The University of Texas System by Dr. Barbara Breier The University of Texas System Proposal and Grantwriting Seminar March 2001 Presentation to the Texas.

The University of Texas SystemThe University of Texas System

byDr. Barbara BreierThe University of Texas System

Proposal and Grantwriting Seminar

March 2001Presentation to the

Texas Women Faculty Forum


How Presentation is Organized

Conceptualizing the Project Identifying Potential Sources of

Funding Writing the Proposal Follow-up with Proposal

2


1999 Contributions

5.80%8.20%

10.40%

75.60%

Corporations $11.02

Bequests $15.61

Foundations $19.81

Individuals $143.71

Total Giving $190.16 Billion

From Giving USA, 2000 3


1999 Uses of Contributions

From Giving USA, 2000

9.4% 5.8%14.4%

7.9%9.1%

43.0%

3.1%1.4%

5.8%

I nt ' l Af f . $2.65

Envir/ Wildlif e $5.83

Public Benef it $10.94

Other $15.11

Human Services $17.36

Arts/ Culture $11.07

Health $17.95

Education $27.46

Religion $81.78 4

(In Billions)


Types of Foundations and Why They Give

Independent Foundation Company-sponsored Foundation Operating Foundation Community Foundation

5


990-PF’s (Form 990-PF)

Required by the Tax Reform Act of 1969 to report net worth and to list board of directors

Filed in the state of incorporation Available through the Central

Development Research Office or on-line At least 2 years old

6


Why do Foundations Give

Wish to accomplish some good for society Some very limited in their giving May have adopted a particular purpose or

goal Careful research and cultivation can

determine whether a foundation’s mission will fit with the goals and objectives of your organization

7

The University of Texas SystemThe University of Texas SystemFoundations

Large National Vs Small Regional

More money to give away

Generally larger grants

Publish annual reports

Specific program interests with specific guidelines

Less Money Smaller Grants More likely to support general operating and organizational support More likely to continue support over a longer period of time

8


From Corporate Contributions in 1999, by The Conference Board

Distribution of Corporate Contribution

Dollars 1999

Health/

Human

Services

30%Education

35%

Civic/

Community

14%Culture/ Arts

9%

9

Other

13%


Corporate Outlook for 2000-2001

Predict little growth as uncertainty over economy continues

Corporate executives are looking to maximize opportunities by focusing on priorities

More giving is occurring in marketing and public relations departments - cause related marketing overseen by corporate financial officers

Smaller corporate giving staff and smaller philanthropic budget

Corporations want to be able to demonstrate results - benchmarking important

Of the $190.16 billion in total gifts given in 1999, corporate giving accounted for 5.8%

10


Strategies for Corporate Support

Gifts-in-kind Develop linkages with a variety of

corporate offices within an organization Involve corporate executives in your

advisory councils Underwriting for special events Involve corporate leaders in the

assessment phase of a grant Look for quid pro quo arrangements

11


Foundation Trends 2000-2001

Combined assets of $385 Billion in 1999 Combined giving of $22.8 Billion in 1999 Represent 10.4% of all charitable giving Assets increased by 17% Foundation giving increased by 19.2% for 1999

reflecting the fourth largest gain ever reported- Growth in new foundations remains strong with over 50% of all larger active foundations created since 1980- Those foundations with assets of $50 million or more represent less than 2% of all foundations, but award nearly 50% of the country’s foundation grants 12


Doing The Research

Where The Fun Begins!!!

13


Preparing The Proposal

Know what the project is all about Use the proposal format Be as specific about the project as you

can Describe the specific outcomes you

hope to accomplish Describe how you will evaluate

results/outcomes14


Identify PotentialFunding Sources

Project Decision Tree

Federal Register Commerce Business Daily

Local SourcesCity Manager or Mayor's Office

State SourcesTexas: Comptrollers Office

Federal Sources CFDA & FAPRS

Government Sources

Donors

Corporations

Foundations

Private Sources

Project Defined

15


All Possible Funding Sources

Funding Sources

Government Sources

National Foundations

Regional Foundations

CorporationsDonors

16


Grant Research Process

Cast a wide net and identify all the possible funding sources for your project. Then narrow down to the ones that are your best prospects.

