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How to Survive a Grant Monitoring Visit

Some agencies will perform a review (monitoring visit) of the grantee’s files after the grant period has expired. The purpose of this review is to determine whether the grantee carried out all of its administrative and financial responsibilities in an acceptable manner. Among the items generally covered in such a review are the following:
• If a public hearing was required, did the grantee hold the hearing, provide ample advance notice to the public, and retain documentation of what transpired?
• Was any competitive bidding handled in a fair and equitable manner, with ample opportunity given to any Disadvantaged Business Enterprise?
• Was the work to be funded by the agency properly inspected prior to any disbursements of funds?
• Were all financial transactions completely documented and properly handled consistent with the policies of both the grantee and the funding agency?
• If the project involved direct assistance limited to individuals with certain characteristics — i.e., low and moderate income status, did the grantee properly qualify each beneficiary?
• Were project goals and objectives met?
• Did the grantee evaluate the project for its success in meeting the identified need?

Some programs monitor every grant. It may even take a period of a few years after the expiration of the grant, depending on staff, but the monitoring will be done. Other agencies monitor only a small percentage of their grants on a random basis. Still others send in the monitoring team only when there is reason to suspect there are problems.

Most monitoring visits of which I am aware are done in the spirit of trying to assist the grantee. Naturally, if problems are found, corrective action must be taken. However, most funding agencies tend to take the attitude that the monitoring visit is more of a technical assistance session. However, if monies are spent improperly, either on purpose or inadvertently, the grantee must generally repay the entire amount in question. One example of this would be a grantee which did not properly qualify certain individual beneficiaries of assistance. If this were the case, they would generally have to repay the amount of direct assistance provided to persons who did not qualify under the guidelines of the program.

Jun 05, 2012 | 0 comments | View Post

Searching for Federal Grants

Catalog of Federal Domestic Assistance
This resource has both print and online versions which include 64 federal agencies, including all major cabinet level departments. The home page of the CFDA (www.cfda.gov) allows the grant seeker to download the 2009 print edition. It is not necessary to have an account on this site in order to search the catalog or view programs.

A basic search can be done by inputting a keyword or program number and/or the type of assistance (grant, loan, federal contract, training, federal employment, etc.). A list of program solicitations will appear. The searcher may then click on a particular grant opportunity and receive a very complete description of that program. However, no application forms are available, and the grant seeker is referred to the specific agencies for that information. The listing will contain all programs which make grants for certain types of projects (i.e., environmental, law enforcement, education, etc.) whether the opportunity is currently open to accept applications or not. Many federal programs accept applications once a year.

Advanced searches allow the grant seeker to input the following: full text, assistance type (grant, loan, etc.), applicant eligibility, use of the assistance, beneficiary eligibility (the types of persons which the program will ultimately benefit, such as job recipients in the case of an economic development program), functional codes (agriculture, natural resources, law enforcement etc.), deadline, date modified, date published, whether the opportunity is funded by ARRA money, subject terms and whether the opportunity is subject to the clearinghouse requirement.

Both the basic and advanced searches will produce the following information: authorization for the program, its objectives, the types of assistance available, applicant eligibility, application and award process, post-award reporting requirements, matching funds required, and timeline. A very handy user’s guide can also be downloaded. In addition, clicking on specific agencies will produce a list of programs administered by that agency. The user has the ability to click on a particular program and view it separately.

It could be deduced that searching on CFDA should yield more opportunities due to the fact that there are sixty-four agencies available on that site and only forty-two on Grants.gov. Of course, both sites contain listings for all of the major cabinet agencies. I would like to give a very interesting example of the widely varying results which can be obtained by searching both sites. I had a client who wished to open a school to train firefighters. While searching Grants.gov, I used the keyword “firefighter”, “firefighting”, and “firefighter training”. Much to my surprise, I only got one result, a program administered by the Nuclear Regulatory Commission. On using the same terms in CFDA, I got over six hundred results.

