GRANT WRITING
Questions and Answers (2)

Following are some Questions, Often Asked about Grant Writing, Research, and Application.

You can read Answers to Grant Questions by clicking the links (below);  once read, click the "Return to Index" button (following the Answer)  to view another Question.   [When finished - close this page with your browser].

Note:  If using a slow, dial-up connection - click the questions that interest you - in sequential order (instead of randomly) for the most rapid access to answers.

1. Why Use a Grant Services Firm If One of My Staff Can Do the Work? 

2. How Successful is T-21 in Obtaining Grants for Its Customers? 

3. Isn't It Cheaper to Just Write One Grant Proposal and Send It to Many Grantors? 

4. What Do I Have to Do to Get Started in the Grant Process? 

5. What Are Our Chances of Getting a Grant Award? 

6. Do We Need to Be a Non-Profit Organization to Be Funded? 

7. Can We Apply for More Than One Grant? 

8. Which Categories of Grants Get the Most Monetary Awards?  

9. What's the Difference in Applying for a Foundation Grant vs. a Federal Grant? 

10. What are "Matching Grants?" 

11. What Can We Do to Improve Our Odds of Getting a Grant Award? 

12. Can We Get a Grant for Our Operating Costs? 

13. Do We Need to be Registered and With Whom? 

14. What is an AOR? 

15. Once We Hire a Grant Assistance Firm, Do We Have to Do Anything Else? 

16. Does T-21 Submit the Grant Application for Us? 

17. How Much Lead Time Do We Need to Allow When Making a Grant Application? 

18. Once the Application is Submitted, Do We Just Wait for Results? 

19. Why Do Grant Assistance Costs Rise if We Miss Deadlines for Data Submission? 

20. What is a Good 'Ratio of Administration-to-Fundraising Cost?' 

21. Should I Create a Special Program Just to Match a Grantor's Interests or RFP?

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Q.  What Can We Do to Improve Our Odds of Getting a Grant Award?

A.  On our main Grants Division main page, we list a number of factors contributing to successful Grant Proposals.   One factor, intentionally omitted there, is a "strong donor match" (also called "in-kind" resources).   Donor matching consists of  Money,  Personnel Time,  Materials, and  other Expenses or Resources  that the Applicant provides as their part of a Grant effort.   Monies expended for professional Grant Assistance firms, like T-21, may be counted as "in kind" money in many cases.

We omitted mention of "donor match" on our Grant Division main page to avoid confusion, as it is not applicable to all Grants.   [For example:  a Research Data Grant for a governmental agency may not call for a donor match - but a Community Improvement Project RFP (Request For Proposal) may require it].

Remember that a Grant is a "quid pro quo" contract between the Grantor and the Applicant;  i.e. -  "The Grantor Gives Money in Exchange for the Applicant Providing Something."   What the Applicant provides is a measurable end-product and can also include money or other resources.   Most Grantors favor a project proposal if the Applicant allocates resources towards the project, indicating more commitment to its success.
 

Q.  Can We Get a Grant for Our Operating Costs?

A.  This is highly doubtful, as Grantors like to "Give to Strength."   If you can't meet your basic expenses, Grantors won't view you as "strong."   Grantors want their funds given only to those who can be reasonably expected to accomplish the goals stated in their RFP (Request For Proposal), and look for a good probability of success.   However:

Seed Grants help fund the development of revenue-generating streams for specific purposes.   For example, they might initially subsidize a fundraising program that would become an annual event.   Seed money is provided with the proviso that the recipient dedicate some initial profit to support future efforts.

Capacity Building Grants assist organizations to grow to fulfill their mission.   For example, a one year Grant might fund a Development Director to:  Raise an organization's awareness among possible donors,  Garner funds to maintain the development position, and  Support operating costs after the first year.

Note:  Seed Grants and Capacity Building Grants are only for generating future revenue or increasing the efficiency of particular functions;  they are not a gift to pay normal operating expenses.
 

Q.  Do We Need to Be Registered and With Whom?

A.  You may need registration numbers for  Federal DUNS,  CCR and  eRA Commons.^*   This is not always an easy, straightforward process, if required (but, at least, it only has to be done once).   Your T-21 Grant Assistance Specialist may expend 18 - 25 hours of work to complete the process.

When T-21 completes your Registrations, you will receive ID numbers and other information related to them.   Unless you establish an on-going relationship with T-21 to continually search for applicable Grant offerings that meet your needs, our Grants Division will retain your Registration information only for the duration of our work on a specific Grant Proposal for you.

In accordance with the  T-21 Privacy Policy - unless you have an on-going T-21 Grant search relationship - when a Grant project is completed, we will verify that you have your Registration information on file, then destroy our copies of it.  This protects your privacy and security.   Your organization will then maintain all passwords and ID numbers relating to your federal registration and individual Grant applications.
  

*"DUNS" - DEVELOPED BY DUN & BRADSTREET™ - IS A UNIVERSAL NUMBER TO UNIQUELY IDENTIFY BUSINESSES.    "eRA COMMONS" IS A FEDERAL NIH SYSTEM FOR DISCRETE INFORMATION EXCHANGE.    "CCR" STANDS FOR  CENTRAL CONTRACTOR REGISTRATION, A FEDERAL GOVERNMENT DATABASE.

  

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Q.  What is an AOR?

