Locating and Applying for Governmental and Private Grant Funding

1. Locating and Applying for Governmental and Private Grant Funding Lakewood Resource and Referral Center 212 2nd Street, Suite 204 Lakewood, NJ 08701

2. The Topics We’ll be Covering • Locating Grants • Resources • Applying for Grants • The Grant Application • Specific Information • General Tips

3. Locating Grants

4. 3 Types of Funders • Professional Associations • Foundations • Private • Corporate • Community • Federal (various government agencies)

5. Professional Associations • Smaller amounts • Must be a member of association Sources • association websites • notices in association journals • association office of research or governmental affairs

6. Foundations • Subject searching • the Foundation Center • COS Funding Opportunities • SPIN • GrantsNet • Try also • print directories • searching the web • For more information • Review the foundation’s website • Read annual reports and IRS 990PF filings • Talk to Program Officer!

7. Government Funding • Extensive opportunities • Difficult to review all opportunities at once • Constantly adding and revising programs • Most freely available information – Many places to search for them

8. What are the Resources? • Federal Grants (government-sponsored grants) • NIH Office of Extramural Research (OER) Grants Guide (http://grants.nih.gov/grants/guide/index.html ) • NSF (National Science Foundation) • Other individual Government Agencies • Grants.gov (www.grants.gov) –collect info from all gov’t agencies – portal for funding and applying. • Private Associations or Foundations • Foundation Center Directory • GrantsNet– from AAAS (American Association for the Advancement of Science) • others • Subscription Databases (lists both government & foundation or private) • COS (Community of Science) • InfoEd (Spin/Genius) • Others (IRIS, Egrants, more?)

9. Applying for Grants

10. Need and Rationale • Why are you doing this project? • Have your patrons/users/visitors asked for it? • Does your strategic plan call for it? • Do you have a preservation plan that calls for it? • Do you have statistics that show it is needed? • Are there standards you need to meet (e.g. storage conditions) that provide rationale for the project? • Is there some other reason you need to or want to do this project?

11. Work Plan and Timetable • What, specifically, are you going to do? • Step-by-step (if appropriate for your project). • When are you going to do each step? • Is there enough time allotted for each task? • Do the math! For example, if you are doing a cataloging project, how many objects can you realistically get cataloged in an hour or a day? Try doing a test. • Did you allow time to evaluate your project? • Do a survey, for example, to measure your outcomes.

12. Work Plan and Timetable • There may be various levels that have to approve Small Grants too. Take this into consideration for your project start date. • Estimate the accurate most likely start date • Then add another month! • Letters informing you that you received a grant can go out a day or two after you meet. It will typically be at least a month after that before you get your money. • And it could be even longer if you are slow getting your paperwork back in.

13. Project Personnel • Who is going to work on the project? • Regular staff? Full-time or part-time?—be sure to state that. • Volunteers? • Consultant(s) or other hired worker(s)? • What are the specific qualifications for the tasks that each person will be performing? • If you are hiring a consultant or worker(s), how do you plan to recruit them? Or, if you already have someone in mind, how did you decide on them?

14. Evaluation Measuring Success Measuring Outputs Measuring Outcomes

15. Evaluation – Measuring Success • How will the funder know if your project was successful? • Did you complete your project? Did you reach your stated goals? Did you accomplish what you wanted to? • SMART success: • Specific – to your project. • Measureable – accurate and complete. • Actionable – helps correct or validate decisions. • Relevant – can’t measure everything. • Timely – have data when you need it. • Outputs let you quantify your success. • Outcomes let you qualify your success.

16. Evaluation – Measuring Outputs • Outputs should be tied to your project goals. • Outputs are usually easy to measure – it’s counting widgets! • How many objects did you catalog? • What percentage of your collection did you inventory? • How many oral history interviews did you conduct? • How many people came to your program?