May 10, 2012 | 0 comments | View Post

Tips for the Application Process:

 Make letters of inquiry brief (no more than 2 pages) but informative – stress the need for the project, your organization’s ability to carry it out, and the benefits which will accrue from it.
 Respond promptly if a foundation requests a full proposal based on a letter of inquiry.
 Check the web site of a funding agency thoroughly before e-mailing or telephoning so as to avoid asking questions which are clearly answered on the web site.
 Ensure that you have the latest version of the application and regulations.
 Check the math in the budget – although this is obvious, many applicants make mathematical errors.
 Pay attention to those agencies which require that a Letter of Intent be filed prior to a full application. In nearly all cases, there is a specific deadline for submitting this letter.
 Pay careful attention to the rating and ranking criteria when crafting a proposal. Incorporate the application language into the narrative.
 Be concise but thorough in the narrative.
 If there is a specific page maximum, be sure that you come as close to that as possible without exceeding it. You can rest assured that the other applicants will provide as much information as possible.
 Give a descriptive narrative with specific examples.
 Be crystal clear in your writing. Do not “beat around the bush”.
 Be complete and thorough in the narrative – do not leave the reviewer wondering what you mean. Answer the questions completely.
 Use good grammar and correct punctuation and spelling.
 Re-read the application at least twice.
 Give proper attribution for all information derived from others and cite sources for statistical data
 Answer the funding agency’s requests for additional information completely, cheerfully, and on time.
 Send letters of support with the application itself unless the guidelines state otherwise. However, some U.S. Representatives and Senators will only send support letters directly to the funding agency.
 If there is any doubt whatsoever about whether an application will reach the office of the funding agency on time, send it overnight or two-day guaranteed delivery.
 Send the application directly to the person named in the solicitation, with the correct number of copies.
 Check to see that the application arrived on time.
 Start on-line applications early so that you can get your questions answered before the deadline.
 Keep the user name and password for on-line applications in a handy place where they will not be lost.
 Do your best to stave off performance anxiety as the due date for the application arrives – this will impair your ability to do the best job possible.
 Do your best to be available for site visits when the funding agency wants to come. Only change the date if there is an emergency.

Apr 07, 2012 | 0 comments | View Post

The Importance of Looking at the Problem First

Sometimes, believe it or not, it is difficult to actually identify what the real problem is. Grant writers deal with the full range of social, economic, and environmental problems. Governmental entities may deal with a lack of public infrastructure, a high crime rate, poor economic indicators, lack of recreational facilities, public health concerns, weaknesses in the public education system, and the need to preserve cultural and historic resources. Nonprofits typically deal with the need for supplemental educational activities, the need for assistance to destitute individuals, sports and after-school programs, the need for job and life skills training and mentoring, housing problems, the natural environment, and a whole host of other needs which are not met by governmental entities.

In many situations, the problem is clear. A good example would be a city government which might be aware of a street which is in need of sidewalk repair or replacement. Obviously the need exists to either build a new sidewalk or repair the old one. Likewise, the consequences of the problem are also obvious. In this example, the deteriorated condition of the sidewalk leads to unsafe conditions which include the risk that elderly or frail individuals may trip or fall. The unsightly condition of the sidewalks may contribute to neighborhood blight, which in turn lowers property values and causes economic problems for the residents.

An outdated sewage treatment plant will lead to a lack of capacity for new development, which hinders the economic growth of an area. In addition, the poor condition of the plant may result in inefficient service to the residents and cause higher user fees. The repair of the plant or the construction of a new one will solve the problem. In both examples given, the problem is easy to identify. Existing infrastructure is not adequate to serve the needs of the residents. Once this infrastructure is repaired or replaced, the problem is resolved.

Other types of projects require a more thoughtful approach to identifying the problem. Let us take the case of a nonprofit which wishes to find a way to lower the high dropout rate at the high schools in its area. The high dropout rate is what I call “the presenting problem” or the end result of other societal problems. These other problems include what society as a whole assumes to be the cause of the presenting problem-lack of familial encouragement; devaluation at home of the merits of education; lack of economic resources, thus resulting in a need for the student to work in addition to going to school; lack of other wholesome activities for youth in the community; and living in a high crime atmosphere which makes it difficult to study.

These are actually the underlying causes of the high dropout rate according to common wisdom as well as documented studies. The nonprofit which is looking for a way to resolve the problem will need to tailor the program to address the underlying causes. For example, the program may include coursework on the value of getting a good education in order to counteract the opposite attitude being prevalent at home. It is much more difficult to address the crime and economic issues. This is where the nonprofit may wish to cooperate with the local law enforcement agency in order to bring about more police presence in the neighborhood in which the youth live. A well-designed program may also link the parents, job services, and job training in order to eliminate the economic stress being felt by the student and his or her family.

This example was given in order to demonstrate how one specific result-i.e., the dropout rate, cannot be addressed without working specifically on the underlying causes. In some cases, additional tutoring alone can be enough to reduce the number of dropouts. However, the most effective programs offer multiple services to address multiple causes. This is why it is important to dig a little further in order to identify the underlying causes of the problem. Research into the design of similar programs across the country can and must be undertaken. However, it is essential to take into account factors which are unique to your area. This process may sound somewhat complex, but it greatly adds to the chances for success of a project.

