Carolyn Chandler, Jessica Good, Missy Ketchum and Brad Lyman PANEL: “GETTING MAJOR GRANTS FOR YOUR SCHOOL” MS. CHANDLER: We're going to go ahead and start, if you'd like to be seated, and see what we can do to catch up with your time because I know people have airplanes to catch and other plans for the afternoon. So what I'd like to say about our panel is this is sort of an experiment by those of us on the program committee. We thought it might be interesting to have a group that is a very distinguished panel. And one of the things that distinguishes us is that none of us are experts. None of us are college presidents or even college professors. None of us have our own consulting agency, as far as I know, but we are all you, and we've had some interesting experiences securing major grants for our schools, so that is the purpose of this panel. I'll talk a bit about the E.E. Ford grant, the $250,000 matching grant, our experience with that at my school, Metairie Park Country Day. And then Brad Lyman -- see if you can guess which person is Brad. Brad is Head of School at Kentucky Country Day, and he will be talking about his school's experience in securing the million-dollar Malone Family Foundation grant. MR. LYMAN: Two million. MS. CHANDLER: I'm sorry, two million. MR. LYMAN: I'm just saying. MS. CHANDLER: Wow. The last time my school was in the running for it, it was one million. And then Jessica Good, Assistant Head of School, my very good friend at Girls Preparatory School in Chattanooga, Tennessee, is going to talk about securing grants from local foundations for a wonderful program at the school. And then Missy Ketchum to my immediate right, Director of Advancement at Jacksonville's Episcopal School, is going to talk about securing grants as a member of the admissions staff at her school. So we will talk a little bit, but also, because we're not presenting ourselves as experts, but as peers, we would like to have a session, and we'll see how the time is running, we would like to hear from you, your ideas, things that have worked or not worked at your own schools. So we'd like to have a longer Q&A session if we can get that to work. Let me talk to you a minute about E.E. Ford. This was a quite wonderful experience, really, that began at what was then called NAPSG. My Director of Development said to me when I became Head of School -- and by the way, we are a co-ed school. And it's just so wonderful to be a co-ed school as a member of this organization. And as the first female head of that school, I've received incredible support from NAPSG, The Heads Network. And I always encourage people who are Heads of co-ed schools to be deeply involved with us as well. So she said, "Well, you know, any chance you get, you need to meet Bob Hallett. He is the Executive Director of the Edward E. Ford Foundation. See if you can get an introduction. See if you can meet him. SPEAKER FROM THE FLOOR: He's retired. MS. CHANDLER: Oh, yes. Thank you. I know. He was at the first NAPSG meeting that I attended. I saw his name on the list and so I decided, you know, I would just boldly go up and introduce myself. And I did that at one of the little cocktail gatherings before dinner. I introduced myself, "Hi. Carolyn Chandler, a new Head of School at Metairie Park Country Day School." And he said, "Hi. Nice to meet you," and he turned around and started talking with his friends. And it was terrible. I was embarrassed. I thought, well, that was awful. But at that very same meeting the next night I happened to run into Bob and a group as we were headed for dinner, and he kind of looked at my name tag, "Oh, yes, Carolyn." He said, "Would you like to join us for dinner?" That was great. And I'm relating this to you because I believe a lot of this is personal. A lot of it is not just about what you fill in on the application form for grants; it's about knowing the person who is so involved with the organization. The Executive Director of the foundation is key. Several of you pointed out Bob is now retiring, so the name to write down if you're going to NAIS is John Gulla, G-u-l-l-a. And if you have a chance, just go up and introduce yourself to John if you're interested in securing an Edward E. Ford grant for your school. Get to know this person. Over the years I've seen Bob many times, and I love talking to him. He's a wonderful guy. John is a wonderful guy. You'll enjoy knowing him. But these folks want to learn about your schools. What are the interesting initiatives? What are the things you're doing that are different? What is it like for you as a new Head? They want to make the best decisions possible, and it's hard for them to do that just on the basis of a plain application. So just like everything else, this is personal. Please get to know these wonderful people. So part of the job also with the Edward E. Ford Foundation Executive Director is to visit the schools where grants have been given. And so this is another opportunity for you to show off the fabulous things that all of you are doing at your school when you get this visit. We made sure that everything was great, clean and tidy. And Bob came in or his first visit to our school, and he pointed out to me that one of the boys' bathrooms was in disrepair. I'd never been there. I'd never been inside it. Everything that I saw looked good, but I had not walked into that boys' bathroom. And, you know, it's funny how little things matter. That