Grant WritinG

SucceSS:
Opening the Door to
Financial Opportunity

Grant Writer’s Glossary of terms

Advisory Board or Advisory Committee:
A panel made up of individuals from community, regional, or state-
level groups who are interested in the grant activities and who will
help support and oversee the grant program.

Anecdotal Information:
Documenting or describing the impact that a grant program
has on its target audience, without using statistics. This type of
information usually includes things like the results of interviews
with grant participants or stories about the impact that the grant
had on participants.

Allowable Expenses:
In the RFP, the funder will specify how grant funds can be spent.
Line items that are “allowed” by the funder become the allowable
expenses for the grant.

Best Practices:
The activities or theories that have proven themselves to be
consistently successful in resolving the issues and solving the
problems that are specific to a certain field (for example, education
or corrections). The activities or programs have been tested
enough that they can be used to duplicate the same results in
other locations.

Bidders’ Conference:
Historically, this has been a meeting convened by the funder for
representatives from all organizations that expect to submit a grant
proposal. In recent years, bidders’ conferences are more likely to
be held online, with the funding agency responding to questions
submitted electronically.

2 Grant Writing Success: Opening the Door to Financial Opportunity

Bio:
A short synopsis, generally only a few paragraphs, citing an
individual’s skills and background, and career highlights.

Budget Line:
One individual item, or line, in the budget. For example, travel for
project staff or printing costs for a marketing brochure.

Budget Revision:
A formal, written request to the funder, from the grant recipient,
to change the way grant funds are scheduled to be spent. Budget
revisions occur after the funder has approved the original budget,
and when changes are needed in order to meet the grant goals and
objectives.

Budget Narrative:
A written description of each line in the budget (as opposed to
strictly the numbers).

Budget Summary and Payment Schedule:

This is generally a one-page document that is used to tell the
funding agency the dollar amount that is being requested for each
budget category (e.g., salaries, employee benefits, purchased
services, supplies and materials, and capital outlay). It also
asks the organization that is requesting the funds to identify the
schedule of payments for the project (e.g., how much money they
are requesting to be paid during each month of the project), once
the project is funded.

GlOSSary 3
Collaboration:
The process of collaboration exists when two or more people or
organizations work together toward a common goal by sharing
knowledge, learning, and building consensus. This is done to obtain
greater resources, recognition and reward when facing competition
for finite resources, and to avoid duplication of services.

Contract Period:
This is the interval of time that a grant is funded by the funder.
For example, most federal grants begin on the first day of the
federal budget cycle — October 1st. Thus, the funding period for a
1-year grant would be from October 1st to September 31st of the
following year. Most state grants begin on the first day of the state
budget cycle — July 1st. The funding period for a 1-year state grant
would be from July 1st to June 30th.

Cover Letter:
A Cover Letter is generally an optional component of the grant
proposal. When one is requested by a foundation, the Cover Letter
is usually no more than a page in length and discusses a bit about
the organization that is requesting funds, the anticipated outcomes
of the grant project, and the amount of money that is being
requested.

Deliverables:
Deliverables are the follow-up reports or information like quarterly
reports, research findings, publications, number of participants,
records of accomplishments, or improved processes or project
activities documentation that the organization asking for money will
supply or “deliver” to the funder once the grant is awarded. The
funder can use these reports or information for public relations,

4 Grant Writing Success: Opening the Door to Financial Opportunity

decision-making for the future, or review of what is working in the
field.

Demographics:
Usually a numerical description of the target population in terms of
things like age, sex, income, race/ethnicity, etc.

Direct Costs:
These are the dollars requested from the funding agency that fit
into typical budget line items (e.g., salary, fringe benefits, supplies
and materials, equipment, subcontracts, travel, etc.).

DUNS Number:
The DUNS (Data Universal Numbering System) is a number assigned
by Dun & Bradstreet to organizations that apply. A DUNS number
is required for all federal applications, and is often requested by
other government funders. To apply for a DUNS Number online go to
http://www.dnb.com/ or apply by phone at 866.234.3867.

Evaluation Plan:
The Evaluation Plan, a key proposal component, discusses the
evaluation methodology to be used and how the effectiveness of
grant activities will be measured. It is a written description of the
focus, methods, and other elements of evaluation to be completed
for a project.

Executive Summary:
This is an overview of the grant proposal. It should be written
so that it could be distributed in place of the full proposal to the
general public, the press, or other interested individuals.

GlOSSary 5
External Evaluation:
This is when you decide to hire an outside program evaluator for
your funded grant. This individual is normally a specialist who
provides a set of evaluation activities that will determine the
program’s effectiveness.