Mar 11, 2012 | 0 comments | View Post

Sometimes A Project Just Won’t Be Approved

Sometimes even the best applications are not successful. One example that illustrates this beautifully is a story I heard about a municipality who was applying to the state government for funds to rehabilitate a street that was in imminent danger of collapse. There was a very real need here and the only solution was a costly (four hundred thousand dollars) complete rehabilitation of the street. This town had a population of only 750 people, and only about 50 residents on the street would benefit most directly. The application was turned down the first year it was submitted. The funding agency was good enough to make a regular practice of letting the applicants who did not get funded know the reason for that decision. In that case, they mentioned a few minor issues with the narrative which were easily corrected. However, their main problem seemed to be centered on the fact that no other funding sources were being sought. It was obvious that they did not feel comfortable making a grant of that size and being the only funding agency involved in the project.

Unfortunately, grant sources for municipal street work are not plentiful in that part of the country. The town reapplied the next year and made the requested narrative changes. An attempt was made to find other sources to leverage, or match, the state monies. The town was able to show that it had at least tried to find other funds. However, the town itself, with its budget of only $375,000 per year, could not afford to put any money into it. The application was turned down for the second time even though the town did everything that the state asked for with the exception of contributing its own money to the project. This was a very unfortunate case as the project really needed to be done and there was no other place to turn. However, this just goes to show that the best written project can be turned down because of situations beyond the grant writer’s control.

Mar 05, 2012 | 0 comments | View Post

Basic Elements of a Proposal

Never underestimate the importance of doing a superlative writing job on the grant application. This is one of the most critical predictors of success. However, many people are under the impression that the grant writer’s skill in writing is the only important thing. In my opinion, the most critical factor is a well-designed project which meets the identified need with the most economical use of resources. The best written proposal cannot disguise the fact that a project is ill-conceived and designed and will not accomplish the desired outcomes.

The following steps should always be followed before beginning to write the proposal:

• Read the entire solicitation at least twice from beginning to end.
• Call or e-mail the contact listed in the solicitation in order to discuss the project and to make certain that it meets threshold requirements.
• Determine whether it is possible to gather the data and write the application by the deadline-the grant writer will need to consider his or her own schedule and pace of working as well as the availability of colleagues who will be involved in preparing the grant application.
• Determine the feasibility of obtaining statistical data to directly support the project.
• Determine the feasibility of obtaining supporting information from others.

It is very important to write in a style which conveys the urgency of the need and the necessity for the project. The application should be written with feeling and give a sense of the serious consequences to the beneficiaries if the project should not be funded. This is the “human side” of the request. It is very difficult, if not impossible, to teach someone to write with feeling. That generally comes about with practice and a passion for one’s work. Some of the individual stories of the potential beneficiaries can be used to show the very serious and personal nature of their distress.

The Golden Rule of grant writing is to be specific. Vague and general statements will not get the grant money. If the grant writer is working to make a specific point, he or she should be very clear, use statistical support and examples, provide a clear picture of the need, the project, and the outcomes.

Feb 05, 2012 | 0 comments | View Post

Searching Service Clubs and Organizations for Grant Funds

Service clubs and organizations are among the most reliable sources of funding for local projects. Many of these organizations are part of a national organization which may fund specific types of activities consistent with their philosophy, orientation, and interests. These clubs may be service-oriented or fraternal organizations or both. The following entities may be able to provide a list of the service clubs in your area:

• local libraries
• chambers of Commerce
• municipal or county government
• news media

Service clubs vary widely in the source of their revenue and the amount that they have available to give. In several counties in my area, fraternal and service organizations are permitted by the state to have slot machines. However, this comes with the caveat that a certain percentage of the revenues realized through the slots will be donated to charity.

Most of these clubs appoint a committee to oversee the grant process and review requests periodically. It would therefore behoove the grant seeker to determine who the chairman of the grant committee is and make their approach to that person. I have seen a number of instances where a letter requesting funds is sent to the organization as a whole but not to the attention of any particular person. These requests generally are either lost or sit on someone’s desk for a long time. It helps a great deal if someone on the grant committee is already familiar with your organization and knows your work. It is rare that a service club will request more than a simple letter. Most groups try to keep the process as uncomplicated as possible.

Once again, I would recommend that the grant seeker contact as many service clubs as possible in order to maximize the chances of receiving funding. The same letter could be sent to all the organizations with only minor modifications.