mattered to Bob. You know, any grammar mistake -- and thank you, Jessica, for helping us with that. But anything with grammar, you know, in the submission was very important to him also. So make sure everything is picture perfect for these folks, but also that they see your real school. Extremely important that you're very real with them, whatever your challenges are that they notice. So it was terrific. So we were invited to participate. The 250,000 big grant from Edward E. Ford is by invitation only. So they get to know schools. They select schools to apply for the grant. And for me, this was the most exciting part. When we were informed that we could submit an application for the big grant, we were thrilled because it gave us a chance to be really, really creative. And so, you know, in our own circumstance I have an academic dean who is a brilliant guy, who is the type of kid in schools, you know, if you said, "Well, now let's have some group work, let's work as a group," he would have just rolled his eyes and turned up his nose at that. He's a really independent thinker. So I gave him the parameters, what were the requirements of the grant, what were they looking for, and I asked him to go design on his own. And then at my administrative retreat I took a considerable amount of time with my top administrators and said, "Here are the parameters of the grant. We want to win this grant. Let's think together." So we had a collaborative process going at the same time as an individual process, and from that came our submission. And I really loved it. It wasn't something I would have come up with myself. I won't go into the details of it because I don't think we have time, but it was something that was very different for our school. It was something that was very important to us. It was something that we all really wanted even though we hadn't really had the time to think and create and put it together before this process. So this process gave us a great opportunity to think about education, to think more deeply about who and where we were in this time, what did we need, what did we want for our students. We decided right off the bat that this would be for students. Some schools have had winning submissions for this grant that have been about faculty, have been about adults; but in our case this was a little different. So we submitted our proposal. And believe you me, I read over it so many times. I had so many people proofread it so there would be no mistakes with an apostrophe or a comma or subject/verb agreement. No mistakes whatsoever. So we submitted it and just sort of held our breath for several months. And then we learned that we were a finalist, which was terribly exciting but also nerve-racking because in this particular grant the schools that are named finalist schools are invited to send the Head of School only to come be interviewed by the Board of Trustees of the Edward E. Ford Foundation in New York. It's at the top of a beautiful Bank of America building, top floor in the boardroom. So needless to say, I was very nervous and very excited to go do this, because you speak for 30 minutes, you have 30 minutes to present your grant orally to the board, and then they ask you questions for 30 minutes. So for this one, also, because I knew Bob and I knew the type of professional that he was and is, I knew that it would be better if I didn't read something. So I had my little dossier, but I was determined just to speak, to know the order that I wanted to present, to have my 30 minutes down. And so I'm here to tell you, I practiced and practiced and practiced. And I went to New York by myself, did a lot of walking, did a lot of thinking, had it all put together. This was not a casual meeting. This was for something we really wanted at our school. It was a lot of money for us. This is a matching grant, by the way. So if you are given the grant, then you have two years to come up with the match of $250,000. I know many of you have also received this grant. And that 250,000 goes straight to your endowment. So, you know, this was a big deal for us. And so it was really very nerve-racking. On my way into the meeting, I decided I would walk from the apartment where I was staying, a friend's apartment, and that I would walk just to get out some of my nervous energy. And just standing on the corner, here's New York, thousands of people on this street corner, a woman came up to me and she said, "What a great outfit." No one in New York City before or since has ever commented on my outfit. And so I just took this, "Okay. Wow." I said, "Thank you. I'm so nervous. I'm about to go apply for something that's really important to my school, and you have just given me an incredible boost." So you never know what great things can happen. So this was wonderful. I went in, did my thing without my notes. They asked questions for more than half an hour. I didn't know if that was good or bad. But we were just elated to discover that we had been awarded the grant. So that's my story. And I think the main thing is that it's personal, it's professional, and it needs to be really high-quality work on your part. And get to know John Gulla, G-u-l-l-a. He'll be at NAIS. Here's Brad now to talk about the biggie, the Malone Family Foundation grant. MR. LYMAN: Thanks, Carolyn. As a member of Council, I have to tell you, sitting through the session in Philadelphia, the real concern was that maybe