For beginner grant proposal writers, this session explores the basics of effective proposal writing, how to research and approach funders, as well as strategies for fundraising and resource development. Presenter: Patricia Clark, College and Career Academy Support Network

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We’re in the Money:
Proposal Writing & Resource
Development
Patricia Clark
College and Career Academy Support Network
(CCASN)
University of California Berkeley

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GOALS FOR THIS SESSION
• To increase understanding of the basic
elements of a Grant Proposal
• To learn more about both Proposal
Writing and Grantseeking
• To acquire some powerful Proposal
writing Tools
• To realize that if we approach Proposal
writing “bird by bird,” all things are
possible.

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Exercise: You Gotta Have Cause
(plus your Elevator Speech)
• Complete the “You Gotta Have Cause”
Exercise
• Think about Your One Minute Elevator
Speech
• Pair and Share

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Keys to Success
• Create a Proposal Writing & Resource
Development/ Partnership
Development Team
• Engage your Advisory Board & Other
Stakeholders in Developing a Strategic
Plan AND a related Fund & Resource
Development Plan
• Build a Proposal writing & Resource
Development Kit

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Keys to Success
• Research Potential Funders Thoroughly
• Target your Proposals Carefully
• Write a clear, concise proposal which
includes all forms/follows all
instructions carefully

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Major Components of a
Typical Grant Proposal
• Cover Letter
• Summary/Abstract
• Introduction/Background
• Need/problem/situation statement
– (sometimes includes CASE statement)
• Goals/Objectives

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Major Components
• Methods/Activities/Strategies/Work
Plan/ Management Plan (often includes
Organizational Chart, Qualifications of Key
Personnel; sometimes includes Theory of Action)
• Timeline (if not already included in work plan)
(NOTE: Sometimes funders require info on
Qualifications of Key Personnel and/or an Impact
Statement)

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Major Components
• Dissemination (when applicable)
• Evaluation/ Accountability Plan
• Sustainability/Future funding/
Institutionalization
• Budget & Budget Narrative/Justification
• Support Letters/Appendices
• Other requirements such as
assurances, sign-off sheets, etc.

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Two Reminders
• PAY CLOSE ATTENTION TO THE
FUNDERS’ PRIORITIES,
REQUIREMENTS, & CRITERIA !!!
• DATA, DATA, DATA … Use Research,
Statistics, Evidence, etc. Throughout !!!

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Steps In the Grantwriting Process
(one approach)
• Developing Proposal Idea (and finding
appropriate funding source/s)
• Writing Compelling Need Statement
(includes research/evidence)
• Defining Clear Goals & Objectives
• Developing
Methods/Activities/Strategies
(includes research base/theory of action)
* Preparing Evaluation Component

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Steps in the Proposal Writing Process
• Preparing Budget
• Writing Introduction, Proposal
Summary/Abstract (possibly Cover Letter)
• Gathering/Developing Support Letters/
Appendices
• Putting Package Together//Mailing
proposal in timely fashion//Follow up

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Educational Planning -- Backwards
• Step 1: What is Your Shopping List?
(BUDGET)
* Step 2: What is It You’ll be Able to Do
That you Can’t Do Now? Describe it.
Create a picture in the funder’s eyes.
(ACTIVITIES)

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Educational Planning -- Backwards
• Step 3: Why is it that you want
students/ teachers/etc. to do these
things? (OBJECTIVES)
• Step 4: Why did you pick this particular
area of learning for the students to work
on? (NEEDS)

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Educational Planning -
Backwards
• Step 5: How was it that you said you
would measure to be sure students
have mastered the skills/successfully
completed project, etc?
(EVALUATION)
• Step 6: TIDY UP: MAKE YOUR
TIMELINE, BUDGET, STAFFING LIST,

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Educational Planning -
Backwards
• Lay out NEEDS –
GOALS/OBJECTIVES –
ACTIVITIES – EVALUATION
sequence
Step 7: Write a brief description of your
proposed work (ABSTRACT)

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Common Types of Proposals
• Letter of Intent/Inquiry
• Letter Proposal
• Long/Formal Proposal/Application
• Common Grant Proposals
• On-Line Proposal

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Proposals – The Close
Relatives
• Letter of Introduction (requests
interview; does not include an actual
request for funding)
• Business Plan
• Concept Paper

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Developing the Proposal Idea
• What is the community need that the
planned project/initiative is addressing?
(Need/s Statement)
• What would an improved community/
school situation look like?
Objectives

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Developing…Proposal Idea
• What can this
organization/school/program do to
improve the situation?
(Methods/Activities)
• How will it be determined that the
project has succeeded? (Evaluation)
• How much will project cost? (Budget)

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Developing….Idea
• How will the project be funded in the
future &/or institutionalized/incorporated
into ongoing project operations?
(Future funding/
institutionalization)

