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Tips on Applying for FederalGrants
Applying for federal funding doesnot have to be difficult.  By planning AHEAD of time, your applicationcan be prepared more efficiently.
**Some Basics...**
When you receive a NOVA (Notice ofFunding Availability), check the application deadline.  Make surethere are no other date requirements (for example, a deadline to submita Letter of Intent - intent to apply). In most cases, you will have approximately2 months to prepare your application.  Before searching for a NOVA,you should have a few things copied in triplicate and easily accessible to the person preparing yourgrant application:-  certificate of incorporation (if applicable);
-  list of organization's Board membersw/addresses;
-  chart of your organization's staff;
-  detailed job descriptions of those peoplewho are involved in the project;
-  your 501(c)(3) determination letter;
-  a summary of the demographics of thecommunity you serve.
EligibilityRead the NOVA very carefully. While NOFA's are designed and worded to be very user-friendly to the public, they do go into great detail.  Every NOVA spells out eligibility,what is expected of the project and the project evaluation criteria.  Adhere to the qualifications of the "Eligibility"section.  These requirements are very specificand are not flexible. Don't go outside the eligibility rules.Submittingan ApplicationLook carefully at the NOVA for directionson applying. For example, if the guideline says to use certain margins on attached sheets, do so. If it gives direction on formatting your application(use a certain point size type, etc.)don't try to get by by using a similar one.  Keep in mind that theseguidelines help make it easier for the reviewer.Each agency has their reasons for formatting their guidelines the way theydo and applicants are required toadhere to these guidelines.
Due Dates VarySometimes a "post-marked by" dateis listed, sometimes the NOVA lists a "close of business" date. Every federal agency is different and can apply their own rules to their solicitation.
Time to PrepareYou've readand re-read the NOVA to the point where you fully understand it. If you don't fully "get it" and youhave questionsthat need resolve, do not hesitate to contact the sponsoring agency's programoffice.  NOFA'salways providea contact person for this very reason.  Any areas that are not clearto you should be explainedby the agencycontact person.  It could save you from preparing an application thatyou might not be eligible for!Once you are ready, remember thatyou are about to write the best proposal you possibly can - this is why getting started early is crucial.  The average grant application takes80 hours; winning proposalsgenerally take twice that. Don'tview the time spent in developing a proposal as a waste if you don'treceive the grant.  There area number of ways that your proposal can be used and in the very least, it should have helped you think clearly about your organization, its needsand the future.It is very important that a proposal is consistent. It should flow fromone section to the next.However, you may need to be repetitiveas some of the questions ask somewhat the same thing.  Remember thatapplications are reviewed by humans (no, computers haven't taken over everything!). Reviewers go througha very large number of proposals - the easier you make it for them to followand read, the better off you will be.Make sure that each section of yourproposal is clear and stands alone.  Formatting your proposal in sucha way that the reviewers have to jump around from section to section trying tomake sense of what you're saying won't help your chances.
Proposal ComponentsEstablish your need. You shouldn'tchange what your organization does in order to fit the requirements ofthefunding.  Look at what you doto see how your organization might answer their needs. Remember that thepeople reading your proposal maynot know New York City, so clearly spell it all out for the reviewer.
Goals and Objectives. Goals are broadin nature and often idealistic; they're mission-type statementsthat may or may not be measurable.Objectives are usually measurable: they're specific, concrete,realistic. Do not overstate yourobjectives; don't exaggerate in an attempt to impress.
Program Description. Spell it allout with direction and with feeling. Allow the readers to get a sense ofyour commitment and enthusiasm. Ifcollaborating, spell out what each agency will do; a letter ofagreement between collaborators willhelp with this process.
Budget. Most federal agencies usethe same form (Form SF 420A) or something similar for thebudget portion of the application.Be sure that your budget makes sense and is in accordance with yournarrative. The reviewers are goingto know if you are padding the budget -- and conversely they'll know ifyou are underestimating costs. A budget narrative may help you describe every line of the actual budget.
Help is on theWay (psssst....this is where TA comes in!)You may find, in preparing your application,that you need help.  Plain and simple, it happens to a lot of people, particularly first-timers.  But you know that you've got what is required- you just need some guidance to get you there.Federal staff are not allowed tohelp you prepare your proposal. They can offer technical assistance, butthey can't give you an edge over other applicants.  Technical Assistancemost commonly comes in the form of thefederal agency hosting an ApplicationMeeting.  Most NOFA's will announce whether these training opportunities are offered, but prospective applicants might want to call the NOVA contactto make sure. These conferences are anopportunity for applicants to cometogether prior to the application deadline to meet with the agency staff. While attendees are usually required to cover their travel costs, it isusually worth the amount of agency information.that is provided.  It also providesa great networking resource for attendees and their respective organizationorcause.Also, after the fact, you can askfor technical assistance from the program staff as to why yourproposal didn't get funded. Use thatinformation to help make a better proposal for the next round. Try tomeet with program staff during off-times-- not when applications are being evaluated and certainly notwhen you have an application pending.
Improving YourChancesMore often these days, funders inthe federal government and private sector alike are encouraging coalitionsamong grantees.  You MUST be prepared to work with other partners. Think about potential partners - housesof worship, police services, localbusinesses, city agencies, etc.   In the age of community-widecollaborating, funding for individual ventures are going to get more and more competitivein the near future. Don't UnderestimateYourself!Organizations should apply for anappropriate grant even if it seems that the odds are againstthem.  For example, a solicitationmay fund, say, five grants throughout the country.  Your chances mayseem slim, however by submitting a proposal you are "in the loop!" Sometimes,even in cases outside applying for a grant,the first and most difficult taskis simply asking.  You place your foot in the door with your proposaland you/your organization become known to the agency.  And becauseproposals tend to get better with age, submit again thenext round if you don't get fundedafter the first try.  (Your writing skills, ability to provide clarity,etc. will help youprepare a better proposal the nexttime around.)
"Is the checkin the mail??"No!  Often times people in yourcommunity "get word" that you have applied for funding for a particularproject.Naturally, they are excited and wantto know when the funding is coming.  It is important not to assumeanythingand to remember to be patient. While you are awaiting notification, you should prepare in writing an executivesummary (if it wasn't already requiredin your proposal). Often called an abstract, an executive summary is aconcise overview of your proposal. If a checklist is provided use it from the beginning. It will help youfocus andrefer back to when you prepare proposalsin the future.  You are entitled to get the reviewer'scomments after your proposal is accepted or denied. Depending on theagency it varies as to how you getthem: via phone, in writing, or you may have to apply under the Freedomof Information Act.  Remember,as you read the comments of your proposal review, you may call the programoffice to inquire about additionalTA for the next funding cycle.
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This document was last update on September 29, 2000