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Proposal Elements

Proposal Elements. Joe Moxley, Professor of English University of South Florida http://joemoxley.org. To Do. Review the sections of a grant proposal, exploring the typical length, characteristics, and content of the various pieces of the proposal. Review Budget Section

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Proposal Elements

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  1. Proposal Elements Joe Moxley, Professor of English University of South Florida http://joemoxley.org

  2. To Do • Review the sections of a grant proposal, exploring the typical length, characteristics, and content of the various pieces of the proposal. • Review Budget Section • Draft a Budget Narrative • Begin drafting a proposal, using the Proposal Heuristic

  3. Project Design • Due dates & length requirements: • Research proposals are typically 15 to 25 pages. • Start to plan your proposal at least 9 months in advance • Cost – This will ultimately be your budget. • Teams – Consider assigning teams to gather information.

  4. Components of a Grant Proposal • Cover Letter – (if required). • An Introduction - describes qualifications, establishes credibility. • A Statement of Need-documents problem to be solved (objectives).

  5. Components of a Grant Proposal • A Budget that clearly delineates costs to be met by the grant. • Future funding shoulddescribe a plan for continuation beyond the grant period and/or availability of other resources.

  6. A Note About Style • Start with an outline • Convert a "grand vision" into concrete language. • Make one point in each paragraph. • Use short sentences.

  7. A Note About Style • Let details sell your project’s worthiness. • Include bullets and lists to draw attention and create breaks for the reader. • Use strong, active verbs; verbials instead of abstract nouns.

  8. Proposal Components >Cover Letter (if required) After providing your contact information, sell your proposal! • How urgent is the problem? • How will your project benefit the funder? • How is your track record?

  9. Abstract/Summary - 50-200 Words Brainstorm these points: • How will your proposal solve the problem? • Who will benefit?  How many? • Are you seeking an In-kind contribution or a straight grant? • What is the duration of the grant? • Is the grant scalable? • What evaluation will be conducted? • How will results be reported?

  10. Proposal Components > Introduction • History of your organization. • Purpose/Mission (as related to RFP).  • Objectives/Achievements of your organization. • How does the project relate to your organization's future? • How will the project benefit the funder?

  11. Proposal Components> Statement of Need > The Narrative The Narrative builds your argument: Problem Objectives Method Evaluation Cost

  12. Statement of Need > The Narrative > Problem State the problem(s). Each problem should have a goal/solution. Define the problem in quantitative/ qualitative terms. Define need in terms of client population.

  13. Statement of Need > The Narrative > Objectives Based within the Statement of Need are your Objectives (measurable outcomes). • Do not confuse objectives with goals. • Objectives are concrete; goals are abstract. • State objectives in the following terms:

  14. Statement of Need > Objectives Action Time Frame Process End Result

  15. Action: “First year composition students will become proficient in using new writing technologies …” Time Frame: “… over a thirty-week period…” Process: “by engaging in …” End Result: “resulting in an improvement in PC skills of at least eighty percent of incoming freshmen.” Statement of Need > Objectives

  16. Statement of Need > Methods Describe the activities engaged in to meet objectives and achieve goal. • What will happen during the time frame • In what order • Why this method is best. Defend.

  17. Statement of Need > Methods • What methods will you choose to achieve your goal? Is there a mentor? Do you follow a specific methodology? • Describe what measurements will be used, what tools will be needed to carry out the methodology. • What activities are involved in this methodology?

  18. Statement of Need > Evaluation • Evaluation – the degree to which objectives will be met and procedures followed; i.e., the span of the bridge between needs and goals. • Refine and improve the project • Help others learn from your experience  • Evaluate information • Collect, evaluate data   • Report the evaluation and its results

  19. Statement of Need > Evaluation • Consider: • Will the evaluation be used internally? • Will the evaluation be shared with the funder?  • Is an external evaluator required by the funding source?

