Common Grant Application Overview

PREPARING EFFECTIVE RESPONSES TO THE NARRATIVE QUESTIONS IN THE SAN ANTONIO COMMON GRANT APPLICATION

San Antonio Funders’ Group

Winter 2012-2013

COMMON GRANT APPLICATION

Introduced in Fall 2012 Currently, 10 funders in the San Antonio/ Hill

Country area are using (or plan to use) this application. We expect more.

Funders will use the same wording for the narrative questions.

HOW WILL FUNDERS USE THE QUESTIONS?

All funders will use same wording and word limits

You may see different formatting requirements (font sizes, margins)

Some may use an online application with form fields; some may use a paper form

There may be some supplemental questions in addition to these (funders’ discretion)

Some funders may opt not to ask all these questions (just some of them)

WORKSHOP STRUCTURE

Part 1: The specific narrative questions (and strategies for effective responses): 90 minutes

Part 2: Tips from the San Antonio Funders’ Group on effective grant-seeking: 90 minutes

PART 1: NARRATIVE QUESTIONS

GENERAL APPROACH TO NARRATIVE Q’S

For all questions: Shorter is better Answer just the question being asked

Q1. PROBLEM OR NEED STATEMENT

Describe the problem or need your program/project will address.


This is the motive for the program, and the basis on which you build the proposal.

Start with broader issues and work toward more specific (local) ones.


SAMPLE ANSWER

General Issue: Without affordable daycare, low-income families are trapped in a cycle of poverty. Because a parent (typically the mother) must stay home with the children, she cannot pursue an education, job training, or look for work that will cover child care expenses.

Specific Issue: 40% of families in our community with preschool aged children live below the federal poverty level and cannot afford any of the commercial daycare programs here ($xx per day). Our program currently serves half of all the low-income children in town. There is not sufficient capacity among other providers to meet all low-income need.


Avoid Circular Thinking Do not describe your program in the needs

statement. Example: The needs statement for a breast

cancer screening program would be where you give statistics about breast cancer incidence and mortality rates in your community. It’s not where you describe your screening program.


Write in terms of client needs

Never write a grant proposal about your agency’s needs; write in terms of how the project will help the clients.

In the daycare example, the WRONG way to write a needs statement would be: “Our daycare needs funds to help it expand.”

In the grant world, agencies don’t have needs; their clients have needs.


Sample Answer

General Issue: Without affordable daycare, low-income families are trapped in a cycle of poverty. Because a parent (typically the mother) must stay home with the children, she cannot pursue an education, job training, or look for work that will cover child care expenses.

Specific Issue: 40% of families in our community with preschool aged children live below the federal poverty level and cannot afford any of the commercial daycare programs here ($xx per day). Our program currently serves half of all the low-income children in town. There is not sufficient capacity among other providers to meet all low-income need.

Q1. PROBLEM OR NEED STATEMENTDON’T USE STALE DATA

2010 Census data now available

Use reputable sources

Compare local data to state and national when appropriate

Q1. PROBLEM OR NEED STATEMENTRESOURCE: AMERICAN FACT-FINDER

Free Compare

your service area to state and national averages

www.census.gov

Q1. PROBLEM OR NEED STATEMENTRESOURCE: GOOGLE SCHOLAR

For doing literature reviews, a handy free place to start your research

http://scholar.google.com

Q1. PROBLEM OR NEED STATEMENTRESOURCE: NOW-DATA

http://nowdata.cinow.info/

http://nowdata.cinow.info/


Any other favorite data sources you would like to share with the group?

Q1. PROBLEM OR NEED STATEMENT:IN-CLASS WRITING EXERCISE

Write a needs statement for a program you have in mind.

Start with the general issue, then move to the specific case in your service area.

You can make up imaginary statistics for the purpose of the exercise (obviously not for a real proposal).

Q2. PEOPLE TO BE SERVED

Describe the people to be served by this program/project (with information such as age, gender, ethnicity, geographic area(s), income and/or poverty level).

Please be sure to mention any demographics or other conditions that are important to this funder (for example, if this funder specializes in a particular population, health condition, etc., be sure to address that).

