Developing a Competitive Grant Proposal Narrative SPONSORED PROGRAMS

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Bernard Marshall
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1 Developing a Competitive Grant Proposal Narrative SPONSORED PROGRAMS

2 Follow-up How successful was your funding search? What resources did you find most useful? Did you sign up for any e-notifications (SPIN, agency-specific)? Have you identified a specific funding opportunity to pursue?

3 Successful Grant Proposals... Begin as ideas for addressing a need or solving a problem Usually seek funding for new projects or new components of existing projects Use creative and innovative strategies Result in gaining new knowledge about a problem or issue Disseminate new knowledge to others Are written clearly and concisely Follow the sponsor s guidelines closely

4 Types of Grant Proposals Solicited vs. Unsolicited Competitive vs. Non-Competitive Preliminary Proposal Also called pre-application or round one Only selected applicants are invited to submit full proposals Full Proposal Final submission before a funding decision is made Often the only submission

5 Letter of Intent Notification that you plan to submit a proposal Purposes: Usually to give sponsors an idea of how many proposals they will receive so they can arrange for an appropriate number of reviewers Sometimes used to select applicants for invitations to submit formal proposals Not all sponsors require letters of intent Follow sponsor s format, deadline, and method of receiving letters I plan to submit a proposal to... Summary of your project and its expected impact

6 Often the first contact with private foundations Initial review: Invitation to submit full proposal Response indicating non-interest Usually 1-2 pages Letter of Inquiry Follow sponsor s guidelines Provide a summary of your project and its expected impact with an estimate of funding needed

7 Sponsor s Proposal Guidelines Following guidelines is a critical task in grant proposal writing Before you begin to write the proposal: Download the sponsor s guidelines and other relevant information (i.e., background information, authorizing legislation) Thoroughly read all the information provided by the sponsor Take notes and highlight important elements Make a list of information you will need to get from other sources Keep the guidelines close as you write the proposal and refer to them often

8 Sponsor s Proposal Guidelines Pay particular attention to Due date Submission method Narrative sections and content requirements Budget requirements and restrictions Allowable costs Maximum amount Cost share Required forms Attachments

9 Review Criteria Criteria provided to proposal reviewers to guide the process of scoring the proposal Carefully address each component Take note of points assigned to each section, if available Organize the narrative in the order provided to reviewers Use headings that match the review criteria

10 Formatting Requirements Page limitations How many pages can you include? Are there limits for individual application components? Font type and size Typically 12 pt. Arial or Times New Roman If not specified, use an easy-to-read font not less than 10 pt. Margins Typically 1 inch top, bottom, left, right Spacing Should text be single- or double-spaced? Page numbers What needs to be numbered? Where do the numbers go?

11 Activity: Application Guidelines Review Sample Application Instructions Application Guidelines Worksheet

12 Common Components of Grant Proposals Title Abstract Introduction Need or Problem Statement Background and Literature Review Goals & Objectives Methods Evaluation Plan Management Plan Dissemination Plan Sustainability Plan Bibliography Budget Budget Justification Letters of Support Agency Forms

13 Title Your first chance to make a good impression Make your title obviously fit with the funding opportunity Choose a title that is specific to your project and try to avoid generic titles that may be used by other applicants to the same funding opportunity Avoid being too short, too long, or too cute Find a good balance enough, but not too much detail Create an acronym when appropriate

14 Too brief: A Program to Help the Homeless Too long and convoluted: A Program to Understand the Health Care Needs of Those Who are Homeless by Working with Four Homeless Shelters and Developing Educational Materials for Students in Dental Hygiene, Nursing, Occupational Therapy, and Physical Therapy Programs Just right: Title Examples A Community and Academic Partnership: A Program to Train Interdisciplinary Health Care Teams for Services to the Homeless Population From Successful Grant Writing: Strategies for Health and Human Service Professionals by Laura Gitlin and Kevin Lyons, 2008

15 Title Activity Draft and share a preliminary title for your project

16 As a courtesy to reviewers, include a table of contents unless instructed not to do so Proposal sections Page numbers Table of Contents Follow sponsor s guidelines and format if provided

17 Self-contained ready-for-publication description of the project Written for a non-scientific audience as much as possible Concise, yet comprehensive Important elements Context and significance of project - Why the project is important Goal of project General strategy Impact of the project Abstract Last section written, first section read

