Getting Started in Library Grant Writing

An Infopeople Workshop

Instructor:Holly Hinman

hinmanh@infopeople.orgMarch-April 2005

Workshop Overview

The world of grantsmanship Planning to write Anatomy of a grant proposal

– Need– Goals, objectives/outcomes– Evaluation– Budget

Finding a funder

Quick Grant QuizTrue or false

You can get grants to make up for budget cuts.

You can pay for personnel from grants.

Grants are “free money” – no strings attached.

Grants must be for something totally new.

It’s important to establish a personal relationship with the funding source.

After you take this workshop you will be 100% successful in your quests for grant funding.

Sources for Grants Government

– Federal– State– Local

Foundations– Private– Community

Corporations

Grant Seeking vs. Fundraising

Written application Standard format Formal Relatively high level of effort

If you need only a small amount of money, fundraising may be a better

way to go!

What Makes a Good Proposal?

Matches funder’s interests and priorities

Demonstrates strong need

Offers something new or creative

Offers a model that can be replicated

Has tangible outcomes or products

Has a reasonable, defensible budgets

Can be accomplished in finite timeframe

Follows directions and is well written!

Getting Ready to Write

Grant resource file– library fact sheet, org chart– latest guidelines/info from funding source– sample successful proposals

Internal planning/writing team Advisory group including end users Needs assessment involving end users Personal contact with funding source

General Advice for Grant Writers

Develop a personal relationship with your funding source

Read and follow directions! Write so “grandma” can understand Be kind to the grant reviewers

– Use 12-point, clear font– Number pages

Find out how your proposal will be evaluated

Group Questions

Now that we’ve discussed some criteria for successful grant proposals, do you think the idea that you came with would be successful or not?

What could you change to make your grant concept stronger?

Anatomy of a Grant Proposal

Summary Introduction Needs assessment Goals and objectives Plan of action Evaluation Budget

Project Summary

Appears first Written last Important because:

– it’s used for screening– may be only section read

Do not exceed space limit Can cut-and-paste from other sections

Introduction

Basic info about applicant May be separate section Often part of narrative (needs or plan of

action) Boilerplate OK here Not needed for state LSTA

A Good Needs Assessment Provides the foundation for the rest of the

proposal

Is written from the users’ perspective

Involves the users in identification of need

Is supported by evidence

– hard data

– soft data

If the Need Is for a “Thing”…..

Reevaluate!!!

Weak: The Large County Library needs a bookmobile.

Stronger: Residents of rural areas in Large County need access to library materials ….

The 5 W’s of Needs Assessment

Who are the people with the need?

Where are they located?

What is their problem or need?

When does the problem or need occur?

Why does the problem or need occur?

More Needs Assessment Questions

How does the need relate to:

– Funder’s mission and current priorities

– Library’s mission, programs, and priorities?

Who else is interested?

What will be the community impact?

Rewrite These Needs Statements:

We need more computers. The school library needs more books. Anytown PL needs a community

meeting room Poor County Library needs a literacy

program. Main Library needs a book security

system.

Anatomy of a Grant Proposal

SummaryIntroductionNeeds assessment Goals and objectives Plan of action Evaluation Budget

Goals

Broad, long-range, generalNot measurableRelated to missionMay not be attained

Example: The goal of this project is to provide free and convenient access to library resources to all people in Large County.

Objectives

Measurable Time-specific Reflect change in target group Relate to needs

– Should show improvement

Can be evaluated and should be attained

When agencies fund your project, they are actually buying your objectives. When evaluators evaluate your project, they are measuring whether you accomplished what you said you were going to do in your program objectives.-- Stanley Levenson, How to Get Grants and Gifts for the Public Schools, 2002.

Developing Good Objectives

Start from needs assessment Select measurement indicators Set performance standards Determine time frame Write the objective Evaluate the objective

Objectives Answer Questions

Who is going to be impacted or changed?

What is going to happen?

When will it happen?

How much change will take place?

How will change be measured?

Standard Objective Format

To <action verb and statement of results and measurement indicator>

by <degree of change>

by <deadline>

Example: To increase by at least one grade level the reading skills of 75% of the children who complete the Reading Enrichment Program.

