Members of the Grants Department, Grants Accounting and Institutional Research & Effectiveness teams are available to assist you through the planning, development and implementation stages of your grant.
For idea, proposal and implementation support:
Contact the Grants Department when you have an idea or you need help finding and developing a grant. The Grants Department is a great resource for helping you develop your proposal framework and offering insights into government agency and private foundation funding priorities. The Department also coordinates the President and Board of Trustee approvals. The Department can share “boilerplate” materials that may strengthen needs statements and provide background, history and accomplishments of the College.
and budget support:
Be sure to get in
touch with Grants Accounting to discuss your budget. SPC has developed a
guideline for expenditures that will help to ensure you are covering common
program costs, such as personnel, benefits, equipment, supplies and other items
like tuition or stipends. Grants Accounting will need to approve your final budget prior to grant submission. Grants Accounting is also your point of contact
for all things related to financial reporting, compliance, Time and Effort (T&E) reporting, budget, invoicing and purchasing.
and evaluation support:
Institutional Research and Effectiveness (IRE) regarding customized data needed
for your proposal or for evaluation services as required by the grant. It is
important the IRE is involved at the front end and back end of your proposal so
you know exactly what can be tracked and what parameters are available to
A great proposal addresses in detail each requirement of the RFP. It demonstrates that the project is likely to fulfill a proven need and provides a clear roadmap for efficient, effective implementation. A great proposal convinces the funder that you know what you are doing and have a solid plan for getting it done.
Establishing your project goals and objectives is a fundamental grant writing component. A goal setting session will provide you with the foundation to develop measurable objectives. So, what is the difference between a goal and an objective?
The following are common sections you will find in a grant proposal, particularly government proposals:
Give the reader hope. The picture you paint should not be so grim that the solution appears hopeless. The funder will wonder whether an investment in your solution would be worthwhile.
When developing your budget, you will need to work with the Grants Accounting Department to ensure proper guidelines and allowable costs are being followed. There are many hidden laws and regulations that can impact grant budgets. The involvement of the Grants Accounting Department from the beginning will help eliminate errors and allow for easier and quicker implementation if awarded.Below are common terms and definitions related to the budget:
Allowable costs are costs that SPC may be reimbursed under a grant or contract as determined by the RFP and accounting guidelines.
Direct costs are costs that can be identified specifically with a particular project, an instructional activity, or any other institutional activity, or that can be directly assigned to activities relatively easily with a high degree of accuracy. Direct Costs generally include:
Indirect costs are costs that are not directly accountable, but are incurred as part of the expense of operations, otherwise known as overhead. Some grant makers allow indirect costs while some do not. SPC currently maintains a negotiated modified indirect cost rate with the U.S. Department of Health and Human Services. If the funder allows indirect costs, we advise working closely with Grants Accounting to correctly incorporate indirect costs into your budget.Indirect costs generally include:
In-kind contributions are resources that are not charged to the grant, but support functions of the grant. Government funder regulations and legislation often stipulate that grant recipients must contribute non-federal cost-sharing or matching funds expressed as a percentage of the total grant. Unless otherwise provided by legislation or regulations, in-kind contributions may be used as a match, but the value of in-kind contributions must be evaluated and documented.Examples include: donated time and effort, real and personal property, and goods and services.Note: If a matching funds are required, you will need to discuss this with the Grants Accounting Department to ensure that appropriate funds are available.
Unallowable costs are a particular item or type of cost which, under the express provisions of an applicable law, regulation, or sponsored agreement, is specifically named and stated to be unallowable.Unallowable Costs generally include:
A narrative portion of the budget is used to explain all line items in the budget. It specifically shows the math and justification for the total amounts being charged to the grant.
When preparing your budget, it’s wise to know the period of time your project will be active and how that will coincide with the funding period. Project periods may cover multiple years. You will need to know this information so that you can budget accordingly.
Though you may have decided this grant is a perfect fit to support your project, it is important to take the time to thoroughly dissect the Request for Proposal (RFP) to help construct a strong and compelling application that aligns with the funder's mission.
Once you decide to move forward with an application – the following information will help guide your planning stage, all of which should be detailed in the RFP:
Do your research: Look at who has been supported by the funder before. Look for themes and trends around the types of proposals that usually are awarded and how much they were seeking. Ask around - often previous awardees are happy to answer questions and share their proposal.
a grant is not as daunting as it seems. By using the right framework, following
the RFP questions and utilizing tricks of the trade provided here, you’ll be a
professional grant writer in no time.
Here you will learn how to:
By following the checklist below, you will be able to plan ahead when developing your project and proposal. Most grants have a one to two month turnaround for deadlines.
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