18 Roles Abstract Informs reviewers initial determination of whether a proposal is worthy of a closer analysis Used in assigning proposals to review panels Circulated as a separate item to key funding officials Published online for public viewing Information purposes within the University

19 Model Abstracts National Science Foundation Award Abstracts Database National Institutes of Health Research Portfolio Online Reporting Tool (RePORTER) US Department of Agriculture Current Research Information System (CRIS)

20 Introduction Engage readers Usually an opening paragraph Begin to set up a context for your project Provide short overview of project and its importance Describe the University/Department mission as related to the project and to the sponsoring agency s mission Some sponsors will specify information to include

21 Need or Problem Statement Be descriptive do not assume the reader already knows about the problem Avoid stating the problem as the lack of or the need for the solution you are proposing for funding Clearly explain why you have chosen the problem Provide concrete evidence Demonstrate a thorough understanding of the problem Be compelling and establish significance Discuss the cause and long-term effects of the problem Be sure the scope of the need you describe is in scale with the project you propose

22 Assessing the Need From a sponsor s perspective: Does the project focus on an external need rather than on the needs of the applicant? Will the project truly benefit society? Will the project address a problem that really matters? Will the project benefit enough people to justify the resources it will cost? Will the project duplicate other projects addressing the same need? Is the project an innovative approach to the need? Adapted from Getting Funded: The Complete Guide to Writing Grant Proposals by Mary Hall and Susan Howlett

23 US Census Bureau Data Sources American Fact Finder: Other Data Tools: Kentucky State Data Center Maps: Kids Count Data Center Kentucky Department for Public Health Data Warehouse Kentucky Council on Postsecondary Education EKU Institutional Research Program-specific data

24 Problem Tree Problem Cause of Problem Cause of Problem Cause of Cause Cause of Cause Cause of Cause Cause of Cause Problem Tree Template

25 Sample Problem Tree Loss of Biodiversity Decreasing number of elephants Decreasing varieties of maize Hunting Legislation Monopoly of seed trade Pesticides Adapted from

26 Discussion: Need or Problem Statement What is the need or problem you plan to address with your project? What are some data sources you plan to use to document the need/problem? Are you doing anything now to address the need or solve the problem? If so, what data are you collecting?

27 Purposes of a Literature Review Determine the extent to which your topic has been addressed Support the rationale for the importance and innovativeness of your project Help determine the best strategy to use in carrying out project

28 Background / Literature Review Demonstrate a clear understanding of the subject Establish the current status of the field Reference and discuss the relevant work of experts Discuss any prior work you have done in relevant areas Use the most current sources available and update with every proposal you write Show how your project will fill a gap in existing knowledge

29 Goals Identify what you plan to accomplish with the project Broadly define overall purpose of project Reflective of the sponsor s goals Usually will have one or two goals for a project with more specific objectives tied to each goal May include discussion of long-term goal for project beyond current funding request

30 Sample Goals To improve pre-service and in-service training for K-12 education professionals to improve teaching practices in the math and science fields To provide undergraduate students in the STEM disciplines with authentic research experiences To reduce the dropout rate among college freshmen To determine the distribution and relative abundance of three fish species in the Upper Barren River

31 More specific and measurable than goals State how success will be measured Goal-focused, not budget-oriented Focus on outcomes Be realistic Objectives It is always better to under-promise and over-deliver than to over-promise and underdeliver.

32 Measure process accomplishments The provision of service The offering of training The completion of identified procedures Caution: Process Objectives Process objectives are not always an indication for measuring whether the need has been addressed

33 Examples of Process Objectives To hire a full-time project coordinator within 3 months of award To purchase 25 computer workstations and open lab facility by May 1, 2013 To offer 5 faculty professional development sessions during each semester of the project Such information is better suited to the project design or management plan (timeline) sections.

34 Outcome Objectives Reflect quantitative or qualitative accomplishments Example: the number of students with improved test scores as a result of services Give more credibility to your project Show a clear connection to how the problem is being solved For research proposals, the objectives may also include hypotheses or research questions to be explored

35 Objectives Questions What do you anticipate will change as a result of the successful completion of your project? How much change do you predict as an indicator of your success? What measurement indicator will you use to document the change? How long will it take to implement your project and measure the change?

Outcome Objectives Model Format Example To [action verb & statement] by [performance standard] as measured by [measurement indicator] by [time frame].