Q2. PEOPLE TO BE SERVEDRELATED TO NEED STATEMENT, BUT DIFFERENT

Need statement (Q1) describes the situation and why it matters

Description of people to be served (Q2) gives a profile of who you expect to serve

Q3. PROGRAM/PROJECT DESCRIPTIONa. Describe the program/project for which funding is being

requested and its primary purpose. Briefly describe how the funds will be used (including program/project activities).

b. If this is an ongoing program/project: What have been past indicators of success? What have been challenges to achieving success? Any recent enhancements?

c. If this is a new program/project (new to your agency): What is the basis for expecting that the program/project will succeed? (Anecdotal information? Evidence-based practices? Literature review? Other?)

d. Do you plan to collaborate with any other organizations on this program/project? If so, which ones and how? (If more than four agencies, state the number of agencies you collaborate with, and include an attachment listing their names.)

e. How does this program/project fit with your organization’s mission? (If you believe it’s obvious, skip this question, but this is your chance to make the case if you need to do so.)

f. We assume most nonprofits will sustain/continue their programs/projects by seeking additional grants. Any plans to sustain this program/project other than grants?

Answer B or C

Answer only if they are relevant

Q3. PROGRAM/PROJECT DESCRIPTION

A. DESCRIBE THE PROGRAM/PROJECT FOR WHICH FUNDING IS BEING REQUESTED AND ITS PRIMARY PURPOSE. BRIEFLY DESCRIBE HOW THE FUNDS WILL BE USED (INCLUDING PROGRAM/PROJECT ACTIVITIES).

Now we know what the problem is, what are you going to do about it? How will you spend the funder’s money?

Give a brief summary of your budget narrative. Example: “We will spend the majority of the grant on salaries for additional staff and the rest will be used for supplies.”

Describe your activities. Example: If you were operating a program to address DWI deaths, you might describe the education program you will put into effect in the public schools with the grant funds.


B. IF THIS IS AN ONGOING PROGRAM/PROJECT: WHAT HAVE BEEN PAST INDICATORS OF SUCCESS? WHAT HAVE BEEN CHALLENGES TO ACHIEVING SUCCESS? ANY RECENT ENHANCEMENTS?

Funders want to know: How’s it going? What’s new?

Past indicators of success might be client outcomes (statistics), anecdotes, or client testimonials.

Challenges might be things you’ve learned about how to improve the program (especially if you can state that you are making changes accordingly).

Recent enhancements – if it’s a program that’s been around a while and you recently improved it, that’s important information.


C. IF THIS IS A NEW PROGRAM/PROJECT (NEW TO YOUR AGENCY): WHAT IS THE BASIS FOR EXPECTING THAT THE PROGRAM/PROJECT WILL SUCCEED? (ANECDOTAL INFORMATION? EVIDENCE-BASED PRACTICES? LITERATURE REVIEW? OTHER?)

Explain why you think this will work. Funders want to spend their money on programs that succeed in helping people.

If it’s evidence-based, mention the key studies that support it.

Your approach does not have to be evidence-based, especially if it’s a safety-net program.


D. DO YOU PLAN TO COLLABORATE WITH ANY OTHER ORGANIZATIONS ON THIS PROGRAM/PROJECT? IF SO, WHICH ONES AND HOW? (IF MORE THAN FOUR AGENCIES, STATE THE NUMBER OF AGENCIES YOU COLLABORATE WITH, AND INCLUDE AN ATTACHMENT LISTING THEIR NAMES.)

If you will have partners to make this program more effective, please explain their role.

Will any grant funds be used to pay those partners? Or will they provide the services in-kind?

This question does not imply that you are required to collaborate with other agencies. This is your opportunity to showcase that feature if you are collaborating.


E. HOW DOES THIS PROGRAM/PROJECT FIT WITH YOUR ORGANIZATION’S MISSION? (IF YOU BELIEVE IT’S OBVIOUS, SKIP THIS QUESTION, BUT THIS IS YOUR CHANCE TO MAKE THE CASE IF YOU NEED TO DO SO.)

Funders want to make sure you’re not “chasing dollars” and stretching your agency out of its main focus just to get a grant.

This is a chance for you to ask yourself whether this program or project will advance your mission.

If it’s really obvious, no need to answer.


F. WE ASSUME MOST NONPROFITS WILL SUSTAIN/CONTINUE THEIR PROGRAMS/PROJECTS BY SEEKING ADDITIONAL GRANTS. ANY PLANS TO SUSTAIN THIS PROGRAM/PROJECT OTHER THAN GRANTS?

