Writing a Grant Proposal

Writing a Grant Proposal Grant sources vary considerably in how they request proposal information to be presented or formatted. This section includes the order in which information is usually included as well as typical information that may be required in a specific category. Often the grant application gives you the forms to complete, and you simply fill out the application with the information requested. These pre-designed applications typically request the same information that another grant may request without supplying pre-designed forms. When a suggested topic format is presented, use it rather than create your own. However, if there are no suggested topic formats, organize your proposal using a format that makes sense according to how a project is actually developed. Components of a Grant The items presented below are common topics requested in a proposal. Not all proposals need all of the following categories or components in each category, so use your judgment about what components are needed for a particular grant. Cover Letter  Include the name of the school/district  Include title of the grant program  Should contain contact information  Should be short and brief and contain limited information Application Title Page  Should describe the project  Include benefit to funding agency  Short and easy-to-read Table of Contents  List page numbers and organize by major headings  Use headings suggested by application (exact wording) Abstract/Executive Summary  A concise summary/overview of the proposed project  Should be less than one page  Some read the abstract to determine whether or not to continue reading the complete proposal  Make sure you include the objectives and methods  Budget information does not need to be included  Emphasize the need for the funding Need/Problem Statement  Tailor the need to the funding source  Use data to support the need  Describe what can be better, improved, or different  Be creative in making your need unique  Make your need sound urgent; necessary  Describe your student population and community Project Goals and Objectives  Use CFISD School Board Goals and Objectives when appropriate  Objectives should be measurable  Emphasize ultimate benefit for students  Include timelines for achieving goals and objectives  Define the purpose of the project  Make sure goals and objectives are in line with grantor’s goals and objectives  Number goals and objectives so you can reference the number and not have to rewrite the goals and objectives in other portions of the narrative History of Organization  Include rapid growth of district  Information about the district can be found on the CFISD website  Include change in demographics and economic status of student population  You may need to include information about Houston and Harris County  Do not include too much information; just give a snapshot  Write the history in a way that supports the need for the grant project Management Plan  Describe how you will implement the program  Use timelines to describe how you are capable of successful implementation; include objectives, beginning and ending dates, and title of person responsible for different management components  Include that CFISD has established processes and procedures for grant management through the grant department and finance office  Describe advisory boards or grant site teams  Include processes for ongoing evaluation and for changes in implementation based upon specific criteria. Methods/Strategies for Completion of Project  Describe indicators that document progress of implementation  State cost/benefit of program components  Describe how objectives will be accomplished  Explain how you determined these methods are best for project implementation  Describe the probability of success and under what conditions Program Activities  Complete for each goal and objective  Be specific but do not get carried away  Write it as an outline for you to follow for program implementation after the grant is awarded  Include timeline of beginning and ending dates and person responsible  Sometimes you may want to include budgetary costs for each activity and include costs incurred by the district as well as grant budget requests Evaluation  Include both formative and summative approaches  Link to goals and objectives  Describe what outcomes will be measured  Include types of documentation you will collect to determine effectiveness of the project  State the expected outcomes  Link to methods  Include survey instruments  Create evaluation charts  Describe the methods for how the project will be reviewed and by whom  Use both qualitative and quantitative methods Continuation/Sustainability  Describe how you plan to continue the program after the grant expires  Explain future plans for this program Dissemination  State with whom you will share the results of the program  Discuss if you plan to write published results for journals  Describe information about the project that may be included in newsletters  Discuss plans for presenting the grant program at seminars or conferences  Discuss if you plan to provide workshops sharing the grant program with others  If your grant program creates a product, discuss how that product will be used or shared  Realize that some grantors may feel that advertising your program may increase the cost/benefit ratio of the funding; grantors like programs that advertise the grantor’s contribution to the program Budget  List specific project costs by budget category – salaries (includes stipends and extra duty), contracted services and consultants, supplies, travel, food, and capital outlay  Include a budget narrative that describes the types of costs (e.g., extra duty pay for 4 teachers for 10 days for 2 hours a day @ $25 an hour = $2,000)  Do not give specific brand names; use general terms  Make sure budget costs can be tied to the goals and objectives  Make sure costs are easily tied to grant activities  Make sure you include all costs (if you request computers you may want to include tables to set them on)