36 Outcome Objectives Model Format Example To [action verb & statement] by [performance standard] as measured by [measurement indicator] by [time frame]. To decrease the number of college freshmen required to take developmental courses by at least 10% as measured by performance on the ACT assessment by May 2014.

37 Sample Programmatic Objectives 85% of participants served in each academic year will earn a bachelor s degree within four (4) years of initial enrollment At least 50% of patients will have been examined by a dental provider by March 2015 At least 75% of student mentees will maintain a GPA of 3.0 or higher during their 2 semesters of participation

38 Sample Research Objectives Goal: To explore the forest and fire history of Mongolia Objectives: To test hypotheses about climate forcing of fire and forest dynamics by developing a regionally extensive network of fire and forest histories across Mongolia To determine whether recent climatic changes in Mongolia have affected changes in fire regimes, and if so, to identify the degree of temperature or hydroclimatic change required to push these systems into alternative states

39 Discussion: Goals & Objectives What is the overall goal of your project? Write and share a draft objective or research question for your project. Objectives Worksheet

40 Methods Usually the longest section of the proposal Carries the most weight in the review process Describe what you will do to accomplish goals and objectives Consider organizing by objectives Provide a rationale for your project s design Identify any new methodology and explain its advantage over existing methodologies, citing research if available

41 Methods Describe your research design and explain why the design is appropriate for your project Independent and dependent variables, sampling size, selection procedures, number of testing occasions, etc. Address issues related to human and animal research subjects Some sponsors require specific formats

42 Methods Discuss potential difficulties and limitations of proposed procedures and offer alternative approaches to achieve aims Provide a timeline for project activities Be realistic with regard to your resources and the time frame for the project

43 Using a Logic Model Conceptual model to help understand Project s structure Connection between activities and expected outcomes Typical components Input: sources of support ($ or other resources) Output: activities, procedures Outcomes: results, impact of project

44 Logic Model Inputs Grant funds Other resources Outputs Project Activities Outcomes Results Logic Model Template

45 Conceptual model to present timeline for project tasks Typical components Tasks Subtasks Using a Gantt Chart Time required to accomplish each

46 Sample Gantt Chart Task Description Months Development of Methodology 1.1 Workshop on user needs 1.2 Draft of methodology 1.3 Evaluation of methodology 2 Specification of Integrated System 2.1 Inventory of resources in selected regions 2.2 Review of existing facilities 2.3 Specify technical developments required 2.4 Impact analysis of different scenarios 2.5 Prepare detailed business plans 3 Feasibility Studies for each region Review existing practices Review technologies (state of the art) Sensitivity analysis of scenarios Report on most suitable options 4 Project Management and Coordination Dissemination of information: Workshops Milestones and Deliverables Guideline for methodology Interim Reports Business Plans for four regions Draft Final Public Workshop on results Final Report Sample Gantt Chart/Template

47 Evaluation Plan Usually part of the methods section for a research project Evaluations should answer How are we doing? What needs to be fixed? (formative phase) Did we succeed? (summative phase) Include both qualitative and quantitative measures Internal vs. External Be sure to comply with sponsor evaluation requirements

48 Evaluation Plan Describe sources of data and method of collection and analysis Develop a process for ongoing evaluation Clearly explain how success will be defined for each objective and the overall project Describe or include samples of test instruments, forms, or questionnaires that will be used to collect data (if permitted) If using an external evaluator, describe credentials, experience, and roles

49 Evaluation Plan Design Process 1. What will you evaluate and why? Performance targets Purpose and audience 2. What information is needed and how will you collect it? Data needed to answer evaluation questions Source of data Method and timeline for collection 3. How will you analyze the data and report results? Analysis process Reporting format 4. What resources do you need? Roles and responsibilities Cost of evaluation activities Project Evaluation Planning Worksheet Adapted from Getting Funded: The Complete Guide to Writing Grant Proposals by Mary Hall and Susan Howlett

50 Qualifications / Management Plan Convince reviewers of your ability to effectively conduct the project Describe qualifications of key personnel and their responsibilities in the proposed project past experience with similar projects any preliminary studies you have done related to the proposed work aspects of project oversight and management facilities, equipment, and other resources that are available for the project

51 Dissemination Plan Selling point with sponsors Support will impact more than one project Highlight aspects of the project with potential to be replicated by others Develop a plan to share results With the sponsor With other agencies In publications (formal reports, journals, newspapers, newsletters, websites) At meetings (professional conferences, workshops)