Utilize the Development Office and Office of Special Projects to assist you

Review professional publications and Chronicle for notice of similar grants

Utilize internet resources (See Appendix)

17


Cultivation Process

18


Cultivation Relational Enterprise Call them and request any updated

information Let them know you are interested in

submitting a proposal Try to schedule a visit Regularly visit the prospects Utilize the Development office to identify

board contacts19


Lines of Communication Put the organizations on your mailing list

for further cultivation Send copies of annual reports, newsletters,

or articles that reflect positively on your organization

Talk to other institutions/colleagues that have been successful

Show you are an active involved organization interested in the well-being of the whole community

20


Writing the Proposal Just Do It !

Do all your homework Outline your solution Discuss with colleagues Do the budget first Be positive

21


Proposal Outline Cover letter or Executive Summary (1 page) Statement of Need (2 pages) Project Description (4 pages)

(Objectives, methods, evaluation, future funding)

Budget (1 page) Appendices:

Organizational information (history; list of Board of Regents; campaign information; Development Boards/Advisory Councils; accreditation or feasibility studies)

22


The Inverted Start with the ASK Build the case for

why your organization is uniquely qualified to provide the service and how it will benefit the community

The Big Start with our

organization Describe the project Conclude with the

ASK which is the specific request for funding for a specific project

Ready to WriteDifferent projects lend themselves to different

approaches

23


Cover Letter or

Letter of Inquiry No more than 2 pages Serves as the executive summary Makes a compelling case for the merit of

the project based on need and opportunities Provides a brief statement of the institution

and how this project relates to strategic plans

Explains why the funding is required at this time 24


Statement of Need Provide accurate relevant data that

supports why this project is important. (Ex: 20% of the incoming freshmen lack the necessary computer skills to perform analytical tasks in Chemistry.)

Provide positive reasons why support would make a difference.

If appropriate, describe how project would benefit other departments, universities, special populations or society in general.

25


Project Description Identify specific objectives to be accomplished

within a specified time frame. Describe the implementation process or the

methodology for the project. Identify the key personnel for the project and

their relative expertise in the discipline (Put C. V. in appendix.) Outline how the project will be evaluated at

various points in the implementation schedule. Describe how the project will be continued

once the grant funds are expended. 26


Budget Outline all of the cost categories

associated with the project Define the exact cost as available at the

time Detail how costs are calculated Don’t overestimate or inflate budget Do not include an administrative

overhead unless guidelines specify

27


In-kind Costs Represent the organizational

contribution to the project Facility usage calculate by square foot Personnel costs by hourly or annual

salary prorated Utilities, telephone, maintenance, at an

administrative overhead Communications costs prorated

(copying, fax machines, computers) 28


Making it Zing!

Personalize the project to the organization

Reflect the results in people terms Use actual results where possible Believe in your project

29


Follow-up to Proposal Call after a week or so to make sure the proposal

arrived If you have not heard anything in 30 days, it is

acceptable to call as to the status of the proposal Ask if they need any additional information for their

review Update them on any changes in the project or on

funds committed to the project If no response after 2 months, send a follow-up

letter, keep this follow-up going every 30 days until you hear from them or for 6 months

30


If You Are Funded Wait for official notification in writing from the

president or chief executive of the board Review letter carefully-- it represents a contract

between your organization and the granting foundation/ corporation

If there is a major problem with the project or program that is going to cause a significant delay, you must notify the granting agency

You want to have a long term relationship with them Periodically call them and let them know the

progress

31


If You Are Not Funded Write a polite letter that says you regret that

they could not support your project and hope to be able to submit another project at a future time

Call them and ask them to give you feedback Express appreciation for their hard work and

interest Encourage them to visit your organization

when they are in town Tell them you will stay in touch -- and do stay

in touch32


The End33

The University of Texas System by Dr. Barbara Breier The University of Texas System Proposal and Grantwriting Seminar March 2001 Presentation to the Texas.

Documents