17. Evaluation – Measuring Outcomes • An outcome is a change in knowledge, behavior, or status • A simple example: How many people took your genealogy class is an output; how many people actually learned to trace their family tree is an outcome. • You can’t just assert something, you have to substantiate it. • Some projects are easier to come up with outcomes than others, and some outcomes are easier to measure than others.

18. Evaluation – Measuring Outcomes • Examples of some possible outcomes and how you would measure them: • What did people learn from coming to your program? Or visiting your website? Or reading your publication? • Don’t just count how many, but who and why, and what did they find useful. • Have them fill-out an evaluation form; do visitor interviews; conduct online surveys; use Google Analytics.

19. Evaluation – Measuring Outcomes • Examples of some possible outcomes and how you would measure them: • How does inventorying, cataloging, digitizing, preserving, etc., your collections help your public and staff/volunteers? • Measuring something that will occur in the future is difficult. Count the widgets (how many objects did you catalog), but also talk about why it is important to do these things: • Better access to the collections for the public & staff. • Knowing what you’ve got allows better planning and more intentional use of limited resources.

20. Evaluation – Measuring Outcomes • Examples of some possible outcomes and how you would measure them: • How does putting a new roof on an historic building benefit the public? • How does having a disaster plan change your historical society’s “status”? • How does having a walking tour of your historic downtown change the public’s knowledge and/or behavior?

21. Enduring Value & Sustainability • Enduring Value: • What “legacy” does this project provide for future generations? • What outcomes or results will continue after the project is completed? • Sustainability: • Are there ongoing costs to sustain the project after the end of the grant period and can you pay for them? • Are there continuing staffing needs and can you maintain them? • Are there yearly fees or maintenance contracts and can you pay for those?

22. Budget • Project Budget • Line items in the budget should be individual things you need to buy or pay for, not just a line per funding source. • Split rather than lump expenditures. • Don’t use vague descriptions such as “supplies.” • Recheck the calculations so you don’t have math errors. • Don’t forget to fill out additional section describing how you came up with those figures. Did you comparison shop? Is there a state of local contract you need to follow?

23. Budget • Optional Matching Funds • Don’t forget to include your time, other staff time, and volunteer time working on the project. • Remember to carry these figures forward to the actual budget page, AND carry the total forward to the cover page.

24. Category-Specific Questions • Not all questions that you need to answer are on an application form; each category may have additional questions. • Examples: • Oral History Projects • Why is oral history the proper method for documenting this aspect of history? Will this oral history project allow you to reach out to new audiences? • Historic Preservation Planning Projects • Discuss who will use the product and how it fits into your current and future planning activities. Add sufficient references to the Secretary of the Interior’s Standards to demonstrate that your project will conform.

25. Structured Grants • Structured Grants are different than regular Small Grants • Cover common needs of historical organizations. • Simplified application: • Only a cover page and budget page. • Same monthly deadline as the regular Small Grants.

26. Required Attachments • 501(c)(3) determination letter from the IRS for all non-profits. • Financials for non-government entities and projects over $25,000. • Category-specific requirements: • Be sure to Read the Guidelines • Example: Historic Properties require a Scope of Work form and photographs. • Example: Digitization requires metadata samples. • Not including required material can jeopardize your application.

27. General Tips Download the application to your computer, close your web browser, then open the application file that you saved to your hard-drive. Type only in the copy you saved to your computer. You need to have a project, you can’t just buy stuff! One or two sentence answers are not sufficient.  Explain your project in enough detail that the Funders know what you’re talking about.

28. General Tips • Round to the nearest whole dollar amount (like doing your taxes!). • Indirect costs are seldom appreciated • Do not file online and mail in a paper copy too. Don’t mail in a paper signature if you used a digital signature. • Using the Drop-Box: • Having problems uploading?  Check your firewall. • Do not hire a consultant, enter into a contract, or make purchases before receiving your “ok to proceed” letter.

29. Thank You Q&A