity, the participants will change learn to avoid potentially negative situations. Conclusion

27 Needs Summary

28 Demonstrates a particularly urgent need in your community Should relate back to the mission of your organization Differentiates between current problems and future implications Uses data to backup claim Helps funder understand your target population Needs Summary

29 Use real data from credible sources Use current data 5 years is considered current Cite sources in footnotes Use anecdotal evidence (if you have it) to backup data Make sure the needs are relevant to your target population Compare your community to similar communities (e.g. Cleveland vs. Columbus) Tips

30 Start by describing your service area E.g. The after school program will take place in Columbus, Ohio which is a large metropolitan city with a diverse population. Use demographic data collected from census, other government agencies or other credible sources E.g. The West School is located on the west side of Columbus, Ohio which is home to 100,000 people (10% of the city s population) Demographic Data

31 What conditions exist that lead to these problems? E.g. On the west side, there is a high incidence of gang activity. Surveys show that children ages feel pressure to join gangs with their peers. Add in quotes or anecdotal evidence E.g. As a working parent, I am unable to be there for my child after school. I hope the school can help by providing a safe environment when the school day is over. Root Causes

32 Describe what will happen if the problems are not addressed E.g. Studies show that children who do not participate in constructive after school activities are 10 times more likely to become incarcerated in adulthood. Long-Term Implication

33 Program Description

34 Tells the funder what you plan to do with their money Shows logical flow from intervention to impact Should relate back to needs and mission Demonstrates how each activity will be implemented Program Description

35 Description of program elements Think of it as an instruction manual Timeline Elements

36 Start by describing the overall program elements E.g. The after school program will occur each school day from 3:00 p.m. to 5:00 p.m. Students will receive oneon-one tutoring, participate in group activities, engage in outdoor free time activities and complete a personal development plan. Then break down each element E.g. One-on-one tutoring will occur in a classroom setting with an experienced tutor. Each child will submit their assignments to their tutor Program Elements

37 Proves project s realism Indicates logical flow of activities Demonstrates proof of milestones Milestone Date Verification Participants selected Initial assessment September 2009 October 2009 Sign-in sheet, case file Case file Timeline

38 Expected Results (OUTCOMES)

39 The result of your program Must be connected to program activities Demonstrates success rate Sets realistic expectations for funder Must be SMART Outcomes

40 Start by describing the overall goal for the project E.g. The after school program s goal is to provide a safe, educational environment that will improve the academic achievement of atrisk students and reduce the incidence of violence in the neighborhood Then break down into milestones with specific numbers Use bullet points Outcomes

41 Specific, Measurable, Achievable, Realistic and Time-bound E.g. The after school program will achieve the following outcomes: Of the 20 participants who start the program, 15 (or 75%) will remain in the program for 6 months Of the 20 participants, 10 (or 50%) will show improvement in grades based on a comparison of grades at the beginning and end of the program Of the 20 participants, 5 will show improvement in understanding of negative behaviors based on results from testing SMART

42 Organization Background/Experience

43 Helps funder better understand the organization Reinforces the organization s capacity Demonstrates past success operating similar programs Should demonstrate community support Identifies key staff members who will deliver services Differentiates you from other applicants Organization Background/Experience

44 Name and history of organization Services provided Previous success overall Previous success with similar programs Community Partners/Stakeholders Key Staff Members Special recognition (e.g. award, designation, best practice, news article, etc.) Elements

45 Explain why your organization exists Mission statement History Why did you get started Concerned group of citizens Grew out of another organization Founder s story Government directed Need to show why your organization is important Name and History of Org.