  20. Project Budget • Present a line-item list and justify all expenses. • Divide expenses into three sections: • Personnel Expenses, • Direct Expenses, • Administrative or Overhead Expenses.

  21. Remember: • Avoid padding items • Account for inflation. • Who else will contribute funding? Partners? • What are alternate plans for funding?

  22. Project Budget > Personnel Make a flow chart to illustrate hierarchy Map out strategies, activities, related resources, staff, etc. Figure salaries and wages for all personnel.

  23. Project Budget > Personnel Tuitions & Stipends for Graduate Students. Check your university policy: Will they cover difference between out-of-state and in-state tuition? Increase stipend if tuition is unavailable. If 50% of time is spent on academics, then %50 is max available. Account for 9 hours/semester. Ask for more graduate students than you need. The grant will be cut 10 to 20% before being funded

  24. Project Budget > Personnel > Participant Support • Participant Support Costs • Conferences/Workshops • Human Subjects • Materials & Supplies • Publication Costs • Subawards • Subcontractors at other universities? • External Evaluators • Technicians (programmers), undergrads, participants

  25. Project Budget > Personnel • Summary Salary (2 months of salary) • Reduced Teaching? • NIH supports “buying out classes” • NSF doesn’t support buying out classes” • 25% of salary x 4.5 months (for 1 course); • this $ then goes back to the university to cover your costs.

  26. Project Budget > Personnel > Fringe Benefits Make sure to include FICA, Medicare, unemployment, worker’s compensation. Check with your university’s Program Assistant for specific figures to determine retirement, worker’s compensation, social security, Medicare. Health insurance (How much health insurance needs to be paid to cover the time you’re working on the grant? Try to avoid including Health Insurance)

  27. Direct Expenses Non-personnel expenses that would not be incurred if there was no project, such as: Conference, research travel ($1,000 to 2,000 to travel to major U.S. conferences using U.S. airlines), classified advertising, printing, supplies, space or equipment rental,* meeting expenses such as food * Some research equipment - be careful to justify computer equipment. Sandy Schneider recommends this language to argue for equipment critical for research project that goes above and beyond what the university typically supplies.),

  28. Modified Total Direct Tuition Expense Tuition + Equipment + Subcontract amounts greater than $25,000_________ = MTDC (Modified Total Direct Costs)

  29. Indirect Expenses Indirect expenses are the costs of doing business (excluding tuition), including space, copiers, research office personnel, and other available university services. These non-personnel costs would exist with or without the project. *Be sure to read funder’s fine print as to these expenses.

  30. What’s Not Covered? • Read indirect costs carefully. In FL, state-sponsored grants take 40% of the 45% allocated for indirect costs • Clerical Staff is typically not permitted. You need to make an argument that the clerical efforts go beyond the capabilities of your research staff. • NSF and NIH no longer accept Cost Sharing – avoid it if possible.

  31. Income • Earned Income • Ticket sales, • Concessions, • Publication sales, • Tuition • Contributed Income • Cash • In-kind

  32. Income > Contributed Income > Cash • Contributed Cash: • Show contributions first. Mark received, committed, pending, or to be submitted. • In-kind Contributions: • Gifts of goods and services instead of cash. • i.e., donated space, time, materials • Show in terms of cash value.

  33. Budget Justification • Briefly summarize the justification for your requests. • Promise only what you can deliver. When your project is funded it becomes a contract: you will be bound to it to the letter.

  34. Note > So long as you ask 3 months before the final deadline, you can ask for a no-cost extension and it will be granted by federal agencies. This $ cannot include equipment or supply you should have had early in the project.

  35. Sustainability - Future Funding • What if funding is to be discontinued? • Demonstrate long-term financial viability. • Prove that: • that the project is finite or • that the project is capacity-building or • that the project is attractive to future funding or • that your institution will assume responsibility for future funding.

  36. Appendices • Case studies/ethnographies • Survey/lab research • Letters of endorsement • Social/economic impact statements

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