you wouldn't like the name. So in the middle of Ben's presentation, I'd had a little too much coffee, so I went out. And when I came back in, I knew that we had achieved success when we were arguing about the apostrophe. So I am so delighted that that's what it's down to. What a great name, and thanks to Bessie and everybody else for pulling that off. Wonderful. And I hope your new boys' restroom is working out for you. MS. CHANDLER: Yeah, it looks great now. MR. LYMAN: Well, good news and bad news. The bad news is you can't get a Malone Family grant anymore. They've given the grants out to every state. The Malone Family Foundation, if you're not familiar with it, founded by John Malone, who basically owns cable television and about half of the rest of the country, he was given the opportunity as a 7th grader to leave public schools and attend Hopkins, I believe, on scholarship. And it changed his life. So he decided to make a grant to one school in each state for the purposes of scholarships for children of need who are also gifted, which is all well and good. But you can't apply. They have to somehow find you. So when you're going for these big grants, one thing you could do because you're competing against other schools in your area, is move to Kentucky because there's only eleven schools. And that really helped us, I have to tell you; I'll be perfectly honest about that. Now, we almost had a disaster. This is really where I'm going to try to get to this, because the Malone Foundation is well known. You don't want to make a mistake like we did, even though we got the money. It's a miracle. The letter came where we were invited. You know, in Kentucky news gets to us late. You know, this whole Internet thing? My God, who knew? And the letter arrived on my Development Director's desk, and it sat. And it sat and it sat and it sat and it sat. I didn't know anything about it. Somehow it got mixed in there with everything else. Needless to say, about a week before the deadline he finds this thing. And we go into full panic mode at that moment and put together something that, quite frankly, was lousy. This is for two million dollars. That's a lot of money where we're from. I know for some of you in the big city that's not a whole lot of cash, but for us that was huge. I'm generally a nice guy, but at that point my head almost exploded. And so all I did was – of course, we were rejected. So that gave me the opportunity, though, to do what I think is more in my skill set, which is to move and sell my school. And you can't call them because they will get angry, you know, about trying to get this money. But because of this I called Kathy. I said, "I am so sorry for what has happened. We've missed the deadline. I'm embarrassed. Who you mind if I meet with you at NAIS so I can talk to you a little bit more about my school? Because I don't think you got a full picture for this." At that point I thought I was going to get dial tone because this is not something Kathy likes to do, who runs this for the Malone Foundation. So that was critical to get that meeting. I said, "I just want to talk to you for 15 minutes." It's like in the Head's office, "Do you have a minute?" And an hour later you're talking about speed bumps or something. For an hour and a half she and I talked. We talked about our program. And thankfully, maybe I picked up the tab or whatever, she allowed us to submit an application the next year. So things changed at our school. We decided to use this Malone Foundation grant opportunity to really do a mini self-study. And this is what we did. I think we were pretty clever about this. First of all, we went right to their website and we looked at how they formatted their website, how it was presented, what kind of words, what does the Malone Foundation mean by "gifted." And essentially we modeled our proposal based on what we kind of could glean from this organization from their website. Now, I can tell you after talking to Kathy, that's how they found us. So the first thing you want to do is make sure your website is attractive and has lots of information in it, because that's how they find you. It's your new front door. So if your website needs to be updated, I strongly encourage you to do that. It's well worth it because again, they wouldn't have called us, I don't think. That's how they found out about us. We spent four weeks on this; you know, much longer than you would on a self-study. But we all got involved. And I personally became involved. And I think I was the only Head of School involved, maybe I'm wrong about this, directly in this. So I think that helped, that somehow I was able to weasel my way in, and it wasn't just a Development Director but it was a Head of School. And I told her that we had made the mistake, so there was some investment there and it was good. But there are a couple things that will automatically lose a grant for you. And we were just lucky. The year we were able to reapply, you have to have a hundred percent board participation in fundraising. If you don't have a hundred percent board participation in fundraising, don't apply for grants because you're unlikely to get them. We also had a hundred percent faculty giving in the annual fund. That helped as well. But I'll tell you, and it kind of ties in with the new name of the organization, you've got to get out there and network. Kentucky Country Day for many years was not very well known, I