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A Primer On Federal Funding
(Editor's note: Dr. Charles M. Achilles is Coordinator for Field Services, Bureau of Educational Research and Service (BERS), College of Education, University of Tennessee, Knoxville, 37916; and Dr. Harriet B. Crump is Director of Elementary and Secondary Education, Shelby County Schools, 160 South Hollywood, Memphis, Tennessee 38112. In 1978 the authors conducted a grant workshop for the Illinois Park and Recreation Association.) Order From Chaos Metric Education, Gifted and Talented, Handicapped, Bilingual, Women's Equity, Consumers' Education, The Humanities, Career Education, Vocational Education — the list seems endless. There are many federal and state programs that offer financial grant support for educators' innovative and insightful ideas. Maybe you have been confused by the myriad of federal funding programs. Maybe your district had been hesitant to get into the funding game because you didn't know how to get started or what resources would be necessary. Perhaps you thought there was some "mystique" to funding. (It really isn't too complex.) This article, written as if YOU are the grant-writer, will help you understand the processes and techniques better. Public funds reach your district from several sources, the federal level or through your state — either state monies or federal "flow-through" dollars. The funds are either competitive (if your district doesn't get them, someone else will), or non-competitive — formula-allocated to your district on the basis of some criteria (as with Title I, ESEA). Although Figure 1 relates more to the educational area and not parks recreation and open space, it does show sample programs related to competitive or non-competitive processes and federal, state, or private sources. Even if you apply to the federal level you should work through your state agency to get support and approval, or at least to keep them informed. External funding is available for many program development efforts. Many of the funds are competitive. Although it is not usually easy to get these funds, there are procedures and techniques (i.e., rules of the game) that can assist in proposal preparation. While grantspersons and consulting firms often take the lion's share of competitive funds, there are guidelines to aid professionals with ideas but with little proposal-writing experience. This experience presents some strategies and vocabulary to help the novice understand the "funding game." It is axiomatic that to win, you must enter the contest and compete. Tools and Resources of the Trade Project developers must understand some basic tools and resources of the trade. Tools include the Catalog of Federal Domestic Assistance (CFDA), the Federal Register and the Commerce Business Daily. These publications list the available programs, announce deadlines and conditions of the competition and contain the appropriate rules and regulations. It is helpful (but not imperative) to have the law authorizing the program and highlights of Congressional testimony in support of the law. At a minimum, a grantwriter must have the regulations, guidelines and application forms before starting the proposal. The Federal Register contains a program's rules and regulations which explain how a federal agency will operationalize the inent of Congress as expressed in a law. The Federal Register also includes whom to contact for more information, program requirements and guidelines for proposal development, the points allowed for each proposal section and the exact date and address for submission. Each program has a CFDA number and specific application instructions (application packet or guidelines) which can be obtained by writing or calling the appropriate office whose address appears in the Federal Register. Many on-going programs have deadlines at about the same time each year. Get last year's guidelines and start drafting your proposal early so you can get others to review it or add ideas. The guidelines don't usually change much from year to year, either. If there are some changes, you can make them. It is easier to make changes than to start from scratch. If you keep waiting, next year's deadlines will be gone, too, and the next... Some helpful newsletters and summaries are produced by agencies and firms; they range from expensive to free. Some groups offer grant writing seminars. If your agency does not have the CFDA and Federal Register, check for copies at your local government or a field service bureau of a nearby institution of higher education. Talk with responsible officials at your state agency, in charge of grants. Seek cooperation, support and help. The Process and Some Checkpoints Some key steps in obtaining external funds are included in proposal development. Some are strategy steps and others relate to the agency or organization submitting the proposal. Still others relate to the writer's skills Illinois Parks and Recreation 28 September/October, 1879