46 Either list program names or provide a brief description To format, use bullet points or bold/italic font to separate programs E.g. The ABC non-profit provides a series of after school programs for children ages The following describes the major programs in more detail: Tutoring students are matched with a high school mentor who provides one-on-one instruction with the goal of completing the student s homework Services Provided

47 Make sure to highlight the number of people served as well as the number of people who achieved an outcome You can start by indicating the total number of customers served by the agency from all programs Use bold fonts to highlight major accomplishments Breakdown accomplishments by customer type if possible (e.g. low-income, minority, disabled, etc.) Previous Success

48 List community partners and your relationship (e.g. referral partners, program partners, collaborative, government agencies you work with, forprofit entities, etc.) If the partner provides the same or similar service, explain how you are different Format as a list to make it easy to follow Community Partners

49 List key staff members with a brief bio and a description of their responsibilities at the agency Highlight any credentials that are relevant (e.g. advanced degree, certification, training completed, etc.) Make sure to discuss any previous experience that demonstrates capacity The funder wants to see that the program will be carried out by professionals Key Staff

50 Describe any special designations you have achieved (e.g. HUD certification) If you were included in any professional literature as a best practice, include relevant sections as quotations Avoid news articles that are more human interest This will show the funder that you have excelled in your field Special Recognition

51 Evaluation

52 Shows the funder how you will demonstrate your program was successful Also tells funder you understand your program Some funders will require a third-party evaluator You need to talk about how the evaluation will be done as well as who will be responsible Use existing evaluation methodology when possible Evaluation

53 Process vs. outcome evaluation Evaluation methodology/framework Evaluation tools Evaluation plan Elements

54 Process Evaluation looks at the program s methods to determine success or failure Outcome Evaluation looks at the results of the program to determine success or failure The information can be used to report success to funders but should also be used as a management tool Process vs. Outcome

55 Indicates how you will collect information to be used for evaluation, what information will be collected and how often it will be collected Use your timeline as a guideline If there is a proven evaluation methodology (e.g. Program Assessment Rating Tool (PART)) make sure to use their language in description If you use a third party evaluator, have them write the description Evaluation Methodology

56 Describe the tools you will use to get the information Examples include: pre and post-test, survey, case notes, meeting agenda, observations, spreadsheet, etc. Becomes verification in timeline Describe tools that third-party evaluator will use or tools from proven methodology Evaluation Tools

57 Describe how often the information will be collected Indicate who will be responsible for collecting and maintaining data Explain where the information will be stored Evaluation Plan

58 Budget (Narrative Only)

59 Should match program description Helps funder decide if program is cost effective Provides detail on how dollars will be spent Budget Narrative

60 Show calculations when possible Remember a budget is a guess, so round up Use realistic numbers Justify expenses that may seem unnecessary Follow RFP guidelines to develop narrative format If no format, make sure your format is easily understandable DOUBLE CHECK THE MATH!!! Tips

61 Item Cost Explanation Personnel Costs Salaries $100,000 4 FT $20/hr for 1,250 hours each Benefits $15,000 15% of salaries Non-Personnel Costs Supplies $1,000 General office supplies Consultants $5, hours at $50/hr Occupancy $2,000 10% of annual cost Equipment $0 N/A Travel $500 Mileage for home visits. 1,000 miles at $.50/mile Total $123,500 Budget Narrative Example

62 Federal Application Process

63 Released through grants.gov Subscribe to receive regular s of opportunities Generally days to respond Register in grants.gov to download application packages and submit applications Allow 3 weeks to set up account (many steps) Find contact person for any questions Read RPF thoroughly to identify required information and forms Tips

64 Common forms include: SF-424, SF-424A If applying through grants.gov, make sure you have required software formats If you mail application elements, do not use USPS Pay attention to submission instructions and submission times Give yourself a few extra days to make sure it arrives on time Get to know Federal agencies to identify opportunities Tips (continued)

65 How Grants are Evaluated

66 Start by looking at the Evaluation Criteria Set up your outline using Evaluation Criteria as a guide Organize your outline for flow (i.e. needs to project description to outcomes) Fill in other material where appropriate Create a list of attachments Creating the Outline

67 Review Compassion Capital Fund Targeted Capacity Building Program RFP. Create Outline of Narrative Creating the Outline

68 Before seeking funding, do your homework Clearly define your organization Review RFP carefully and create outline Give yourself plenty of time to respond Don t be afraid to ask questions if something is unclear Don t apply if you cannot manage expectations of award Register at grants.gov Conclusion