Funders understand that most nonprofits depend a lot on grants, so that’s not the issue.

Will you raise money from individual donors for this project?

Will the project generate any revenues? (Ticket sales, medical co-payments, etc.)

Any innovative ideas to help make this program pay for itself or be more cost-effective?

BOTTOM-LINE MESSAGE FOR Q3

You are trying to convince funders that your program or project is a sound investment.

All the responses to the various Q3 bullet points should contribute in some way to this message.

Q4. PROGRAM/PROJECT EVALUATION

a. What change will occur in clients’ lives as a result of this program/project, and how will you know that this has happened? (Identify the measurement tools you will use – qualitative or quantitative.) If your program/project does not produce lasting change in clients’ lives, discuss other ways you will know the program/project is making a difference.

b. If the funder requires specific types or numbers of goals, objectives, metrics, etc., address those here. If you don’t have enough room, give a brief summary of what you will measure here, and attach a separate sheet with more detail.


A. WHAT CHANGE WILL OCCUR IN CLIENTS’ LIVES AS A RESULT OF THIS PROGRAM/PROJECT, AND HOW WILL YOU KNOW THAT THIS HAS HAPPENED?

The key question is: How will people’s lives improve? Should be related to the problem or need statement.

If your program/project does not produce lasting change in clients’ lives, discuss other ways the program/project is making a difference.

Identify the measurement tools you will use – qualitative or quantitative.


A. WHAT CHANGE WILL OCCUR IN CLIENTS’ LIVES AS A RESULT OF THIS PROGRAM/PROJECT, AND HOW WILL YOU KNOW THAT THIS HAS HAPPENED?

Program Goals and Objectives Evaluation plans that focus on changes in the

client’s condition include outcome goals. Helpful to use “SMART” goals How will your program improve lives or save

lives?

Sample Outcome Goal: Decrease the DWI deaths in my county 10%, from 100 to 90, between January 1, 2013 and December 31, 2014, as measured by public records.


B. IF THE FUNDER REQUIRES SPECIFIC TYPES OR NUMBERS OF GOALS, OBJECTIVES, METRICS, ETC., ADDRESS THOSE HERE.

Funders will supply any specific requirements they have. Some will just want you to answer bullet point A.

Health care funders may have different measurement requirements than funders interested in the arts or animal welfare.

If you don’t have enough room, give a brief summary of what you will measure here, and attach a separate sheet with more detail.

Q5. FIT WITH FUNDER MISSION

How is this program/project related to the priorities of the funder to whom you are submitting this request? (Here’s your chance to make your case, just in case it’s not obvious to the funder.)

Q5. FIT WITH FUNDER MISSION

Use your own judgment on whether to answer this.

Example: If the funder’s stated focus is helping children with disabilities, and your project is hosting the Special Olympics, no need to explain.

Sometimes it’s more of a stretch but you can still make your case.

If it’s too much of a stretch, this funder may not be a fit for you.

Q6. ORGANIZATION DESCRIPTION/BACKGROUND

Please describe your organization.

Some suggested items to include: number of staff; number of volunteers (other than board members); clients served annually by entire organization; date established or founded; a list of your core services; impact or major accomplishments; a brief statement of your organization’s vision for the next five years.

Include the information you believe is most important to help the funder understand what makes your organization special.

Q6. PLEASE DESCRIBE YOUR ORGANIZATION

Funders are not interested in a great deal of history or detail – just an overview. “Less is more.”

You do not need to list every item in the suggested list of topics.

If you consider your agency too complex to explain in detail in this space, give a brief summary.

If you make heavy use of volunteers to operate your programs, be sure to highlight this.

What makes your agency special?

Q7. RELATIONSHIP TO THE FIELD

a. What other nonprofit organizations in your area provide similar services? How are your services or approach different from theirs?

b. Does your organization coordinate services with other agencies, either formally (through a Memorandum of Understanding) or informally? (Not just on the proposed program/project.)


A. WHAT OTHER NONPROFIT ORGANIZATIONS IN YOUR AREA PROVIDE SIMILAR SERVICES? HOW ARE YOUR SERVICES OR APPROACH DIFFERENT FROM THEIRS?

