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Grant Administration Office |
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Grant Administration Office |
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Writing Tips | |
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Follow the directions! Get a copy of the guidelines and application forms. Provide all of the requested information in the order requested by the funding agency. | |
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Write a clear and concise summary statement or abstract. Many foundation personnel make their initial opinion based upon its content. Remember that they get hundreds of proposals. If yours doesn't invite them to read further, they may never do so. | |
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Make sure that your proposal "skims" well. Some reviewers will get their first impression of your proposal by skimming its many pages. Use section titles, charts, underlining, bold typesets, white spacing, and bullet points to effectively present the information in a pleasing and easily understandable format. | |
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When writing your program proposal, keep the funder's areas of interest in mind. · If your program doesn't match their funding goals, there is little likelihood that they will financially support your initiative. · Remember: No matter how great your program concept is, 99% of the time the funding agency will adhere to its published areas of interests and listed priorities. · Use terms and phrases familiar to them. · After reviewing the mission statement and funding interests, explain how the program fits into their plan. |
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Describe your ideas and program concepts using multiple explanations, phrases and words. This will increase the likelihood that the reviewers will fully understand your proposal's goals and concepts. | |
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Be consistent with your facts and data throughout the proposal. Be sure that the logical progression or sequencing of numeric data is clear. Double-check all data entries to insure their accuracy! | |
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Be positive throughout your presentation! |
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Justify and fully explain everything! This includes your need statement, reported past performance data, and budgetary items. Don't assume that the reader knows anything about your program or Brazosport College. |
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Be organized. Include a table of contents. |
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Abide by the page limitations. If no limitations are listed, write your proposal as clearly and concisely as possible. Remember that no one wants to read 50 pages of repetitious information. Note that some funders will set a 3-5 page limit; but as a general rule foundation proposals should not exceed 5-10 pages. |
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Just like in elementary school, neatness counts. Fancy covers and color presentations are not necessary. |
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Label all attachments and refer to them in the body of the proposal by the same name, classification, or number. |
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Don't use professional jargon. Often times, professionals from outside your field of expertise will review your proposal and application. Don't confuse them with terms and words that are unfamiliar to them. |
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Refer to your program and institution by their full names whenever possible. If you must resort to the use of acronyms, ensure that they are fully explained at least once on each page of the proposal where they are used. |
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Check for grammar and spelling! Funding agencies are much more likely to have confidence in your ability to implement an educational program if the application contains proper grammar and correct spellings. |
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Have your colleagues review the application packet. Listen to their comments and advice. Make changes as is deemed appropriate. |
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Application deadlines are non-negotiable! Don't ask a funding agency to allow a late submission. They will not appreciate the request and it may give a bad first impression. |
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Find out everything about your potential funding source that you possibly can. Visit their website. Take the time to read about the programs that they are currently funding. You will find a wealth of information about what might motivate their board members and staff to support your proposal. |
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Choose the type of funding that you are seeking carefully. Remember that there are distinct advantages and disadvantages to private foundation funds, local/state grant programs, federal funds, and corporate sponsorships. Consider the pros and cons before you submit your proposal. |
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If your proposed program doesn't fit the interests and funding criteria of a specific foundation or federal agency, don't submit the application. You will save yourself countless hours and weeks of frustration if you carefully choose the funding sources to which you will apply. If the first one isn't a good match, rest assured that another source will be! |
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Be ready to talk about the need for your program to community leaders, parents, business representatives, and government officials. You never know when you will have an opportunity to promote Brazosport College and its programs in a public forum. Know your facts and be prepared! |
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Keep organized files containing documentation that supports the needs of your students. This will make you better prepared to explain and justify the need for your program services. Remember that you will need to justify your program to the Brazosport College administration and other departments too. |
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Be honest. Integrity can't be bought or sold. It is earned through the provision of high quality programs that honestly report the successes, challenges, and sometimes failure incurred by every educational institution in the nation. Don't lose the College's good reputation by submitting inflated budgets, poorly written proposals, or unrealistic outcomes. |
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Get to know your funders and their staff members. Call them to simply talk about your mutual goals and interests in the community. Take the time to go to public meetings where funders gather. Get to know them by name if possible. Talk to them in the beginning phases of your program development and throughout the finalization of your application. The first time that an agency learns of Brazosport College or program should not e when they open the manila envelope with your application neatly tucked inside! Then, after getting to know them, maintain regular contact regarding your campus' activities, programs, and successes. |
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If possible, include testimonials from past and current students in your applications. This can be especially effective with private foundations and corporate sponsors. Your successful students can become your most effective sales force! They succeeded at achieving their educational goals on your campuses. Let them tell the world how great you are and why the community needs enhanced Brazosport College programs for tomorrow's students. |
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Be proud of Brazosport College! You've heard the phrase, "I am what I am...and that's all that I am". Well, Brazosport College is what it is and should be very proud to fill its unique educational niche in the Texas higher educational community. |
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Send a thank you letter....even if you don't get funded. Thank them for taking the time to review your proposal. Solicit suggestions on how to improve your application for the next funding cycle. Foundation/agency staff will take note of your appreciation and honest inquiry regarding your proposal. |
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Don't chase the dollars! Stick to the College's strategic plan when developing new or enhanced programs. It is tempting to go after large piles of federal dollars in times of economic crunches; but, remember that matching dollars can be a drain on the College's budget and may dilute the funds available for more meaningful and effective programs of the future. |
Rebecca Vermillion Shawver, MPA Director of Grant Administration Phone: (979) 230-3313 Fax: (979) 230-3344 Email: Rebecca.Shawver@brazosport.edu
Shari Jones, AGS Administrative Office Specialist Phone: (979) 230-3311 Fax: (979) 230-3344 Email: Shari.Jones@brazosport.edu
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