A.  This is an acronym for "Authorized Organization Representative" - the designated person (in your organization), who is the primary contact for a Grant Proposal.   The AOR is usually the one who conducts tours of your facility (as necessary), and receives communication from Grantors.   The Grantor will generally communicate with your AOR who will, in turn, communicate with your T-21 Grant Specialist.

  
  
Q.  Once We Hire a Grant Assistance Firm, Do We Have to Do Anything Else?

A.  Yes.  You are the Applicant.   Your Grant Assistance firm only guides you through the process and performs technical and detailed support work, including:  Registrations,  RFP (Request For Proposal) Research,  Contacting Grantor Agents,  Working Out Problems,  Drafting the Applications,  Preparing Project Presentations, and  Post-Award Reporting.

Remember that the Grantor will expect you - the Applicant (AOR) - to know everything about your proposal and to be deeply involved in its planning and execution.   You must also expect to do the following (with guidance and help from T-21):

• Prioritize your needs.  

• Select projects you want funded.  

• Ensure your proposed projects meet legitimate, defensible needs and objectives.  

• Work with your T-21 Grant Specialist, every step of the way.  

• Devise a detailed Project Plan.  

• Construct a Timeline for all Grant activities and adhere to it.  

• Formulate a Project Budget.  

• Perform research and compile data on your proposal (costs, who will benefit and how).  

• Prepare a list of funding sources known to you.  

• List "in-kind" project contributions (staff- / volunteer-time or other donated resources).  

• Describe your organization in writing (Purpose, History, Successes, Prior Funding).  

• Devise a Post-Grant Period Plan to keep the effort viable and on-going (if required).  

• Collect Data for Registering your organization and completing your Grant Application.  

• Construct professional-level Project Presentations / Brochures (with T-21).  

• Forge an interpersonal relationship with the Grantor's agents and remain "in touch."  
    

 
Q.  Does T-21 Submit the Grant Application for Us?

A.  Not directly.   You are the Applicant, so the Application must come from you.   T-21 does the advisory and technical work, including completion of the Application.   The Grant Application process generally involves several drafts from T-21 to you (usually in MS Word^tm computer file format;  other review formats are available) for your review.   Once you approve a final draft, T-21 properly formats the approved material for submission (including specified computer file formats), then sends the package to you for your cover letter and submission.

  

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Q.  How Much Lead Time Do We Need to Allow When Making a Grant Application?

A.  T-21 will work with you on developing a Timeline.

• Federal Grants are generally more complicated and have burdensome documentation requirements;  as a rule-of-thumb, plan on at least 6-months total time for each one.   The Application draft should be completed and approved at least 1-month prior to the Grant deadline.
   

• Foundation / Private Grants usually require less lead time than Federal Grants;  three to six months is normal.
   

Q.  Once the Application is Submitted, Do We Just Wait for Results?

A.  No.   Well-timed communications are required.   In addition, Applications may require resubmission for many reasons (e.g. - "more detail required" or "questions" answered).   Even if your Application is not immediately funded, you must remain on good terms with the Grantor - as you may be considered for funding later, if another Applicant is rejected or there are funds remaining at the end of the Grantor's fiscal period.   Further, the goodwill you generate will enhance your chances in future Grant requests.

Grant funding is very much a world of good communication and interpersonal relations.   If you become "known" to Grantors as a personable, thorough, responsible, prompt, and helpful Applicant - with a history of performing well on Grant Awards - you will stand a much higher chance of future funding.
 

Q.  Why Do Grant Assistance Costs Rise If We Miss Deadlines for Data Submission?

A.  FIRST:   Your Grant Assistance  firm can only complete their work when you provide the necessary information to:   complete your Registration,  assist in Planning, and  draft your Application.   If your information submissions are late, you may miss the funding cycle altogether and receive no money.   This can easily happen if your routine demands push Grant Application work aside.

SECOND:   Grantors are the ones offering money, so they expect you to honor their deadlines;  if you get behind - they get behind.   Late submissions - if allowed at all - imply that your Application is not your highest priority, so it might not be theirs, either.   If your submissions are late, your Grant Assistance firm may need to perform extra work to keep you qualified, increasing your costs.

THIRD:   This effort requires teamwork and cooperation;  you must do your part and your Grant Assistance firm must do theirs.   Your Grant Assistance firm cannot bear the burden of missing deadlines or for cost overruns if you miss deadlines for data submissions to them (in accord with a pre-agreed Timeline).   When your Grant Assistance firm receives information even slightly late, they have to bring in extra staff and may need to work nights, weekends, or holidays to catch up.   This means they must pay overtime or premiums for 'off-hours' work by their Specialists - increasing costs.
 

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Q.  What is a Good 'Ratio of Administration-to-Fundraising Cost?'

A.  This is generally applicable to "not-for-profit" organizations.   There is no hard-and-fast rule on this by all Grantors.   However, If you spend 30% (or less) of your total operating budget on fundraising, there are usually few problems, as this indicates your organization is fiscally strong and can support itself without creating programs just to generate income.
 

Q.  Should I Create a Special Program Just to Match a Grantor's Interests or RFP?

A.   No.  Grantors are very savvy.   If your organization’s primary mission is Children’s Health and you apply for Disabled Senior Citizens Grants – you may be wasting your time, money, and reputation.   Your organization should focus on its mission - not on creating special programs for available Grants.   It is far better to identify your particular funding needs - then locate Grantors who might be interested.   This is one of the instances where T-21's services are invaluable.

  

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