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

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.

DON’T USE STALE DATA

 2010 Census data now
available
 Use reputable sources

 Compare local data to
state and national
when appropriate

RESOURCE: AMERICAN FACT-FINDER
 Free

 Compare your
service area to
state and
national
averages
 www.census.gov

Common Grant Application Overview

RESOURCE: GOOGLE SCHOLAR
 For doing literature reviews, a handy free place to
start your research
 http://scholar.google.com

RESOURCE: NOW-DATA
 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 SERVED
RELATED 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 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).
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? Answer
c. If this is a new program/project (new to your agency): What is
the basis for expecting that the program/project will succeed? B or C
(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 Answer
this is your chance to make the case if you need to do so.) only if
f. We assume most nonprofits will sustain/continue their they are
programs/projects by seeking additional grants. Any plans to
sustain this program/project other than grants? relevant

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.

A. 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)

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

GENERAL TIPS FOR GRANT-SEEKING
1. Fit with funders’ interests (pitch the right project to
the right funder) – start with their guidelines
2. Follow directions
3. Write clearly and simply
4. 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 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

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’tunderestimate – 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_ti
me.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.

Common Grant Application Overview

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