52 A plan for continuing the project after the grant funding ends, if appropriate Ideas: Sustainability Reallocate funds from internal sources Seek community involvement and volunteerism Consider charging for services when appropriate Pursue other grant opportunities Many projects will have a pre-determined end without the need for sustainability

53 Bibliography If references are cited, include a bibliography Use style recommended by sponsor If no style is specified, use the style most common to your field Pay attention to whether the bibliography counts toward page limitations

54 Clearly aligned with project activities Methods drive the budget no surprises for the reviewer Include costs that are necessary to conduct the project credible and realistic in compliance with federal, state, sponsor, and University regulations and guidelines Justification Budget Narrative to demonstrate how you have carefully planned your project and determined how much it will cost Organize the narrative under headings that match the budget categories

55 Should be included only if allowable by sponsor Attachments permitted? Letters forbidden? Specific format provided? If letters from specific agencies are required, be sure to include them Seek letters from individuals who can convince sponsors of: the need for the project their support for the project your ability to effectively operate the project Make contact early Letters of Support

56 Check all forms for completion, accuracy, and proper signatures Cover Pages Budget Forms Current and Pending Support Facilities and Resources Forms Certifications Assurances Other Forms Agency Forms

57 Writing Style Use proper grammar and active verbs Be alert to audience and tone Be positive describe what your project will do instead of what it would do Define all acronyms and abbreviations Avoid acronyms and abbreviations unless you need to use the terms repeatedly Avoid overusing discipline-specific terminology and jargon redundancy, unnecessary big words, contractions, and slang terms

58 Writing Structure Use explicit titles, headings, and subheadings that follow the sponsor s guidelines Be consistent in the use of headings, fonts, and formats Use bulleted or numbered lists for series Use charts and diagrams to explain complex ideas Use white space to relieve the reader s eyes Use bold and italics to set apart headings and important information, but avoid overusing these effects

59 Proofreading and Revising Ask a peer in your field to review your proposal Ask someone outside your field to review your proposal Ask someone to read your final proposal who has not read your previous drafts Provide a copy of guidelines to reviewers so they know what you are writing to Compare your final proposal to the sponsor s guidelines

60 Proofreading Questions Are all aspects of the grant guidelines included? Is the proposal organized in a way that follows the grant guidelines and makes sense to readers? Can an outsider understand the project based on the proposal? Is the writing style consistent? Are transitions between paragraphs and sections smooth? Are there any spelling, grammar, punctuation, or formatting errors?

61 Strategies for Success Follow the guidelines closely Begin early Make a schedule and stick to it Proposal Production Schedule Communicate regularly with others involved in the project and supervisors Focus avoid interruptions as much as possible Review, rewrite, and repeat Grant Proposal Review Checklist Save time for a thorough editing of the final draft Submit before the deadline Ask for help if you need it

62 Tips for Online Submissions Familiarize yourself with the e-submission process early Establish an account immediately if required If not grants.gov, check with Sponsored Programs if University account is required Follow sponsor s directions for uploading documents Specific location of each file File names File types (many accept only PDFs) Ask Sponsored Programs for help

63 The Seven Deadly Sins of Proposal 1. No clear focus Writing 2. Sloppy presentation 3. Unsound rationale 4. Internal rather than an external focus 5. Budget problems 6. Instructions not followed 7. Deadline missed Seven Deadly Sins of Proposal Writing Adapted from Getting Funded: The Complete Guide to Writing Grant Proposals by Mary Hall and Susan Howlett, 2003.

64 Many proposals will not be funded on the first submission Not enough money to go around Political intervention Geographic distribution Other factors beyond the applicant s control If proposal is not funded: Request reviewer comments Analyze reviewer comments in relation to application guidelines Revise and resubmit Look for other sponsors Don t Give Up

65 Follow-up Activities Continue to actively search for a funding opportunity to pursue Begin to work on first sections of a proposal to your selected funding opportunity or start with a general template General Template for Research Grant Proposal General Template for Programmatic Grant Proposal Review sample proposals posted on course webpage ( Next time: Creating a Grant Proposal Budget

66 Questions

Lesley A. Brown Director of Proposal Development

Lesley A. Brown Director of Proposal Development 10/23/2013 1 Sponsors want to solve problems. Sponsors want to make life better for groups and communities. Sponsors want to add to knowledge. Your job