Jan 28, 2012 | 0 comments | View Post

Searching for State Grants

All of the individual states offer a wide array of grant programs in such areas as water and sewer, transportation, parks and recreation, economic development, historic preservation, law enforcement, and fire fighting. States award grants to municipalities and counties as well as nonprofit organizations. Some states will also offer assistance to for-profit entities in support of economic development. If your organization is a non-profit, get to know your local elected officials. It is quite possible that they will be able to supplement your list of potential funding sources by making suggestions from among the state programs with which they are familiar.

I always search for state sources of funding first. The state programs are easier to access than federal programs due to the fact that the applicant is competing only on the state level and not against other applicants around the entire country. A number of federal programs pass funds through to the individual states for distribution. Other state programs are funded solely by state revenues.

There are several ways to search for state grant funds without expending an inordinate amount of time. The most straightforward is to go to your state’s website, find the state agency whose name implies that it regulates the area in which you seek to find a grant, and follow that link to the information on grants administered by that agency. If you are working for a county and wish to find grant funds for parks and recreation and notice that there is a Department of Natural Resources in your state, it could be assumed that that agency is likely to make grants in your area of interest. In general, grant writers working for local governments soon become familiar with which state agencies are possibilities for funding their projects.

There is a website (http://www.statelocalgov.net) which contains links to all state websites as well as the agencies under that state. In addition, there are also links to certain counties and municipalities. It is possible to click on the state in which you wish to search and then click again on the subject matter you are interested in. This will lead you to the appropriate agency, and it will then be possible to search for grant programs under that agency. There are also links to the executive branch departments and boards and commissions in that state, which is helpful if you already know which agency regulates the subject matter you are interested in. This site is very helpful if you are a consultant working in more than one state.

Jan 12, 2012 | 0 comments | View Post

Writing a Statement of Need for a Grant Application

Although this is one of the most important parts of any grant application, it also tends to be one of the most poorly written. One of the reasons for this may be that many grant writers just assume that the need for the project is obvious. Do not assume anything. The grant writer must make the case for both the need for the project and the need for financial assistance to do the project in a very clear, comprehensive, concise, and compelling manner. These are the four C’s for writing any grant application. This section is no place for vague, general, weak, or “stretching” statements.

Grant reviewers are not fond of flowery language. They tend to regard this type of verbiage with suspicion. It is as if the grant writer does not really have anything substantial to say and relies upon words designed to disguise the fact that there is no substance to the proposal. Whenever I read something like that, I feel rather insulted, as if I had been confronted with a particularly bad sales pitch. What counts with grant reviewers is a simple, direct statement of the facts. Please let your facts shine through and speak for themselves. They do not need to be embellished or exaggerated. Do not, under any circumstances, tell falsehoods in your application. This will damage your credibility with the funding agencies and word will get around. Your success rate will plummet rapidly. At the risk of sounding redundant, I will say it again: it is not worth the risk.

As I have said before and will certainly say again, it is very important to be specific. The use of statistics, when available, makes a very compelling case. Individual histories and anecdotes are also helpful. In short, anything which can help the reviewer to get a clear picture of the project should be added to this section of the narrative. The basic elements of a well-written project need section are just commonsense. They are as follows: general description of the situation, the number and type of people affected, the extent to which these people are affected, and what will happen if the project is not done.

Jan 04, 2012 | 0 comments | View Post

Be Specific and Give Concrete Examples in Grant Applications

Following are two examples of how to describe the same project- a mentoring program for victims of domestic violence. The first example is the “fuzzy” one:

“The Newland Shelter for Victims of Domestic Violence needs money for its programs. We help victims of domestic violence and their children. The shelter fills a big need in the community. Our clients are very grateful for the help that they receive from us.”

This type of non-descriptive paragraph raises more questions than answers. The following items are missing from this description: amount of funding being applied for, exactly how the funds will be used, description of the full range of services given at the shelter, estimated number of potential clients, and the number of persons on the waiting list.

The following is a vastly improved project description:

“The Newland Shelter for Victims of Domestic Violence is applying for $30,000 in order to hire a counselor who will work twenty-five hours per week to train our clients in job-seeking skills. The shelter provides housing and meals for a two-year period for victims of domestic violence and their children. While our clients are resident here, they must take classes in child care, financial management, housekeeping, and other life skills. In addition, we provide a comprehensive counseling program which helps them to overcome emotional problems associated with the abuse they have endured. This grant will enable the new counselor to train all fifty of our clients in job seeking skills. Due to limited funding, we are unable to serve the sixty-five persons on our waiting list.”

It is patently obvious that the funding agencies will be much more likely to approve an application which contains the second example. It would be next to impossible to get funding based on the description given in the first paragraph. Grant makers want to know the exact picture and do not like vague writing.

Dec 31, 2011 | 0 comments | View Post
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