Verbs Used in Objectives

increase

decrease

improve

reduce

expand

eliminate

enhance

diminish

augment

add

lessen

maximize

minimize

access

Fix the Objective

To implement a public computer training program.

To train library staff in MS Word.

To digitize 10,000 photographs from the local history collection.

Common Problems

Confuse methods with objective Write in terms of the institution instead

of the user

Fail to quantify

Set unrealistic degree of change

Anatomy of a Grant Proposal

SummaryIntroductionNeeds assessmentGoals and objectives Plan of action Evaluation Budget

Plan of Action

Narrative Often has page limits Includes:

Personnel

Timeline

Publicity

Key Questions Who will be involved in the project?

– target group – project staff– consultants

What activities will take place?– connect to objective– provide detail

When will each step take place?– include timeline

Why is this approach being used?– describe alternatives

Graphics/Attachments

Timeline Organization chart Resumes Sample materials, products RFP’s

Anatomy of a Grant Proposal

SummaryIntroductionNeeds assessmentGoals and objectivesPlan of action Evaluation Budget

Evaluation

Will your project make a difference? Program evaluation serves 2 purposes:

1. To determine if the project has met objectives.

2. To gather information to improve the project.

Types of Evaluation

Process evaluation

Summative evaluation

Outcomes measurement

Outcomes Measurement

Outcome = Impact on end user

Impact = changes in: • Behavior• Attitude• Skills• Knowledge• Condition/state

-- Rhea Rubin, So What? Using Outcomes Measurement to Assess the Impact of Library Programs, 2005

Evaluation Plan

Results you expect Data you will collect Data collection techniques What records will be kept Who is responsible When evaluation will take place

Anatomy of a Grant Proposal

SummaryIntroductionNeeds assessmentGoals and objectivesPlan of actionEvaluation Budget

The Bottom Line: Your Budget

Budgeting is simply the process of translating the project plan into fiscal terms.

---Mary Hall, Getting Funded: A Complete Guide to Proposal Writing

Budget Basics: Steps to Take

Review funder’s guidelines and requirements

Follow your organization’s budget practices

Identify every cost element in plan of action

Create a budget worksheet Put calculations into required format

Basic Budget Terms

Direct costs Indirect costs Matching funds In-kind contributions Personnel Non-personnel

Anatomy of a Grant Proposal

SummaryIntroductionNeeds assessmentGoals and objectivesPlan of actionEvaluationBudget

Finding a Funder

If your project: Focuses on local needs Can be a model for

other libraries in the state

Can be a model for programs in other states

Affects a multistate area

Start with: Local foundations and

corporations State programs and state

foundations Federal programs and

national foundations Federal or state

programs & national foundations

Resources for Government Grants

Federal– Catalog of Federal Domestic Assistance (CFDA)

(available online)– Federal Register (available online)– Agency mailing lists

State– State agency websites– State agency mailing lists

Local– Personal contacts

Resources for Private Grants – Foundations and

Corporations

What the CFDA is to researching federal grants, the Foundation Center and its publications are to researching foundation grants.

www.fdncenter.org

Foundation Center

Libraries– San Francisco– 22 Cooperating Collections in CA

Key publications– Foundation Directory

• also available online

– Foundation Grants Index

Tips for Finding Foundation Funding

Location, location, location Check eligibility

– 501(c)3 status

Types of support Purpose/areas of interest Contact before submitting

Getting Corporate Funding

Start with corporations in your community or area– Corporations “give where they live”

Make a personal connection Find out how the corporation handles

giving Show how company or employees will

benefit

Library-Friendly Funding Sources

State LSTA programs Other library-specific state programs IMLS (Institute of Museum and Library

Services) NEH (National Endowment for the

Humanities) ALA Community Foundations Local corporations (Target, Walmart)

Post-Submission

Don’t call or email the funder If you are funded:

Celebrate ! Then:

– Notify appropriate officials/staff– Send out a press release– Begin preliminary activities– Thank the funder

If You’re Not Funded

Ask for a copy of the reviewers’ comments

Strategize a new approach– revise and resubmit– revise and submit to another source

Don’t give up!