Welcome to the

   Komen Charlotte
Grant Writing Workshop
     November 3, 2009

• Welcome!
• Introductions
• About Susan G. Komen for the Cure
• Request for Proposals –
  Guidelines & Important Dates
• Break
• 10 Tips on How to Write a Better Grant Proposal
• Q&A
Today’s Speakers

• Kim Kogut, Grant Chair,
  Komen Charlotte Board of Directors

• Mary Hamrick, Community Outreach Manager,
  Komen Charlotte Staff

• Laura Belcher, Senior Vice President, Chief Financial &
  Operations Officer, Arts & Science Council
Why Have a Workshop?

• Educate applicants about Susan G. Komen for the Cure

• Raise awareness of funding opportunities

• Build or strengthen relationships between the Charlotte
  Affiliate and community organizations

• Encourage collaboration and networking among

• Improve the quality and quantity of grant applications
About Susan G. Komen for the Cure

• Founded on a promise.

• 125 Affiliates across the US, and three
  International Affiliates.

• World’s largest network of breast cancer
  survivors and activists.

• Largest source of nonprofit funds
  dedicated to the fight against breast
  cancer, nearly $1 billion invested.

• National website:
Top Rated Charity

Susan G. Komen for the Cure has been named a top-rated
charity by Charity Navigator, America's largest independent
evaluator of charities, for a third year in a row.
                   Our Vision
          A World Without Breast Cancer

                  Our Promise
  To save lives and end breast cancer forever by
empowering people, ensuring quality care for all and
       energizing science to find the cures.
About the Charlotte Affiliate

• Founded on a promise.

• First annual Komen Charlotte
  Race for the Cure in Oct 1997.

• Incorporated in 1999.

• Four staff members, a Board of
  Directors, and many volunteers!

• Raised just over $2 million last
Komen Charlotte 9-County Service Area
• 13th Komen Charlotte Race for the Cure
• Held Sat., October 3rd in Uptown Charlotte
• Raised $1.3 million and still counting!
Where the Money Goes

• Up to 75% of our net income stays in our service area

• Remaining net income (minimum of 25%) funds
  groundbreaking breast cancer research.


                    Komen Charlotte Grant Dollars Awarded by Year










             1998   1999   2000   2001    2002    2003   2004    2005    2006   2007    2008   2009

              Community Grants           Local Research Grants          National Research Grants
Community Profile
• Help to identify gaps within the breast health programs
  and resources available.

• Used to help identify granting priorities.

• Find a copy on our website:
Tell Us About You!

- Attendee Introductions
- Current grantees: Brief description of your program
- Your experience with grantwriting
           2010/11 RFP Posted Online

Visit the grantee resources page of our website at
Planning the Proposal

• Consider funding priorities
• Discuss ideas with
  decision-makers in your
• Explore opportunities for
• Read everything!

 TIP: Enlist draft reviewers.
Important Dates

Grant Writing Workshop   Tuesday, November 3, 2009

Application Deadline     Postmarked January 15, 2010

Award Notification       March 31, 2010

Grant Period             April 1, 2010 – March 31, 2011

Mid-Year Report          October 31, 2010

Final Report             May 15, 2011
Statement of Need

• Breast screening services among uninsured and
  underinsured women and men living in our 9-County service

• Projects designed to increase screening and education
  among women and men who live in rural counties.

• Tailored education and prevention programs to specifically
  reach the African American community

• Culturally-appropriate services to African American, Asian,
  Lesbian, Hispanic and Native American breast cancer
Deadline: January 15, 2010
      Guidelines and Instructions for Applicants

      Please read and follow instructions carefully,
     and be clear and thorough with your information

TIP: Follow instructions and format.

                 • U.S. Non-profit organization

                 • All past and current Komen-funded
                   grants and awards are up to date and in
                   compliance with Komen requirements

                 • Be located in or providing services in one
                   of more of the Komen Charlotte nine
                   county service areas

 Organizations must agree to maintain the following
  insurance in the event that they are awarded and accept
  funds from Komen Charlotte:

    (i) commercial general liability insurance with combined
     limits of not less than $1,000,000 per occurrence and
     $2,000,000 in the aggregate for bodily injury, including
     death, and property damage

    (ii) excess/umbrella insurance, excess to the insurance
     set forth in (i) above, with a limit of not less than

 Grantees shall name Komen Affiliate as an additional
  insured under their commercial general liability insurance
  policy solely with respect to the Breast Cancer Project and
  any additional policies and riders entered into by Grantee in
  connection with the Breast Cancer Project.