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Problem Statement/ Needs Assessment
• Describes target population to be served
• Defines community problem to be addressed
AND need in geographical area where
organization operates
• Is related to purposes & goals of applicant
agency/organization/school
• Is of reasonable dimensions – not trying to
solve all the problems of the world

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Problem/Needs Statement
(continued)
• Is supported by relevant statistical evidence
• Is supported by statements from
authorities/experts
• Is stated in terms of constituency/client
(student) needs and problems – not the
applicant’s
• Is developed with input from constituency/
client & beneficiaries

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Problem/Needs Statement
(continued)
• Is not the “lack of a program,” unless
program always works
• Makes no unsupported assumptions
• Is brief; interesting; free of jargon;
makes a compelling case

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MAKING THE CASE: Building on the
need statement
In some proposals, you:
• Present your compelling need
• Describe how your organization is
UNIQUELY qualified to address this need/
successfully implement this project
• Include a CASE STATEMENT – document
how mission/purpose of your organization
is a perfect match with funder’s priorities
and this particular project

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The CASE STATEMENT:
• How/why your organization/Academy
was started (what problems
existed/what reasons for starting)
• What is your organization/Academy
doing now? Why? With what impact?
• Where are you going? (Future)

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Goals and Objectives

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Defining Clear Goals &
Objectives
A GOAL is:
• a broad-based statement of the ultimate
result of the change being undertaken (a
result that is sometimes unreachable in the short
term.)
• a global, visionary statement (that often create
a sense of awe.)
• not measurable.
• “the end toward which effort is directed.”

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Defining Clear Goals &
Objectives
An OBJECTIVE is:
• a measurable, time-specific result that the
organization/ school/ district expects to
accomplish as part of the grant.
• “observable & verifiable.”
• stated in quantifiable terms.
• realistic, capable of being accomplished
within time frame.

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Objectives: Keep them S-I-M-
P-L-E
• Specific – indicate precisely what you intend
to change through project
• Immediate – indicate time frame during
which problem will be addressed
• Measurable – indicate what you would
accept as proof of project success
• Practical – indicate how each objective is
real solution to real problem

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Objectives: Keep them S-I-M-
P-L-E
• Logical – Indicate how each objective
systematically contributes to achieving your
overall goal(s)
• Evaluable – indicate how much change has
to occur for project to be effective

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Writing Objectives
STANDARD OBJECTIVE FORMAT:
To increase the math scores of sophomores at
Winston High School by 20% on the
Mathematics Diagnostic Testing Assessment
by June 2012 at a cost of $20,000, as
measured by ____________.
NOW, TRY WRITING AN OBJECTIVE OF
YOUR OWN

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Methods/Activities
• Flows naturally from problems & objectives
• Clearly describes program activities
• States reasons for selection of activities
• Describes sequence of activities
• Describes staffing of program
• Describes constituency/clients and their
selection (if applicable)

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Methods/Activities
• Presents reasonable scope of activities
that can be accomplished within time
and resources of program
• Provides timeline of activities

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Evaluation Component
• Quantitative Methods
• Qualitative Methods
• Formative or Process Evaluation
• Summative or Outcome Evaluation
• Other terms: Baseline; Comparison Group;
Success Criteria; Assessments; Instruments;
Internal Evaluator; External Evaluator

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Other Aspects…
• Future
Funding, Institutionalization, Sustainabil
ity
• Dissemination
• Budget
• Cover Letter
• Summary/Abstract
• Other Sections

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Sources of Funding
• Private Foundations & Philanthropic
Trusts
• Corporations
• Government Agencies
• Local Businesses
• Service Clubs
• Community-Based Organizations,
Religious Organizations, Individuals

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A Bit on Grantseeking
Grantseeking is About Building
Relationships, preferably long term….
(Scenes from a Marriage)
Grantseeking is also about Doing Your
Homework, Persisting with Passion,
and Following Through.

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Grantseeking on the Web
• http://fdncenter.org
• http://www.schoolgrants.org
• Federal/State Department of ED sites –
list serves (http://www.grants.gov)
• CASN_News-
subscribe@yahoogroups.com
(Academy/high school newswire,
includes funding opportunities)

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Setting Yourself Up for
Success
• Toward a Grantwriting/Resource
Development Kit (see packet)
• The Devil is in the Details – some tips &
some signs of a great grant (see
packet) PLUS Ways to Involve Your
Community
• Remember: You Don’t Always Need a
Grant
• Some Super Checklists (packet)

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We dwell in possibilities

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Next steps
• Whatever we can dream, we can do.
• Make a plan. Commit yourself. What is
your personal next step?
• Remember to approach proposal
writing “bird by bird”
• Let’s Get it Started (a la Black Eyed Peas)

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Staying in Touch
Patricia Clark
Career Academy Support Network
(CASN)
patricia510@gmail.com
patricia.clark@yahoo.com
510.524.0734; 510.504.3826 (cell)
CASN_News-subscribe@yahoogroups.com