don't think, on the national stage. And one of my goals when I talked to my board was I need to come to places like NAP- -- or The Heads Network, or you name it, Country Day Headmasters, whatever it happens to be, because out of that people are going to start talking about Kentucky Country Day. Louisville? Oh, that's the school that's doing this or doing that. It just raises the profile a little bit, you know. When I got the E.E. Ford grant, I played golf with Bob and let him win. Well, actually he would have beaten me anyways. So that's basically what I have to say about this. Get involved as the Head. Make sure your website's in good order. Make sure your name and school are well known. And don't be afraid to beg, because basically that's how I got a chance to get that second chance at it. So thank you. MS. GOOD: Good morning. My story is very different. We were not looking for lots of money. We were just looking for enough money to help us add some global elements to our curriculum. We ended up getting some money, but our endeavor really resulted in vast institutional change. And that's really what I want to talk to you about more than the money that we received. And it's a really very simple story. I could say it in four sentences. You probably wish I would. Five of us went to NAIS in Denver roughly in 2008, where the theme was about basically global awareness, global education. Normally we go to NAIS, as I'm sure you do, and we feel very confident that we are a wonderful school doing all the right things. This year, however, the five of us, I was Dean of Faculty at that point and four department heads, we left feeling that we were way behind. Now, we are in Chattanooga, Tennessee, where "global" really is a debate as to whether anything north of Knoxville is really Yankee territory. So, you know, "global" is a hard sell. But we came back determined that our school was going to progress in this direction. So the big debate, I guess, was how should this look? We decided, and this was risky for us, and I hope this is something that is a little bit risky for you-all too or my story is very boring, we decided to turn the entire endeavor over to the faculty and the students with no administrative input. That was huge for us. So what we did, we presented the problem, I guess you would say, and asked for volunteers. Who would like to be on a committee, a grassroots committee to investigate, explore, come up with proposals and then help implement those proposals? We ended up starting with 35 faculty members out of a hundred, about a third of the school, who were interested. They were given total control. We backed off. All we asked is that they reported to us periodically just so we knew they were really doing something. They elected their own chair and then they got into smaller groups around interest. And we had some who were interested in curricular matters, adding some global electives, that sort of thing, some who were interested in more travel, some in making our school more green, that sort of thing. Well, as soon as they subdivided, they reached out and we had other faculty join. By the end of the process, I would say two-thirds to 75 percent of our faculty in one way or another had been a part of this endeavor. At one point they decided to add students to the mix. Kids came on board, were very excited about it, and I'll talk about that in a minute. About four months after they started their work, they made a proposal, about 12 recommendations. We were able to accept 9. We would have liked to accept all of them except we just didn't have the funding at that point for some of them, one of which was a global speaker series. Now, most of the recommendations we could do sort of in house: adding electives, which we did, we added five global electives; becoming more green, we certainly got on top of that and now our school looks really wonderful. We knew the global speaker series would require some funding. Now, I have to tell you from the very first time this committee met, our Director of Development and our Assistant Director of Development were on board, and they were with the committee for the entire process. I think that is so important because when the time came for them to ask for money, they hadn't just gone to the committee chair to get information about how it was going, they had been a part of the entire process and they could speak with authenticity and passion. At that point it was really, I hate to say easy, but it was really pretty easy to come up with funding for this global speaker series. And the funding has continued and has grown. So it has been a wonderful success story. I loved turning it over to the faculty. I loved the increased morale in having done that. I loved that the girls got involved. And the other part of this, we do have a week-long fundraising festival, I suppose you would call it, in the fall that the girls put on. It's called Robin Hood. And they decided -- and, of course, now I'm a little embarrassed to say this because of what we know about Three Cups of Tea, but that was the book then that everybody was reading, and Central Asia Institute, Greg Mortenson. They decided to make that book required reading that summer for all upper school girls. They also decided to try to raise enough money during that fiveday endeavor to build and sustain for five years a girls' school in Afghanistan or Pakistan. They raised $60,000, which was