 Organizations unable to comply should contact the Affiliate
  for further discussion.

• Organizations may submit multiple grant applications;
  however, the total sum of grant applications for each
  organization should not exceed $150,000. Entities with
  distinct operations that are owned by the same parent
  organization will be treated individually when calculating
  the total sum of grant applications.

• Services not already offered to medically underserved

• Equipment costs not to exceed $5,000

• Salaries for personnel related to this project only
Peer Review Panel

• Independent volunteer group that scores and ranks the grant

• Ultimately provides grant slate to be voted on by the Board.

• Free from influence or control by others, including the
  Affiliate staff, Grant Committee, and Board of Directors.

• Made up of people with various professional backgrounds
  that represent our community.
Peer Review Selection Criteria

• Impact
• Feasibility
• Capacity
• Collaboration
• Sustainability
Other General Guidelines

• Consider using Komen educational materials for your project
  whenever possible

• Grantees are required to participate in the annual Komen
  Charlotte Race for the Cure on first Saturday in October.

• Legal grant contract

• Grant period: April 1, 2010 – March 31, 2011

• Payment and Reporting

• Letter of support and additional materials are not requested
Other General Guidelines

• Confirmation of receipt of application

• Announcement of grants awarded

• Minimum of $500,000 is to be granted
Applications should include and be ordered as follows:

• Cover Page
• Abstract Page (should not exceed 200 words)
• Project Narrative (should not exceed 5 pages)
• Financial Information
   – Budget (excel form)
   – Budget justification (for salary requests only)
   – List of other sources of funding (if applicable)
• Bio-Sketch Form
• Proof of Non-Profit Status
• Previous grantees must attach their 6-month report
• Komen funding history

 TIP: Obey page limits.
Submission Process

• Submitted by Director of the project

• Keep grant requests to the page limits

• Submit 7 copies as well as an electronic copy

• Fax copies not accepted

• Applications bound by staples, paper clips, binder clips
  only (no spiral bound)

  TIP: Follow directions. ALWAYS!
Proposal Abstract

• Summary of your proposal.
• Do not exceed 200 words.
• Used for our report to Komen National.
• Be concise!
• Written in lay terms for release to the general public.

 First impressions are important.
Program Narrative

• Brief explanation of project
• Statement of need / problem to be addressed
• Description of key activities & constituency to be served
• Program goals and measurable objectives
• Activities planned to accomplish these goals
• Timetable
• Description of other organization, if any, participating in the

 TIP: Keep your research and data up-to-date.
Program Narrative

• Long-term sources for funding
• Review of comparable programs offered in service area
• Definition of success
• Use of the Program’s results

   TIP: Number pages.

• Itemize and give details
• Make it easy for the Review Panel to understand
• Salaries and fringe benefits for staff working on the
• Consultant fees
• Meeting Costs
• Supplies
• Komen Educational Materials

   TIP: Re-check your budget. Does it add up?

• Patient Care Costs
• Other direct program expenses
• Projects become reality because the central idea is sold,
  not because the proposal is cheap!
• Justify expenses. Do your costs follow with narrative
  program description?
• Double check your numbers!

  TIP: Be realistic! Ask for what you need.
                       Example of Personnel Budget Item

Detailed Budget for Entire Grant                                            Total
Period                                                                    Requested

Personnel (detail in Budget Justification form on next page)

                        TYPE of
         ROLE ON                   EFFORT    BASE         SALARY     FRINGE
Name                     APPT.                                                  TOTALS
         PROJECT                     ON     SALARY      REQUESTED    BENEFIT

Clerk                     12        75%     $15.95/hr      $24,882     $7,465    $32,347
                        Example of Supplies Budget Item

Detailed Budget for Entire Grant                                          Total
Period                                                                  Requested

Supplies (itemize by category)
• 500 Komen Self-Breast Awareness Cards English @ $.125 each ($62.50)
• 500 Komen Self-Breast Awareness Cards Spanish @ $.125 each ($62.50)
• 1000 Komen Breast Health Basics Flyer English @ $.10 each ($100.00)
• 1000 Komen Breast Health Basics Flyer Spanish @ $.10 each ($100.00)
• 3 Breast Models @ $85 each ($255.00)
                     Example of Patient Care Costs

Detailed Budget for Entire Grant                                 Total
Period                                                         Requested

Patient Care Costs                                              Inpatient

50 Screening mammograms at $150.00 each          ($7,500.00)
8 Diagnostic Mammograms at $200.00 each          ($1,600.00)
2 ultrasound-guided biopsies at $1,800.00 each   ($3,600.00)
Funds may not be used for the following purposes:

• Medical or scientific research (requests should be sent to
  Komen National)

• Media projects (film, radio, web sites, public service
  announcements, etc.)

