Leading Proposal Development and Understanding Grants Management

1. Leading Proposal Development and Understanding Grants Management CCNCCE 2012 National Conference

2. Welcome! • Catherine Crary, M.Ed. Coordinator, Grants Office of the President Rio Salado College • Joseph Swaba, Ed.D. Associate Director Grants Development and Management Maricopa Community Colleges

3. Pre Conference Session Identify the elements that comprise a typical grant proposal, Develop or strengthen the skills necessary to prepare a typical grant proposal, Understand the funding sources and types of proposals that fund service learning and civic engagement, and Recognize the basics of grants management and compliance.

4. Learning Objectives • Describe the common elements of a grant proposal. • Locate key details in a request for proposals (RFP). • Understand service learning can be integrated in many proposals through collaboration. • Ability to use concept generator tools to develop a proposal idea. • Write an effective goal statement and two grant objectives. • Understand the basics for effective grants management.

5. INTRODUCTION to Proposal Development

6. Proposal Development:Step by Step • Step One: Determine a need and a solution • Step Two: Locate a funding source • Step Three: Plan a proposal • Step Four: Write a proposal • Step Five: Review and submit proposal

7. A PROPOSALis a document developed in accordance with application instructions that: • Describes a problem or need • Offers a solution (usually as a project) • Requests funding to implement the project

8. PROPOSALScome in all sizes small, simple BIG, COMPLEX

9. Successful Proposal Puzzle

10. Common Elements of a PROPOSAL • Cover Sheet/Signature Page and Forms • Table of Contents • Abstract or Summary • Narrative* • Budget • Appendices

11. *Narrative • Introduction • Problem Statement/Needs Assessment • Goals and Objectives • Operational Plan • Institutional Commitment • Key Personnel • Evaluation • Other: Program Specific

12. Budget • Budget Summary Form • Annual Budget • Budget Narrative

13. Appendices May include: • Letters of commitment • Resumes or bios • Management plan • Sample curriculum • Maps

14. Step One: Determine a need and a solution

15. Step One: Determine a need and a solution • Proposals which are based on a need are much more competitive. • If you have many needs – prioritize them. • Proposals must have a solution or proposed outcome.

16. The Data Tells Us…

17. Integrated Postsecondary Education Data System (IPEDS) http://nces.ed.gov/ipeds/ The primary source for data on colleges, universities, and technical and vocational postsecondary institutions in the United States.

18. Retention Rates for First-Time Students Maricopa cc 2 Maricopa cc 1 Percentage of Students Who Began Their Studies in Fall 2008 and Returned Fall 2009

19. Community College Survey of Student Engagement (ccSSE) http://www.ccsse.org/ The Community College Student Report, provides information on student engagement, a key indicator of learning and, therefore, of the quality of community colleges.

20. Community College Survey of Student Engagement (ccSSE) MccCDLow Score MccCDHigh Score

21. Noel-Levitz Student Satisfaction Inventory https://www.noellevitz.com/ The SSI is a tool to improve the quality of student life and learning. It measures student satisfaction and priorities, showing how satisfied students are as well as what issues are important to them.

22. Noel-Levitz Student Satisfaction Inventory

23. National Community College Benchmark Project (NccBP) http://www.nccbp.com Provides community colleges with opportunities to report outcome and effectiveness data in critical performance areas, receive reports of benchmarks, and compare results with those of other colleges.

24. National Community College Benchmark Project

25. Institutional Research www.maricopa.edu/business/ir • Provides timely, relevant and critical information to decision makers in support of MccCD'sVision, Mission and Values, and Strategic Directions. • Institutional effectiveness monitoring • Strategic planning process • State and federal reporting • Maintenance of longitudinal research • data warehouse and analysis systems

27. Institutional Research

28. Institutional Research

29. Potential Data Sources • Institutional Data • Local/State/National Data • Surveys and Interviews • Research Reports • Anecdotal Evidence • Trends and Projections

30. Concept Generator Activity Now you have the data, let’s generate the concept…

31. Step Two: Locate a funding source

32. Step Two: find a funding source and the opportunity • Review funding opportunities available based within your discipline. • Talk with colleagues who receive grant funding. • Sign up for to receive press release lists, funding opportunities and announcements. • Think outside the box … what agencies relate to your need? • Talk to a manager or owner about your idea • Look around in the neighborhood…local funders

33. Step Two: find a funding source and the opportunity • Once you find the opportunity – read the RFP • Determine: • What is the purpose or rationale for the funding? • Can you apply for this funding? Are you eligible? • When is the proposal due? • What are the narrative guidelines? • How do you submit an application? • How much money can you apply for? • What are the allowable costs? • What are the matching requirements? • How will the proposal be reviewed? • Is it a match? Then proceed!