and techniques. One key variable is your idea and its "match" with the program priorities. First, the proposer, i.e., the project director and/or submitting agency, must have credibility. Be sure you are an eligible applicant. Have you conducted other projects? Do you have a "track record"? Have you done some basic planning to see how this program fits with your overall goals? Do you have the resources to conduct the project if you get it? You should not seek money just because it is available; the proposed project should be part of your program development plans. Best results are often obtained when one grant builds on prior activities. Relating new projects to old activities is good strategy — it demonstrates that you are not an opportunist seeking money just because it is there. Be sure local staff know the rules of the funding game. Not everyone can win. Some people will need released time to write grants and/or to travel. Some people may not want any part of funded projects. Get this information and be sure all staff know what is going on. The deadline rush on many grants often precludes optimum involvement strategies and meetings. Staff need to know in advance and be part of the team from the outset. Some districts have grant writing support or committees with special skills; some don't try for competitive funding. Know your district or agency policy. If you or your agency meet the prior requirements, you are ready to start on your proposal. What are some steps necessary in proposal development? 1. Show that your idea is within the scope of the law, regulations and guidelines. 2. Assess the need for the project or identify a problem which needs attention. 3. Determine an effective methodology. If possible, involve (and document) the target group which can help obtain grassroots ideas of need and strategy. Project activities must be designed logically to alleviate the problem or need. 4. Conceptualize and state program objectives. Are objectives within your control, stated concisely and measurable? 5. Design an evaluation based on objectives and methodology and not expenses in relation to the total budget (less than 10 percent). Connect evaluation to needs; a successful program reduces need. 6. The budget must reflect necessary project activity and be realistic. (Don't ask for $100,000 for your project if their are only $500,000 for all programs in the United States). 7. Have a plan for continuation once outside support ceases if the project is successful. This is important since support will have limits, but if your idea is successful it should become part of your district's or agency's ongoing program. 8. Show institutional commitment and interest by "local support" (staff released time, use of buildings, reduced overhead, or other such techniques). Put this in the budget as local contribution. 9 . After the proposal is finished, write a summary or abstract to help the reader. Identify major points. Be sure you have followed the guidelines and have covered all items that will be awarded points in the review process. Include a Table of Contents listing all items that will receive points in the proposal review process.
(Editor's note: More information on Illinois grants can be obtained by writing the Illinois Department of Conservation, Division of Grant Administration, 605 Wm. S. Stratton Bldg., Springfield, Illinois 62706.) Illinois Parks and Recreation 29 September/October, 1979 Some Tips and Hints: What do the Pros Do? Recognize the "impersonality" of bureaucracy. Occasionally, a letter or call to the administering agency will secure information or "vibes" about what is needed. A personal visit is best but not imperative. If you contact an agency, get a name for future reference. Remember that the federal government is interested primarily in "seed" money — starting new ideas that, if successful, may resolve a general class of problems. Your project should be designed with replication in mind; if it works for you, others may want to try it. Projects tied to present mandates of Congress are more likely to be successful than amorphous projects with no clear target group or focus. Does your project concern itself with such things as disadvantagement, handicaps, environment, economic disadvantagement, or other current major concerns? Funding agencies are interested in seeing that project results are shared among groups which might use them; include provisions for dissemination and demonstration activities. A strategy that has been successful for some includes using a proposal development team. Some proposal guidelines are so technical, and the skills of interpreting guidelines and regulations and of actually completing the proposal document so much in demand, that the agency will ask a project writer to work with personnel who are expert in the content field of the project. There is no such thing as a late proposal. If sent registered mail and postmarked five business days before the deadline, a proposal is usually "on time" as it is in the hands of the federal government. However, always check mailing deadlines in the application instructions. (Save your receipt; mail service could be erratic.) The application packet usually contains a card to indicate receipt of the proposal. Put your return address on the card and send it with the proposal. The agency will return it to you. If this card does not come soon, call and be sure your proposal arrived. Some Concluding Thoughts Be positive in your writing. Use active sentences. Avoid wishy-washy phrases like "hopefully" or "it is anticipated that." Use a minimum of jargon. Include diagrams, charts and figures when they help present your ideas or illustrate your points. Include lengthy or detailed supporting information in appendices. After your proposal has been submitted, seek feedback. Ask for the reviews or review summaries. Get this information if your effort is successful or if it fails. In obtaining a grant there is no substitute for experience and perserverance. Don't be disillusioned if you have a few failures; keep trying. Baseball fans like a .300 hitter. This is a good average for a grantsperson, too! If you have a good idea, frame it within stated priorities. Seek involvement and help. Obtain critical reviews of your proposal from other writers, the funding agency, an institution of higher education or your state education agency. Plan carefully and use strategy. You can't win unless you put pencil to paper. It takes effort, but you can be successful. Then your idea will be a program, and you can innovate as you have dreamed. Why not get that idea of yours funded? Now is the time to start. Illinois Parks and Recreation 30 September/October, 1979 |
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