• Scholarships or fellowships

• Construction or renovation of facilities

• Political campaigns or lobbying
     Laura Belcher

SVP, Chief Financial and
  Operations Officer

Arts & Science Council
10 Things to Remember

#1 – Review the Guidelines

• Komen’s Statement of Need
• Applicant Qualifications
• Grant Restrictions

• Do not try and fit a round peg in a square hole
   • Do not ask for something that does not meet the guidelines
10 Things to Remember

# 2 – Plan Ahead

• Identify the point person for the grant
• Create a timeline to write, review and edit the grant
• Outline the goals and align them with the statement of need
• Identify supporting information needed and sources of
• Take your time --- A rapidly assembled grant will stand out – not
  in the way you want it to
10 Things to Remember

# 3 – Follow Instructions

• Answer the actual questions being asked:
   • i.e. If question is about the program, do not answer with information
     about the organization
   • i.e. If the question asks about the impact of the grant do not write
     about the need in the community
• Follow the submission guidelines (dates and # of copies)
• Do not attach additional unrequested materials
10 Things to Remember

# 4 – Be Concise

• Not a creative writing exercise – not the only grant the reviewer is
  going to read
• Clear project description – what it is and what it will accomplish
   • Focus on the who, what, when, where and how
10 Things to Remember

# 5 – Be Specific

• Do not leave the reader having to fill in the blanks or imagine the
   • If requesting partial funding for a staff position, be clear on where the
     balance of the funding is coming from
• Do not assume the panelists know everything about your
• Itemize efforts and needs
   • Do not say – Educational Materials = $4,000
   • Say – 2000 brochures = $2,000; 100 Videos = $1,000; and 5000
     Breast Health Shower cards = $1,000
10 Things to Remember

# 6 – Develop and Articulate Real Outcomes

• Use SMART Goals
   • Specific
   • Measurable
   • Achievable
   • Realistic
   • Time-Bound
• Do not use sweeping generalizations
   • Not clear = “Will educate community on breast health issues”
   • Say “Will work with Southern Cabarrus county Hispanic community
     women over next 8 months to increase understanding of breast self
     exams through bi-monthly workshops to 100-150 participants”
10 Things to Remember

# 7 – Establish a Realistic Budget

• Evaluate all program expenses
• Do not inflate expenses but do not underestimate either
   • Research actual costs – panelists can tell when it is a guesstimate
• Share in-kind contributions – illustrate collaborations
   • Seek in-kind contributions for “nice to have” items or upgrades in
     materials (pillows, pins, gift bags)
• Do not include expenses in the budget that are not addressed in
  the narrative – no surprises
10 Things to Remember

# 8 – Proofread!!

• Double check the entire grant for consistency
   • Do not say in one paragraph that you will reach 300 women and in
     another 400
• Be careful of typographical errors – spelling and grammar count
• Consider having someone not associated with the grant read it
  for clarity
• Not a test- use a calculator
   • What is panelist to think when they see:
      • 150 mammograms @ $200 = $5,000
10 Things to Remember

# 9 – Submit on Time

• Komen takes its responsibility to distribute donor dollar seriously,
  late applications demonstrate a lack of commitment to the
• Please do not put us in the position of not being able to fund a
  great program because the request was late
10 Things to Remember

# 10 – Continuous Improvement / Shared Objectives

• Keep doing the work you are doing – until there is a cure we must
  continue to Education, Screen and Treat
• Continually look for ways to increase the number of people
• Learn from others around you
• Ask for feedback from the Komen Grants Committee – both if you
  are funded and if you are not
           Thank you for coming.
    Please contact us with any questions!

                  Mary Hamrick
         Community Outreach Manager
Charlotte Affiliate of Susan G. Komen for the Cure
 505 East Blvd., Suite 101, Charlotte, NC 28203
             Phone: (704) 347-8181
              Fax: (704) 347-8145

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