The pre-award phase includes when the grantor prepares to release a Notice of Funding Opportunity (NOFO) as well as application review. The activities below are all considered part of the pre-award phase.
Planning an Opportunity
Searching for Opportunities
ISBE processes most funding opportunities through an electronic grants management system. These electronic grant applications (eGrants) are available in
IWAS.
Review Process
- Formula, state line-item, and federal earmarked grants are reviewed using a modified merit-based review process.
- Competitive grants review process is contained in ISBE's Merit-Based Review Policy.
Preparing a Competitive Grant
Grant seeking and grant writing is a time-consuming endeavor that requires concentrated effort, commitment, and persistence on the part of the grantseeker and grant writer. Some applicants have realized that these efforts amount to full-time activities that require the support of a grant development office.
Through such an office, the applicant can better coordinate the technical skills of grant writing with the expertise of program specialists to develop more effective grant proposals. Office personnel also become knowledgeable on the types of grants available, the standard application procedures, and the differing requirements of each grant.
Grants' offices typically collect a variety of information and set up their own reference library, which includes books, directories, newsletters, and names of organizations and contacts who can provide current information on federal, corporate, and foundation grants. Listed below are the four basic steps in the process of seeking grant funds.
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Needs Assessment
Before undertaking any grant seeking, the applicant must identify its needs by conducting a thorough needs assessment. In some cases, a needs assessment will require research or other methods to collect data to show the applicants need.
Successful grants are always designed to meet compelling and clearly defined needs, not just to secure funding. If the needs statement does not contain substantial, justifiable needs, the proposal will be turned down.
The process of defining needs helps a prospective grantee match its needs with the requirements of specific grant sources. This translates, in turn, into more efficient use of time and a greater likelihood of successful funding.
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Investigate Grant Opportunities
Do Your Research:
- Locate NOFOs that align with your entity's mission, vision, and goals.
- Read all instructions within the NOFO or application package and note the application deadline. Late applications generally aren't accepted.
- Determine the staffing requirements to ensure that your entity can properly manage the grant.
- Determine if your entity has the time to prepare a quality proposal BEFORE the NOFO deadline.
Incomplete proposals indicate the potential of a high-risk grantee.
One way to investigate grant opportunities is to visit one of the regional foundation libraries, which are located at most major universities. These libraries provide current and comprehensive information, free of charge, on funding sources and grantsmanship. With advance notice, library personnel can also compile materials in your particular area of interest.
Make an appointment with a librarian to review the available materials and then decide if you need to purchase additional publications to inform and assist in the grantseeking process. At the same time, obtain the names and addresses of corporate grantors and private foundations that fund organizations similar to yours; later, you can request in writing to be placed on their mailing lists.
If you are interested in federal funding, make a habit of reviewing the Federal Register for Requests for Comments, which are required of all federal programs. The comment period not only provides an opportunity to comment on the program but also outlines the preliminary program priorities of the potential funding source. With this information you can begin working on your proposal right away instead of waiting for a formal NOFO to be issued.
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Learn to Write a Grant
After becoming acquainted with the different aspects of grants, attend training classes on grant writing. Grant writing is an art that needs to be developed through continuous practice.
Volunteering to be a reader of grants can increase your writing skills. This activity will familiarize you with the terms and styles used in grant writing and with how to address federal agencies, corporations, and private foundations when you request funding.
Listed below are examples of entities that provide grant training, or data needed for grants. Additional entities can be found via the internet, newsletters, listservs, etc.
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Prepare and Submit the Grant Application
Applicants should meet with their entity's grant department. Applicants that have joint applications will also need to meet with those entities partnering for the grant.
Applicants must be careful to meet all the requirements outlined in the NOFO or other grant guidelines. It might be helpful to devise a checklist to ensure that all necessary information is included.
Always make sure to:
- Follow the required outline and format.
- Fully answer all questions. Vague or filler language is obvious.
- Collect résumés for key project personnel. Limit résumés to 1-2 pages and only include project-related expertise and experience, if required.
- Collect Letters of Commitment from external stakeholders, if required.
