Checklist

NOTE: The Grant Proposal Approval Form must be submitted to the COE Development Office (SZB 243) two weeks prior to any foundation grant proposal submission.

Basic Elements of a Proposal

Whether you follow a foundation's specified guidelines or develop your own format, there are certain elements that every proposal must contain:

1. Summary

   1. Develop a clear, concise, specific description of the project.

   2. State what you propose to do and how much it will cost.

2. Introduction

   1. Establish the credibility of your program by describing its purpose, history, and accomplishments, especially those related to the project.

   2. Explain why yours is the best program to do the job.

   3. Convince the funder that your program can make a difference in people's lives.

3. Problem Statement or Needs Assessment

   1. Document a specific problem

   2. Use data, statistics, and quotes from authorities to support the idea that the problem is serious but can be solved.

   3. Explain the elements of the problem that can be addressed by your project.

4. Objectives

   Develop sets of specific, measurable outcomes to be accomplished by the project. These outcomes, if accomplished, must clearly and significantly be – or lead to – a reduction of the problem. Stress benefits to people or the community, rather than benefits to you.

5. Methods

   1. Describe how you will accomplish the objectives.

   2. Explain how the project will function: Who will do what, how, and when?

   3. Include a table of organization, job descriptions, and a timetable.

   4. Justify use of the methods: How do you know they will bring about a reduction or resolution of the problem?

6. Evaluation

   Describe how you will measure program results to determine whether the objectives have been met. Measurable objectives set the stage for an effective evaluation plan. If you have difficulty determining what criteria to use in evaluating your program, your objectives probably aren't very specific.

7. Future of the Project

   1. State whether or not the project will continue after initial funding.

   2. Explain how any continuing activity will be supported.

8. Budget

   1. Supply a line-item budget for the project's cost. (See the Budget Outline that follows.)

   2. Match the tasks laid out in the Methods section with the costs of accomplishment.

   3. Be sure that budget figures add up!

   4. Be scrupulously honest about including all costs.

   NOTE: Indirect costs are those costs that are not readily identifiable with a particular project, but nevertheless are necessary to general operation. The costs of operating the building, equipment, administrative salaries and expenses are usually considered indirect costs.

   Those submitting a proposal to the federal government should use the federally negotiated indirect cost rate, unless otherwise stated by the agency. If you feel that your project qualifies for the off-campus or other sponsored programs rate, please email osp@austin.utexas.edu for approval. Those submitting a proposal to a Texas state or local agency, please use an indirect cost rate of 15% calculated on total direct costs.

   More information about indirect cost rates can be found on the Office of Sponsored Projects website (http://www.utexas.edu/research/osp/) under the F&A Rate Memo.

9. Supporting Materials

   A number of supporting documents and other items are sometimes attached to the proposal narrative, depending on the foundation's requirements:

   • Tax–exempt status letters
   • List of Advisory Council members
   • Financial statements
   • Biographical data on key staff
   • Job descriptions
   • Statistical data or needs assessment
   • Letters of endorsement

Budget Considerations

1. Personnel

   1. Salaries
   2. Benefits
   3. Consultants
   4. Stipends

2. Facilities

   1. Rent
   2. Utilities
   3. Maintenance

3. Equipment (rental, lease, or purchase)

4. Consumable Supplies

5. Travel

   1. Local
   2. Out of town
      1. Transportation Costs
      2. Meals and lodging

6. Other

   1. Postage
   2. Insurance
   3. Membership
   4. Subscriptions
   5. Publications
   6. Communications costs
   7. Training

7. Indirect Costs (percentage)

The Cover Letter

All proposals must have a cover letter, signed by the Dean, Chair or Director. This assures the potential funder that the leadership endorses the project.

A cover letter should:

• Summarize the request
• Mention a requested amount of money
• Be addressed to a specific person
• Be signed by the Dean, Chair or Director
• Be short and simple
• Offer to meet to discuss the project, or otherwise supply additional information.
• Thank the addressee for considering the request

NOTE: Most foundations are inundated with proposals and have few proposal reviewers. Brevity is the key to success. Keep proposal narratives to 4 – 6 pages, and do not use programmatic jargon, acronyms or abbreviations – your reader may be unfamiliar with your field. Make your proposal concise, logical, sharp and compelling.