34. Searching for Funding Sources Local Library

35. Think Broad…. • Think beyond a focused service learning grant • Collaborate with colleagues • Integrate service learning into a component of a larger grant

36. Examples Title III or Title V U.S. Department of Education Promise Neighborhoods U.S. Department of Education Youth Service America: MLK Day Lead Organizer Grants Corporation for National and Community Service (CNCS) - Youth Service America (YSA) Scholarships for Science, Technology, Engineering, and Mathematics National Science Foundation Advanced Technological Education National Science Foundation Serving Young Adult Ex-Offenders through Training and Service-Learning U.S. Department of Labor

37. Potential Funding Sources

38. The Application is called… • SGA: Solicitation for Grant Application • RFP: Request for Proposals • RFA: Request for Assistance • NOFA: Notice of Funding Availability

39. The Application: What to Look for… • Purpose or rationale for the funding • Eligibility • Basic directions for laying out and submitting the proposal • Directions for writing the proposal narrative • Allowable costs and matching requirements • Due date • Review Criteria

40. TheApplication: What to Look for… So the funding source puts all that important stuff together up front where you can easily find it, right?Nope!!!! Tip: Use highlighters and sticky notes to mark the important information in the RFP so you can find it again quickly.

41. RFP Activity Locating key details on an RFP

42. TheApplication: Finding the Answers • 1. Who is the funding source? • Department of Education • Fund for the Improvement of • Community Colleges • CFDA #87.654B • 2. What is the purpose of funding? • To supports innovative grants and • cooperative agreements to improve • postsecondary education at the • community college level. It supports • reforms, innovations, and significant • improvements of postsecondary • education. • Pay close attention to invitational priorities Page31702

43. TheApplication: Finding the Answers • 3. How much money can you apply for? • Eligible up to $150,000 • Average award is $100,000 • 4. When is the proposal due? • June 29, 2012 • No Preliminary proposal or • Letter of Intent (LOI) • 5. Who is eligible to apply? • Institutions of Higher Education, • public and private nonprofits, or • combinations • 6. Is a match required? • No. More information will be • available in the discussion of • budgets. Page31702

44. TheApplication: Finding the Answers • 7. What are the formatting requirements? • 25 pages double-spaced (except titles, • headings, footnotes, quotations, • references and captions, charts, tables, • figures, and graphs may be single- • spaced) • Page limit does applies only to narrative, • does not include required forms • Page is 8.5” X 11” with 1” margins • Font that is 12 point or larger or no • smaller than 10 pitch (characters per • inch); use only Times New Roman, • Courier, Courier New, or Arial. • 8. Is electronic submission required? • Yes, via Grants.gov • No later than 4:30 p.m. • Washington, D.C. time Page31703

45. TheApplication: Finding the Answers • 9. What are the narrative guidelines? • Follow the selection criteria listed • under Section V. Applicant Review • Information • 10. What sections are the most weighted? • Plan of Operation (30 points) • Need for Project (20 points) Page31705

46. Bonus Information: RFP Math Application Review Information • 100 point criteria for application review • 25 pages double-spaced narrative • Equates to .25 double-space pages per point (25/100) • Example: • The Need Section = 20 Points 25 x 0.20 = 5 pages • First Subsection = 8 points 25 x 0.08 = 2 pages

47. I have the RFP…Now What? • Summaries • Checklists • Writing outlines • Guidelines • Reviewer feedback • Anecdotal • Training

48. Step Three: Plan a Proposal

49. Step Three: Plan a Proposal • Start early!! Many months before the deadline. Two weeks before it is due is too late!! • When planning your proposal, be sure to keep the agency’s guidelines in mind. • Create a writing outline and/or checklist • Invite the main partners together to plan. • Decide on the main components: who, what, when, where and why.

50. Step Three: Plan a Proposal • Look at the budget early • Review the prior awards – if your project is similar, speak with the PI. [Look at press release, abstracts, possible proposal] • Email or call a program officer to discuss your idea with them.