It is rare that you are the “only” agency doing similar work. Be sure to check to see who else is out there.

Do you compete or collaborate? Both? “Different” is not necessarily a judgment – it

could be that you meet different needs or serve different geographic areas.

Q7. RELATIONSHIP TO THE FIELDA. WHAT OTHER NONPROFIT ORGANIZATIONS IN YOUR AREA PROVIDE SIMILAR SERVICES? HOW ARE YOUR SERVICES OR APPROACH DIFFERENT FROM THEIRS?

IRS Searchable Publication 78 or “Select Check” http://apps.irs.gov/app/eos/

GuideStar http://www.guidestar.org

Google Maps “Search Nearby” Feature http://maps.google.com

Other resources?

IRS SELECT CHECK (PUBLICATION 78)

IRS SELECT CHECK (PUBLICATION 78)

GUIDESTAR

GOOGLE MAPS “SEARCH NEARBY”


B. DOES YOUR ORGANIZATION COORDINATE SERVICES WITH OTHER AGENCIES, EITHER FORMALLY (THROUGH A MEMORANDUM OF UNDERSTANDING) OR INFORMALLY? (NOT JUST ON THE PROPOSED PROGRAM/PROJECT.)

In Question 3, we asked you about collaborative relationships for the proposed program. Now we want to know about your agency’s other collaborations, if any.

Maybe you collaborate a lot, just not on the particular project for which you are requesting funds.

Response not required if you don’t collaborate

QUESTIONS SO FAR?

GENERAL TIPS FOR GRANT-SEEKING

1. Fit with funders’ interests (pitch the right project to the right funder) – start with their guidelines

2. Follow directions3. Write clearly and simply4. Prepare your grant budget early in the

process

TIP 1. FIT WITH FUNDERS’ INTERESTS

Obtain funders’ guidelines – always visit their Web sites

Call if written information not available

Seek a good fit with funders’ interests

Ask for the right amount for the funder (see their 990)

FUNDING STRATEGY

Foundation Directory Online (fconline.fdncenter.org) – by subscription

Texas Nonprofits Funder Database(txnp.org) – Inexpensive subscription; has a lot of small family foundations listed

Guidestar(www.guidestar.org) - you can subscribe for free or upgrade for more features. Read the Form 990 for each foundation.

Center for Nonprofit Support Resource Center (in new location). For more information, www.saafdn.org/centerfornonprofitsupport

Funder Websites

SECRETS OF THE 990

You can see who they have made grants to, for what purpose, and how much.

Image at right is the statement of grants made (not always #23)

SECRETS OF THE 990 The 990 lists board

members and officers. The sample to the right is for the Meadows Foundation.

When reviewing board lists: Do you know any of these people? Do your board members know them?

TIP 2. FOLLOW DIRECTIONS

TIP 3. CLEAR WRITING

Write clearly and simply

Be careful with punctuation and grammar

Spell out acronyms Careful with spell

check Seek a “fresh pair of

eyes” on your work

IMPORTANCE OF CLEAR WRITING

TIP 4. PREPARE YOUR GRANT BUDGET It helps to prepare the budget early on.

Make sure that your budget matches your narrative. No surprises!

If you know how you’re going to spend your money, you probably know exactly what you’re going to do.

MORE ABOUT THE GRANT BUDGET

The budget should balance.

First, determine all expenses. Then, figure out where the money will come from to pay for the program.

MORE ABOUT THE GRANT BUDGET

Be thorough and realistic.

Be specific and show your calculations. Don’t “round up.”

Don’t underestimate – a “cheap” budget is less appealing than a realistic one.

MORE BUDGET TIPS

Include in-kind donations

Foundations will see that they’re not the only ones being asked to help support the program.

Volunteer time counts. To learn the hourly value of volunteer time, visit the Independent Sector Web site at: http://www.independentsector.org/programs/research/volunteer_time.html

MORE BUDGET TIPS List in-kind resources in the

income and expense sections.

For example, if you anticipate $2,179 worth of volunteer labor, that’s income, but it’s also an expense because you would have to pay for that labor without volunteers.

THANK YOU FOR YOUR TIME!

Common Grant Application Overview

Career

different need statement

need statementresource

need statementwrite

meetall lowincome need

aneeds statement

funders discretion

lowincome children

specific issue