Giving

Tips on Writing Proposals

Tips for effective grant proposals

Whitman College encourages faculty members to seek external grant funding for research and other academic activities. This document is designed to offer general advice and guidance on planning and writing grant applications.

First things first

Start early. Assume that it will take several months to fully develop your project idea, research potential funders, get feedback from others about your concept, write the proposal, and have others review the narrative. Give yourself time to step away from the writing for a few days or a week so you can take a fresh look.

Do your homework. Research potential funding sources and be sure that your project meets the priorities and interests of the funder. Know the amount of grant funding that you will need, and make sure the amount of your request is commensurate with the funder's resources and grant history. Some funders prefer or require that you have multiple sources of funds for a project. Be sure you have the necessary approvals and a plan in place if matching funds are required.

Confirm eligibility. Some funders have restrictions on the types of projects and organizations they will and will not support. Not all will fund a liberal arts college. Many have geographic restrictions. Some will only fund capital projects while others exclude capital. Others specify research, equipment, start-up costs, or collaborations. Often, a private foundation will only allow one proposal to be considered each year so it's important to communicate and coordinate with the office of foundation and corporate relations.

Make sure the timing is right. Be aware of application deadlines and decision dates. You will want to initiate your project within several months of receiving a grant, should it be awarded.

Follow the instructions. Most foundations and government agencies publish detailed application instructions on their web sites. Follow them carefully. Assume that the first review of your application will be a simple check to make sure it is complete, that all questions have been answered and that all required attachments are included. If not, some funders may decline your request outright, without reviewing the merits of your project.

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The big picture

Foundations want to understand the impact of your project. The impact may include benefits to you, Whitman or an individual department. But first and foremost, how will your project advance the college's academic mission? Why does it matter? Be prepared to answer the toughest question: "so what?" Why is this particular project important right now? Why is this direction the right one as opposed to other approaches you might choose? How and which students will benefit? How will the project improve learning? Is the project innovative and is your methodology well-conceived? Are there any trends or emerging fields of study related to your project that will bring a new perspective to student learning at Whitman?

Here's an example. Whitman College needs a new Center for Visual Arts because our classes are overcrowded and existing facilities are inadequate. True. However, it's more important to communicate that the studio arts are an essential part of the liberal arts education. Whitman College wants every student to have the opportunity to explore new ways of thinking and new ways of seeing things. We need support from alumni, corporations and foundations so that all students will have the opportunity to expand their imaginations and creativity. This project supports the personal and academic development of our students and will help to create leaders at Whitman. Ultimately, it will have a strong, positive impact on the lives and communities of our students and alumni.

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Describing your project

Every grant application is different, but all will request a project description in some form or another. This is your opportunity to describe, in the most powerful terms possible, the importance of your project, what you plan to do, your goals and objectives, and the expected outcome. In other words: who, what, where, when, why and how. Generally, this will be the largest component of your proposal.

As you write about your project's importance, consider the big picture, as described above. The need should be clearly articulated. Keep in mind that the need is not yours. The need stems from our mission to provide a high-quality liberal arts and sciences education. Describe how your project supports and advances this mission. Enrich your case with relevant data. Information about growing student interest, technological advances, new course requirements, or gaps in scientific understanding all can support your need statement.

The project description should include a thoughtfully conceived work plan and general timeline — what you plan to do and when. The amount of detail needed may vary, so review the guidelines carefully. The work plan should clearly connect the need to the anticipated outcome. It should be ambitious but achievable. Describe your methodology and why it was chosen. Be sure your timeline is compatible with the funder's decision date and payment schedule. Some funders specify a grant period and, if possible, you should organize your work plan according to the established time frame.

As you describe your plans, it's important to make the case that you are the right person to undertake the project and Whitman is the right institution. Credibility is important, especially if the funder is unfamiliar with Whitman. Sometimes, a curriculum vitae or historical sketch of the college is requested separately. If not, describe your credentials in this section.

The final section of the project description should clearly articulate the expected outcome or outcomes. It should describe the results you anticipate and how they will address the need you have articulated. This section should also describe your evaluation plan or criteria — how you will know your project has been successful.

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Writing persuasively

Know your reader. Before you start writing, find out who will be reviewing your application. If the decision-makers are specialists in your field, you can write with more technical detail. If decision-makers are generalists, you cannot assume they will understand the significance of your project unless you tell them in clear and concise terms.

Start out strong. Think like a journalist. You should start with broad, compelling statements and work progressively toward the detail. Hook the reader by articulating the relevance to the funder's interests using clear, powerful terms.

Clarity. Write as clearly and concisely as possible. Use terms that evoke bold, decisive images. Don't be afraid to use headings and subheads to organize your ideas. If your headings mirror the funder's own language, it may help the reviewers navigate your proposal.

Urgency. Show your reader that the need for your project is important and urgent, and that the window of opportunity is now.

Recycle your language. There's no point in re-inventing the wheel. Once you have established a strong case for your project, don't hesitate to use the same narrative for multiple proposals. It's not cheating, just efficiency.

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Budgets

The easiest way to develop a budget is to start with the work plan you already have established. List your activities or line items in the left column and use the subsequent columns to break down the costs by specific time periods (i.e., month, quarter, year, total, etc.). You may want to use a final column to indicate which items and amounts are being requested as part of this particular proposal. If all costs are one-time expenses, two or three columns may be sufficient. If personnel costs are included in your budget, be sure to calculate benefits using the Controller's annual OPE (other personnel expense) rate. Keep in mind that some funders will not support overhead expenses.

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Contacting the funder

Some funders welcome and encourage your questions before developing a grant application. Often, a program officer can provide a perspective that can't be written into a web site or publication. Other foundations discourage phone calls or meetings prior to a formal application. Read the guidelines and talk to your colleagues. A personal connection or a history of grant support often can be helpful. Again, if you are interested in grants from a private foundation or corporation, please contact the office of foundation and corporate relations first so we can coordinate our efforts.

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Reporting

If this section pertains to you, congratulations! Receiving a grant is an honor, and with it comes a significant responsibility. You will need to keep the funder informed about the progress and achievements of your project. Be sure you know when reports are due and what information is required. The Sponsored Programs Coordinator will help you keep track of expenses. Timely and thoughtful reports will increase your chances of additional grant support in the future.

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Additional resources

The office of foundation and corporate relations is a resource for Whitman faculty who are seeking external funding. We can help you research, identify and contact potential funders, develop proposal ideas, edit and proofread applications, and calculate budgets. We can also provide standard language and data about the college and its history. The office is located in Memorial Building, room 111. Feel free to call, email or stop by.