Event: ABCs of the PhD Seminar Series, Faculty of Education, McGill University, September 15, 2011.

1. FINANCIAL SUPPORT
& FELLOWSHIP
APPLICATION
WRITING, PART I
CAROLYN.HANK@MCGILL.CA
Assistant Professor ▪ School of Information Studies
ABCs OF THE PHD SEMINAR SERIES ▪ 15 SEPT 2011 ▪ FACULTY OF EDUCATION

2. NOTE ON PRESENTATION
As described in the announcement on the
content of this seminar: “This session will
provide doctoral students with information on
funding opportunities and tips for successful
fellowship application writing.” The content of
this slideshow draws on my experience in grant-
writing aimed at US-based federal granting
agencies. It is intended to provide some insight
into key components to be addressed in making
one’s case when applying for grants.

3. NOTE ON SLIDESHOW
This slideshow has been revised from the one
originally presented during the live session on
September 15, 2011. While the informational
content remains the same, some editorial
changes have been made to this presentation
file.

4. E.G.: US-BASED FUNDINGS
AGENCIES

5. PROPOSAL WRITING MUSTS
• Read application!
• Judge appropriateness.
• Read application!
• Look for samples.
• Follow directions!

6. PROPOSAL WRITING BESTS
• Divide and conquer.
• Don’t ask for money just to ask for money.
• Don’t start too grandly.
• But don’t think too small.
• Be realistic in what you propose to do.
• Know when to scale back.
• Be honest: Make budget appropriate.
• Consider outsourcing as appropriate.

7. TEN POINTS TO CONSIDER WHEN
WRITING A GRANT APPLICATION
*** FROM IMLS-PERSPECTIVE ***
• National Impact • Qualified personnel
• Adaptability • Evaluation
• Design • Dissemination
• Sound management • Contributions
Plan • Sustainability
• Budget

8. PREPARING YOUR PROPOSAL
• Do your homework. • Have boilerplate ready
– Be aware of what kinds of and updated.
projects were recently • Give yourself plenty of
funded by the program you
are applying to. time to write the grant.
• Contact the program • Have knowledgeable
officer or other official people review it before
identified by the funding submitting it.
agency. • Submit the proposal
• Visit the funder’s website. early.
• Make it exciting!
• Make it convincing.

9. SUPPPORT
• Depending on scope/type/objectives of proposed
project, consider establishing a board of advisors
to oversee project early in the process (at least
get folks to show enthusiasm/support by writing
letters of support to be included as attachments.)
• Place influential and appropriate people on the
board.
• Have a good reason for each appointment to the
board.
• Solicit letters of support from others as well.

10. PREPARING YOUR PROPOSAL
• Read application thoroughly.
• Follow all instructions.
• This includes any and all instructions
regarding: length, font size, margin,
submission instructions, etc.
– E.g., Follow instructions for naming the files and
their sequence when submitting online
applications.

11. SAMPLE SECTIONS OF AN IMLS
PROPOSAL
• Face Sheet • Partnership Statement form (if
• Abstract applicable)
• Program Information Sheet • Organizational profile
• Narrative • List of key project staff and
– Evaluation Criteria consultants
• Detailed Budget by Year • Staff resumes
• Summary Budget Form • Proof of nonprofit status
• Budget Justification • Indirect cost rate form
• Schedule of Completion • Supporting documentation
• Specifications for Projects That (numbered, as appropriate)
Develop Digital Products form
(if applicable)

12. E.G.: IMLS FACE SHEET &
ABSTRACT
• Project Title:
– Recommended: Descriptive, results-oriented, benefits-oriented.
– Short and easy to remember.
• Abstract:
– While you may write this last, it may be the most important
part.
– Information in the abstract should identify:
• Who is the lead applicant and who are the formal partners (if
applicable)?
• What is the time frame for the project?
• What community need(s) will the project address?
• Who is the intended audience for the activities?
• What will be the project’s activities, outcomes, and tangible
products?
• What are the intended outcomes for audience members in terms of
measurable changes in knowledge, attitudes, or behavior?