enough to do it. And because of that, Greg Mortenson did come to the school and help the girls and spoke to our families and to the student body. And that became a piece of this global effort. We also, with NCGS, co-hosted a global think-tank the next fall that I think 44 different participants were there from 22 different schools. Very small, but it was a beginning. So all of these pieces, grassroots, bottom-up instead of top-down, and to be honest, we are usually accustomed to a top-down scenario, really worked for us, got us those early funds, and has really helped keep the funding going. MS. KETHCUM: Well, I am the only Director of Advancement or Development on this panel and all of you are Heads, and so I think my comments will be different speaking to you as Heads rather than speaking to fellow Directors of Development. And I'm going to stem off of my panelists here. I think you've heard several times that the Head has to be involved in the getting of major grants. You will not find on any campus teachers or administrators saying, "Gee, we don't have anything better to do. Let's sit around and think of a grant we could come up with or a program we could apply for money for." The Head of School is vitally important in getting that kind of effort off the ground. Your Directors of Development are busy enough with their annual funds and capital campaigns and things that the Development Office normally does, so it just couldn't be more important for you to call the first meeting about the getting of a major grant. I don't think that the Head -- youall can correct me if I'm wrong, but the Director of Development is the person really that is the engine of the major grant. But without your involvement and your leadership on it, it just won't happen. I think that one of the things that I – in addition to getting the money, I mean, that sounds so great, the 250,000 or the two million. It's a gift to your school, but it's also a significant responsibility to get a grant like that. And a lot of conditions have to be in place. It's just like you can't go out and run a marathon without a lot of training. Your school has to be in the right position. There was mention of a robust annual fund, high participation. Is your school ready to apply for a grant like this? Sometimes the answer is no and you have to wait. You have to build back the parent participation in the annual fund before you even try to apply for a grant. You have to have someone on your staff that knows how to write grants. It's not the same thing as just having a good writer. Writing a grant has to be -- you have to have someone who knows how to write persuasively about what matters the most. That's different from just telling every positive thing about your school and the program that you're trying to get the grant for. After you get the grant, it's a huge marketing opportunity for your school. I think that the conversation that you need to have as Heads of School with whoever does your marketing -- we talk a lot in schools about the values proposition. Getting a grant, a major grant especially, makes everybody feel good. It makes the alums feel great. It affirms the value that parents feel that they're getting from our schools. And I've seen your websites and I see Malone school on them. And it's great to be able to market to the community that you've had that kind of investment from a national organization. And I think the last thing I really want to say about applying for grants is, we're just having this conversation at my school, is you as a Head of School know like no one else on your campuses what you're really doing well and what kind of opportunity you have in certain programs, what kind of corner could you turn if you just had X amount more money from a grant. Like I said, your maybe Dean of Faculty is going to be really busy, and it's difficult for them to sit down and think, okay, what could we apply for? If we were going to apply to the Edward E. Ford Foundation, what could we do? It's not a couple of meetings. It could be a year-long process, is that right, applying for one of these major grants? MS. CHANDLER: (Nods head.) MS. KETHCUM: So it has to be something that you can lead and you can identify as something that your school would be a good candidate and make a good application. MS. CHANDLER: Thank you, Missy and Jessica and Brad. We have just a few minutes, but we would love to entertain any questions or maybe, more importantly, advice, words of wisdom about securing grants from youall. So any of you who would like to make a comment, please do so. MS. FONSECA: I'm Maureen Fonseca. I just was interested to know about what is the level of parent participation that you'd say is necessary before the school is ready to go for a big grant? And also, does that mean that the faculty should be at a very high level of giving, and are there strategies for that? Because I think it's one of the things some schools struggle with, and we are not there yet. MS. CHANDLER: Well, we've been stressing to our faculty for several years now that we need a hundred percent faculty participation, and we've gotten it. In fact, for the past few years we've said, "Look, we know everybody is going to give eventually, so do it by October so that we can tell our parents, 'Look, not only the whole entire board, but also every member of faculty and staff have given to the annual fund as of October the 1st, and now it's your