Grant Writing Workshop
Office of Sponsored Programs
Huston-Tillotson University
Presenters
Rhonda Moses, Ph.D. , Director Office of Sponsored Programs
Tanisha Hughes, Pre-Award Compliance Officer
M. Deloris Robinson, Post-Award Coordinator
Agenda
1
Activity - Brainstorming
2
Role of the Office of Sponsored Programs
3
Common Definitions
2:00
pm
Grant Writing Process
3:00
pm
Question and Answers
Unlocking the Possibilities
ACTIVITY: What kind of initiatives would you like to see occur
within your department within the next 5 years?
Unlocking Grant Vernacular
Common Definitions
•
•
•
•
•
•
•
•
•
•
Request for Proposals (RFP)
Letter of Intent (LOI)
Principal Investigator
Certifying/Authorizing Official
Budget Narrative
Memorandum of
Understanding (MOU)
Letter of Commitment
In-Kind Services
Cost Sharing
Grant Award Notification
(GAN)
Grant Writing
Enjoying the process
•
•
Identify the purpose
•
Why are you interested in writing a grant?
•
Who is the target group to directly benefit from the grant?
Find a grant source
•
i.e. Grants.gov, National Science Foundation
•
Private Foundations , Texas Education Agency
•
Identify grant Opportunity
Create a grant writing team
•
(don’t write the grant in isolation)
•
Grant Writing
can be fun
•
Internal constituencies
•
External constituencies
Grants benefit
the entire
organization
Take a Team
Approach.
Grant Writing Process
Steps to Take Prior to Writing a Grant
Step One:
 Intent to Apply


Send to OSP
OSP ensures grant is



Step Two:

Aligned with HT goals
Only one submission
from University
No cost sharing
Set up pre-application
meeting with OSP
Step Three:

Outline RFP
Step 1
Step 2
Step 3
Pre-Award Meeting
You are not alone…..
•
•
•
•
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Review RFP
Purpose of grant
Allowable
activities
Budget
Details (spacing,
number of pages,
collaboration)
•
•
•
•
•
Matching funds
Prior approval by the
President
Collaboration/partners
hips
MOU
Letter of Intent
required?
•
Deadline is
before proposal is
due
•
•
•
Pre-Application
Phone Conference
OSP and Program
Manager from
sponsoring agency
Meeting with Grant
Writing Partners
 Draft
Plan of
Operations
 Tasks
Writing the Grant
Putting all the pieces together
Outline
comes directly from RFP
Gather most current data
Arrange for proposal meetings
Ongoing until proposal is
completed
Submit to OSP for review at least
one-week prior to proposal
deadline
Narrative
• Budget
• Budget narrative
•
Budget Narrative Sample
Table E.1: Budget Narrative
1) PERSONNEL
Full Time Staff:
Project Director
(50% time and effort for 12 months)
Program Manager
(100% time and effort for 12 months)
Administrative Manager
(15% time and effort for 12 months)
Administrative Associate
(50% time and effort for 12 months)
Total Full Time Personnel
Part Time Staff:
*Graduate Assistant in STEM Fields(10 hrs x wk @ 32 wks @
10/hr)
*Research Methods Instructor
(10 hrs x wk @ 10 wks @ $23/hr)
Faculty Mentors - University faculty will mentor and engage McNair
Scholars in research and scholarly activities during the academic
year and summer at no cost to the grant
Total Part Time Personnel
2) FRINGE BENEFITS
Fringe benefits for part-time staff is calculated as 8% x salary ($440).
Fringe benefit for professional staff is calculated as the sum of:
[Premium contribution ($831.07) x Time and Effort x # of months] +
[salary x 18%] ($13,111 +17,053 + 2,629 +7391)
Total Fringe Benefits
3) TRAVEL
Staff Travel
National TRIO Conference -- Director Only
Registration
Airfare/Ground Transportation
Per Diem
($66.00 x 1staff x 4 days)
Hotel Lodging
(77 x 4 days)
Subtotal
Regional Conference for Director and Program Manager
Registration
($200 x 2 staff)
Airfare/Ground Transportation
(250 x 2 staff)
Per Diem
($66 x 2 staff x 4 days)
Hotel Lodging
($77 x 4 days x 2 staff)
Subtotal
Other staff Travel to Accompany Scholars to 3 events per year:
Graduate School Visitations and to Present Research at
Conferences: (National McNair Conferences, and to SACNAS
Conference (Society for Advancement of Chicanos and Native
Americans in Science)
Registration
(3 events @ $50 each x 2 staff)
Airfare/Ground Transportation (3 events @ $200 each x 2 staff)
Per Diem
($66 x day x 3 days/event x 3 events x 2 staff)
$
$
$
$
$
44,135
37,332
6,000
12,360
99,827
$
3,200
$
$
2,300
0
$
5,500
$
40,624
$
$
$
$
$
525
300
264
308
1397
$
$
$
$
$
400
500
528
616
2044
$
$
$
300
1200
1188
Budget Narrative Sample cont..
Table E.1: Budget Narrative
Equipment
Total Equipment
5) SUPPLIES
Consumable Office Supplies (i.e. folders, pens, pencils, copy
paper, staples, ink cartridges)
Student Database (Blumen)
Printer and PC - (1 printers and 1 PC)
Instructional Materials
Texts, GRE Prep and software for use during Research Methods;
reference resources for resource lab; lab materials for instructional
purposes
Total Supplies
6) CONTRACTUAL COSTS
Contractual Costs - Not applicable
Total Contractual Costs
7) CONSTRUCTION
Construction - Not applicable
Total Construction Costs
8) OTHER
Telephone, fax line, and cell phone usage
Postage
Copy Machine service agreement
Research Symposium ($25 / scholar @ 25 scholars)
Printing (Research Journal)
Subtotal
Participant Travel
Travel to visit graduate and PhD Programs, National and Regional
McNair Research Symposia, * SACNAS and academic lectures
(3 events @ 10 students/event x 3 days x $66 /day per diem )
+ airfare @ $200/student
Subtotal
Total Other
9) TOTAL DIRECT COSTS (lines 1-8)
10) INDIRECT COSTS (total direct x 8%)
11) TRAINING STIPENDS
Training Stipends
$2,400 per Scholar @ 15 scholars (5 scholars --research
externship
5 graduating seniors)
Total Training Stipends
12) TOTAL COSTS (lines 9-11)
$
$
0
0
$
739
$
$
800
1,000
$
500
$
3,039
$
0
$
0
$
$
$
$
$
$
700
100
100
625
400
1925
$
$
$
$
11,940
13,865
170,370
13,630
$
36,000
$
$
36,000
220,000
Grant Submission
Working in Collaboration
•
Proposal Review
•
•
•
•
•
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OSP Reviews Proposal
Process 2
Business Office
approves budget
In collaboration with
Business Office
Routing
•
•
•
Process 1
Budget Review
•
•
At least two-weeks in
advance
MOU’s
Budget
Narrative
Letters of Commitment
Must be done prior to
submission
Assurances
Submission
•
OSP submits final
document
Process 3
Routing to President’s
Office
Process 4
OSP submits document
Discussion
OSP Email: [email protected]