13. E.G.: IMLS NARRATIVE
• 10 pages; detailed formatting instructions
• Things to be included/addressed in narrative:
1. Assessment of need
2. National impact and intended results
3. Project design & evaluation plan
4. Project resources: budget, personnel & management
5. Dissemination
6. Sustainability

14. IMLS NARRATIVE DO’S
DO DOCUMENT THE NEED: DO ADDRESS THE SIGNIFICANCE
OF YOUR PROPOSED PROJECT:
• What is the problem? • Be clear and direct, forceful
but not overbearing,
• What will happen if the
need is not met? • Explain the need for the
project.
• What could solve or help
– Outputs.
this problem?
– Outcomes.
• How will your project help – Who will benefit?
solve this problem?
• Cite related studies and
literature

15. IMLS NARRATIVE DO’S (CONT.)
DO “MAKE THE CASE:” DO “PROVE YOUR CASE:”
• Why should your project be • Key informants – quotes,
funded? E.g.: letters of support…
– Uniqueness of project • Public meetings,
– Capacity to complete it. testimony…
– Alignment with your • Case studies.
institution’s mission • Data from public records…
• Survey of population to be
helped…
• Literature reviews.
• Pilot studies.

16. IMLS NARRATIVE DO’S
(CONTINUED)
DO ADDRESS HOW YOU WILL DO ADDRESS HOW YOU WILL
EVALUATE YOUR PROJECT: DISSEMINATE RESULTS:
• Make sure you tell the • Most granting agencies, at
funder what will constitute least federal ones, want
success and how you will recipients to disseminate
figure out if you have their findings, research, or
achieved it. digitized materials
nationally or wider.
• Indicate how you are going
to do this.

17. IMLS NARRATIVE DO’S (CONT.)
IF APPLICABLE, DO ADDRESS REMEMBER … BE SURE TO
SUSTAINABILITY OF YOUR PROJECT ADDRESS:
BEYOND FUNDING PERIOD.
• Extending benefits beyond • What will be done?
grant period. • Who will do it?
• Contribution to systemic • How long will it take?
change within /out the • What is needed to
institution, as well as accomplish it?
information agencies in
general. • Be specific and detailed.

18. E.G.: IMLS BUDGET
• Most scrutinized part of grant.
• Numbers add up really fast.
• Underestimating does not impress reviewers.
• Asking for too much or padding the budget doesn’t
usually impress anyone either.
• Three budget components in application:
– Detailed Budget By Year (in Excel)
– Summary Budget Form (in Excel)
– Budget Justification (Narrative)

19. IMLS BUDGET DO’S
• Only ask for allowable expenses; i.e., not space,
electricity, etc. if indirect costs not allowed.
• Do make sure in a multi-year proposal that you
increase salaries and costs based on expected raises
and inflation.
• Make sure all the numbers add up!
• Be neat and accurate.
• In a real-world situation, you will want to make sure
your institutional research folks read it (they usually
have to sign off).

20. INDIRECT COSTS
• Also known as overhead or F&A (facilities and
administration).
• IMLS defines indirect costs as:
– “ …project costs that an organization incurs that cannot be
easily assigned to an individual project. They are also called
“overhead” or “administrative costs.” Examples of indirect
cost items are charges for utilities, insurance, use of office
space and equipment owned by the applicant, local
telephone service, and the salaries of the management and
administrative personnel of the organization.” (IMLS)

21. E.G.: IMLS SCHEDULE OF
COMPLETION
• Shows when each major project task will be
undertaken, marks the milestones for each grant
activity, and designates how grant funds are to be
spent throughout the project
• E.g., Table, Gantt Chart, or Chronology indicating the
specific steps, start-ending dates, overlaps and
dependencies, etc.

22. E.G.: IMLS ORGANIZATIONAL
PROFILE/KEY PROJECT STAFF
• Organization Profile
– 1 page maximum
– Mission and service area
• Key Project Staff and Consultants and Resumes for
Key Project Staff
– Listing of key staff and/or consultants
– Resumes/CVs (2 page maximum) --- OR ---
– Job descriptions

23. ATTACHMENTS
• Think about the attachments:
– Vitae, letters of reference, past project descriptions, lists of
board members, copies of your organization’s publications,
etc. that will add compelling evidence to your case.

24. WRAP-UP
• Tailor your proposal to the funder.
– Document what is;
– Demonstrate what should be;
– Make the case seem important and urgent;
– Use sound methodologies in your plan;
– Cast the proposal in terms of objectives and deliverables.
• Also make sure the proposal meets your needs.
• Collaborate as appropriate.
• When draft prepared, ask others to review it.

25. JUST REMEMBER …
… If grants were as easy as kittens, we’d all have one.

26. THANK YOU
DR. CAROLYN HANK
Email: carolyn.hank@mcgill.ca
Phone: 514.398.4684
Web: http://ils.unc.edu/~hcarolyn
Acknowledgement: This slideshow revised from one
prepared for INLS 752 (2009), as derived from
slideshows prepared by Dr. Helen Tibbo, School of
information and Library Science, University of North
Carolina at Chapel Hill (2005-2008).