turn.'" And they helped quite a bit. I think it was very useful for us for the E.E. Ford grant to be able to say we had the highest level of parent participation in the history of the school, which was the case. So I don't know that there's a certain magic percentage, but the fact that we were on an upward trend and we could show for several years the increased participation in parents' giving was lovely to see. MR. LYMAN: You also have to be willing to turn what is a negative into a positive. One of the reasons when I talked to Kathy during the first round and she gave me some feedback, she said, "Well, you know" -- and again, the idea for the Malone schools are to be kind of normal K-to-12 schools but that have a special niche for gifted kids where they'll be able to feel part of the community and not off by themselves. So one of our concerns was that our school-wide, you know, SAT median was not as high as other schools. And I said, "Well, I thought that's exactly what you were trying to do, that gifted schools, not" -- "I'll send you our top 20 percent, I know how to do that, but yes, we have regular kids here and they get along very well with that." So I think it could have been very much a negative. Somehow I was able to think of that. Same with giving: There’s no magical number, but if you can show a trend, then I think that's all you need. But a hundred percent board participation, you have to have that. MS. FONSECA: That I have; that I have. MR. LYMAN: There's no way around that one. And someone said the harder I work, the luckier I get. And I'll have to tell you, the year that we applied for the Malone Foundation money, we had a 15-year-old valedictorian, so that didn't hurt either, the fact that we were able to move these gifted kids along. The bad news was we applied during the great recession. And it was announced that after we did our application there would only be two schools chosen. I think last year they chose seven. We're thinking, oh, gosh. So you just wait until May. And, you know, you have caller ID and there's that number. And it's like your parole officer or something, "Am I getting out or not?" And you pick up the phone and you're either going to have a heart attack, either way, but we were able to do that. So another thing, and then I'll be quiet the time rest of the time, if you would like for me -- we're transparent -to send you the application, I'm more than happy to send you a Malone application to show you how detailed and how much effort went into this. This was not a two-page application. And again, it has to be very well written. And if you want a copy, just send me an email, I'll be happy to send it to you. There are no secrets in it, but it did work. MS. KETHCUM: I'll just say about the giving percentages, like we are on the agenda for the Edward E. Ford Foundation in the fall of 2014. So we are using that now as part of our messaging to parents during phone-athons. They like knowing that their gift, however small, can matter to the application to a national grantmaking body. So I would use that. MR. GALBRAITH: Parent giving is a fascinating one, isn't it? If you don't mind, we'll just break it into quartiles. What percent of your parents give to an annual fund? 0 to 25 percent of your parents? How about 25 to 50 percent of your parents give? How about 50 to 75 percent of your parents give? And how about 75 to 100 percent of your parents give? That takes awhile, doesn't it, to build that up? But that's an interesting stat. I go to a lot of schools and I see various ones where 45 percent is a huge increase and I see other people that would be totally disappointed with only 45 percent. Question? Here – Tim? MR. BURNS: I just wanted to make a comment about the Ford grants that Carolyn, you obviously mentioned, but to emphasize just a little bit more. One of the things the Ford Foundation when we got our grant was very interested in was to help us stimulate the giving from the families in the school. So you both have just mentioned that you would get that percentage up. But it's great because then you not only have the benefit of that several years after the grant; we have continued to teach those early donors that we roped into this campaign that it is a habitual thing to continue giving to the school. And so they're trying to help you do that. And they ask sometimes how will this make a difference in the families. Because when you had to go out and raise the $250,000 to match them, it had to be new money, or it usually is new money. MS. CHANDLER: Right. MR. BURNS: So they want you to identify new donors, which in the long run is really helpful to the school. So my point is go after some campaign that causes you to be rewarded for finding new donors in your school community, which is what all of you have done. MR. GALBRAITH: I want to thank the panel now. Carolyn, you too, you did a nice job. MS. CHANDLER: Thank you very much. This was sort of an experiment. I hope it was useful to you-all. And I think Tim's point is terribly important, that it's not just about bringing money into your school. I think about Jessica's discussion of what happened at Girls Preparatory School in Chattanooga, the change that can happen, the improvement that can happen with your school when you do get involved in enterprises of this nature. So thank you very much. MR. GALBRAITH: Thank you, Panel. * * * * *
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