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Grant Terminology & Acronyms
Grant
Funding and other resources provided by a government agency, foundation, corporation, or other external source that requires a written proposal for a particular purpose and over a specific period of time. A grant can be newly-awarded or provide continuation of funding from year to year. Grants can be awarded non-competitively or through a competitive selection process.
Request for Proposal (RFP)
Any document distributed by a granting agency or funder that solicits a written proposal for funds or other resources. An RFP typically provides guidance on the preparation and content of the expected response.
Indirect Costs
Those costs of an institution that are not directly identifiable with a particular project or activity, but are necessary to the general operation of the institution and the conduct of its activities. Examples of indirect costs include the operation and maintenance of buildings or equipment, and general administrative salaries and expenses.
Direct Costs
Those costs are specifically related to a proposed project. Examples of direct costs include materials required by the project, and salaries of project staff.
Program Financial Report
A formal financial report that must be filed with a granting agency, usually on an annual basis.
Proposal Manager
The individual who is responsible for managing the proposal or grant application development process through final delivery. This individual may also be the designated project manager once the grant has been funded.
Project Coordinator/Director/Manager
The person who manages a grant once it is funded.
Program Officer
Usually the first point of contact with a funding agency. The Program Officer oversees the application process and manages the project for the funding agency.
Assurances
Documents submitted and/or signed which assure the funder (usually a government agency) that the applicant will comply with all legal requirements (e.g. Drug-free Workplace, Equal Opportunity, access for all, specific requirements of the grant).
Matching or In-Kind Funds
Can also be referred to as Cost Share. The amount of money which the applicant organization is prepared to spend on the project.
LEA
Local Education Agency
SEA
State Education Agency

Grant Research Tips

According to Cary A Carnow, Ed.D.,

"if you can write a lesson plan, you can write a grant".

Dr. Carnow suggests the following seven steps for starting the grants search process.  For more in depth information regarding these steps and other tips for successful grant writing, try the following very helpful School Grants Website, or use one of the many resources available in the HCPSS Professional Library and Grant Support Services (GSS) Office.

The Grants Search- this could take up to a year or longer... patience is a virtue in the grants world!

Step 1: Make Your Interest Known - express your interest to your principal or supervisor.  Look for grant announcements on the GSS web page or from other funder websites.

Step 2: Brainstorm - get together with a group of creative thinkers to brainstorm ideas related to specific education needs and problems.

Step 3: Discuss Program Strategies - make an appointment with the HCPSS Grants Facilitator  to discuss proposed solutions to your educational needs.  Discuss your ideas with other educational leaders to make sure you have support and that your ideas are aligned with HCPSS goals.

Step 4: Read Some Winning Proposals - ask the Grants Facilitator or Professional Library Media Specialist if you can read some winning grant proposals - it is always a good idea to review the Request for Proposal to see how the grant writers addressed the grant guidelines.

Step 5: Determine Support - determine what support systems exist in your school or within the HCPSS.  Larger grant programs are often beyond the scope of one classroom or one school.  Think about possible partners (postsecondary, business, community agency, etc.).

Step 6: Learn to Research Grant Programs - Find out how to research federal, state, and foundation grant programs - call the GSS Office for help in getting started.

Step 7: Apply for a Grant - give a grant application a try and if you are not awarded the grant, ask to see the reviewer’s score sheets.  This will give you valuable information on how to improve in the future.  Sometimes, funders will let you read winning grants as well.

 


Grant Writing Tips

The following is taken from the Maryland State Department of Education (MSDE) document, "Get That Grant!!  A Guide to Writing Grant Proposals for The Maryland State Department of Education":

"The best projects begin before a competition is announced.  A prepared applicant will research a problem, set goals, gather partners and determine a course of action long before a funder is identified.  Conducting proper needs assessments and constructing effective implementation plans often take more time than is allowed by submission deadlines."

Here are some major steps in the grant writing process:

  1. Identify a problem.
  2. Conduct a needs assessment.
  3. Establish outcomes.
  4. Conduct research to identify the best strategies and activities.
  5. Write a concept paper outlining your need, outcomes, strategies, and activities.
  6. Identify the partners you need and the roles they should play.
  7. Use your concept paper to get approval within your organization.
  8. Use your concept paper to get your partners to sign on to your project.
  9. Identify possible funding sources.
  1. Upon getting Request for Proposal (RFP), read it carefully.
  2. Tailor your project to match the priorities identified in the RFP.
  3. Attend the technical meeting!  Ask questions!
  4. Write the proposal.
  5. Get letters of commitment from project partners.
  6. Have a disinterested party read and critique your proposal, and make revisions.
  7. Get final approvals from your organization.
  8. Submit your proposal.
Copies of "Get That Grant !! A Guide to Writing Standard Grant Proposals for The Maryland State Department of Education" is available from the GSS Office upon request.
 
Style:  For the most part, a proposal is graded according to the merits of each of its sections.  Nonetheless a proposal that does not follow the basic rules of style can be difficult to read and critique.  Here are a few stylistic rules.  A well written proposal will:
  • Avoid jargon.
  • Define all acronyms.
  • Not use the first person.
  • Eliminate run-on sentences.
  • Use concise language.
  • Be free from typos and grammatical errors.
  • Avoid metaphors or flowery language.
  • Not make emotional appeals.  A good case is built on research and reason.
  • Have sections that logically follow from previous sections.
  • Support all facts, even the seemingly trivial ones.  The reader should be able to answer the "how do you know?" question for any assertion made."


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