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Grant Application Process Strategies

Understanding the grant process can help agencies cash in.

Since there are far fewer grantmakers than there are organizations searching for money, requesting funds from granting agencies is a highly competitive process.

From researching funding agencies and contacting them, to preparing for a site visit and acknowledging contributions, these strategies should shed some light on the application process for agencies and jurisdictions new to the fundraising game. 

Do Your Homework
The first step for individuals or organizations seeking outside support for technology projects is to identify a list of viable funders. In other words, do your homework.

Start with the Internet. Using Google, or any other search engine, do a keyword search by the terms "grant," "funding," "technology project," and other terms related to your project. You'll quickly identify what grantmaking institutions are out there, where they are located, and what their priorities are for that particular funding cycle. The goal is to compile a comprehensive list of public and private agencies that have technology projects as their main funding criteria.

Another way to identify likely funders is to find nonprofit organizations in your region that maintain a database of potential funding sources. These agencies can usually be accessed online and offer their services either for free, or for a nominal fee.

Oftentimes these centers have extensive collections of the annual reports of both public and private funding agencies, and they make this information available to prospective grantees upon request. By contacting the center directly or going there in person, you can generally make contact with someone who is knowledgeable about funding agencies and is willing to offer some helpful advice during your search.

To determine when and how much a corporation gives annually go directly to that organization's Web site. For instance, conduct a keyword search to identify what IT companies exist, and which are the largest. Then establish if corporate giving is considered a top priority. Like the public funders, corporate dollars are usually directed toward specific programs and interests, and it's important to establish what these priorities are before initiating a formal request.

Then, when and if you decide to make contact, let them know you've done your homework. The more you know about a corporate donor before you make a request, the better.

 
Tapping the Feds
The federal government provides ongoing major funding for specific projects. The guidelines, however, are fairly strict.

One of the best ways to determine if federal dollars are available for your IT project is to access the Federal Register online or in hard copy at the local library. The Federal Register consists of a daily update of all grants offered by the federal government, and it defines what types of projects, as well as dollar amounts, that are available on a competitive basis.

Also, try contacting city hall or reading the public notices section of your local newspaper to help identify types of local and regional projects being funded. Announcements generally are listed under the heading of Requests for Proposal and provide contact information for further details.

Make Contact
Securing grants for technology projects requires significant time and persistence. Therefore, once a list of potential grantmaking organizations has been completed, it's important to call, write or e-mail the funder for application instructions. Ask whom to maintain contact with throughout the funding cycle so you know where to direct questions about the application process.

Generally a funder is eager to share its grant guidelines with a prospective applicant. Guidelines typically state in writing what types of projects the organization funds, which projects have been approved recently and priorities that have been set for the current funding cycle.

A word of caution: Funding priorities change, so establishing contact with the granting

agency helps to ensure that your application falls within the most recently published guidelines.

Grant applications will only be considered if they meet the funder's specifications and guidelines. When you receive the guidelines, be sure to determine when the application is due and call your contact at the granting agency immediately if you have difficulty locating this information. Applications may be accepted on a quarterly, annual or ongoing basis.

"Giving guidelines" are usually preset by the funding agency. Obviously if an agency funds only once a year, and the deadline for application has just passed, it's necessary to consider who else is out there.

Another important reason to establish contact with the funder is to determine how much money has been directed toward projects similar to your own. A frequent mistake many new grantees make is that they neglect to identify where the granting agency is targeting its resources for the current fiscal year.

Follow Directions
Remember to read the guidelines carefully to determine whether an agency provides support for IT projects. Some funders have regional priorities, and while they may in fact provide support for IT projects, dollars could be targeted specifically toward the Pacific Northwest, or the East, rather than where your project is located. These are all factors that must be considered before submitting a proposal.

Also, when applying for any type of grant, remember to follow application instructions down to the smallest detail: where the pages are numbered; how many copies must be submitted; and how, in fact, these copies are to be presented in either bound or unbound form.

Some grant applications request supplemental materials. For instance, if you are teaming with other organizations to secure a grant, a memorandum of understanding (MOU) probably will be requested from each program partner. An MOU is simply a formal statement of an organization's commitment to the project for which you seek funding. Make sure if an MOU or other type of attachment is required by the funder, that it's appropriately labeled and placed in the proper order.

Some agencies will request a table of contents with each application, while others won't - something to make note of. Also, try to assemble as many of the supplemental materials before you begin to write the grant because when you're under pressure to meet a deadline, some of these materials can be easily lost or misplaced.

Patience Is Key
If the funder does not respond to your request right away, don't be discouraged.  There may be only one person evaluating all of the applications, or there could be an entire panel of people. Either way, sifting through the applications is a time-consuming process, so be patient. Wait for the funder to contact you. For federal grants, a response can take four to six months, or even longer. Private agencies may or may not respond sooner.

Also, sometimes before rendering a final decision, funders may contact you to request an onsite interview. This is generally considered a good sign. Make sure you're prepared to answer any questions agency representatives have. The person who talks with the funder should know the project cold. He or she should also be able to give the agency representative a full description of the organization's structure and funding history.

Grantmaking agencies like to see that the organization has a strong funding track record, and that the amounts they have received are comparable, if not greater than, the current amount being requested.

The final factor to consider is how to acknowledge the funder for a contribution, no matter how big or small the dollar amount. While most granting agencies will say in print that they provide money purely for philanthropic reasons - or to support the infrastructure of a certain municipality - the reality is that many funders like being recognized.

Recognition can vary from a simple thank-you letter, to the naming of a building or project element after the funder. While this process of recognition isn't necessary in all cases, it could make it a lot easier to approach an agency with future requests.