Federal Employer Identification Number (FEIN):

Organizations applying for government grants are required to
submit their FEIN — their equivalent of an individual’s social
security number. The Internal Revenue Service (IRS) assigns
FEIN numbers to organizations. This number is included in all
government grant applications, and is also required in many
foundation applications.

Fiscal Year:
Each fiscal year is comprised of a 12-month cycle during which
funded grants operate with an annual budget. The fiscal year is
designated by the year that it ends. For example, a fiscal year that
begins on July 1, 2010, and ends on June 30, 2011, is referred to
as FY 2011.

Focus Group:
A group of individuals who are brought together to specifically
consider and discuss an issue. Specifically with grants, focus
groups could, for example, be comprised of members of the target
audience who would be asked to comment on the effect grant
activities had on their lives.

Formative Evaluation:
These are evaluation activities that are ongoing throughout the
course of the grant period. Formative evaluation tells you how well
you’re actually implementing the grant activities as planned.

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Foundation:
Foundations are not-for-profit entities that are established
to provide grant dollars to other individuals, organizations or
institutions for scientific, educational, cultural, religious, or other
charitable purposes.

Full Time Equivalent (FTE):

A method to measure a worker’s time dedicated to a project.
FTE is based on a full-time work schedule, for our purposes, let’s
use 40 hours per week. So, a full-time employee of your client’s
organization who works 40 hours a week would be considered to
be a 1.0 FTE. Another employee who works only 20 hours a week
would be a .50 FTE, and a third one working 30 hours a week
would be a .75 FTE. (FTE can be based on between 37.5 and 40
hours per week.)

Funding Agency:
This is the agency that puts out the Request for Proposals, reviews
the proposals that are submitted for consideration, makes the
decision concerning which proposals to fund, and provides the
dollars to support each grant that is awarded.

Funding Cycle:
The period of time during which an organization is receiving grant
fund distributions from a funder.

Funding Priorities:
There are three types of funding priorities that a government
agency identifies in its RFP: (1) Absolute priority — where only
proposals that address this priority will be funded, (2) Competitive
priority — where applicants who address this priority may receive
additional points during the review process (but they are not

GlOSSary 7
required to address this priority), and (3) Invitational priority —
where applicants are encouraged to address this priority, but they
don’t receive preference over applicants that don’t address it.

Grant:
A monetary award that allows an organization to fund specific
activities.

Grant-Income Organization:
This is an organization that depends upon grant dollars to support its
mission and activities. Most nonprofits are grant-income organizations.

Grantmaker:
This is another word for funder or funding agency — any entity that
gives grants, including nonprofit organizations, foundations and
government agencies. (See explanation of Funding Agency.)

Grantmaking:
The act of giving a financial gift to an organization or entity.

Grant Proposal:
The full proposal is a document that includes, but is not limited
to, the following sections: Executive Summary, Introduction,
Statement of Need, Key Personnel, goals and objectives, evaluation
methodology, budget and — when allowed — Appendices (e.g.,
letters of support).

Grant Writer:
The term “grant writer” is a commonly used term that we’ll use in
this program. It is the individual who writes a grant proposal for an
organization that is looking for money to support its mission and

8 Grant Writing Success: Opening the Door to Financial Opportunity

activities. The term “grant writer” is a bit of a misnomer. A grant
writer does not write a grant. A grant writer actually writes a grant
proposal.

In-Kind Contribution:
This is a contribution — beyond what is supported by the funder
— that is made to the grant effort, and could include such things
as donated time for project personnel, office space for project
personnel, transportation costs, office supplies, and materials that
are donated for project use, and printing or photocopying services.

Indirect Costs:
A portion of the grant dollars that may be used for non-
programmatic costs, like rent, utilities, etc. Indirect costs are
usually preset by the funder as a percentage of the total grant or a
percentage of the personnel line in the budget.

Internal Evaluation:
Rather than hiring an outside program evaluator for your funded
grant, you rely on individuals within your organization to evaluate
the program’s effectiveness.

Introduction:
The Introduction, a key section of a grant proposal, is usually
1-3 pages long and may include things like the history of the
organization seeking funding, a description of the target audience,
and an overview of the services to be offered.

Job Description:
A document that outlines the responsibilities of a specific staff
person and the qualifications that are required for the job.

GlOSSary 9
Key Personnel:
Individuals to be hired who are critical to an organization being
able to implement grant activities.

Letter of Intent (LOI):

A LOI is often recommended — and sometimes required — by
funders such as state and federal agencies. These funders ask
for Letters of Intent prior to accepting a full proposal from an
organization. They do this so they can anticipate the number
of proposals that will be submitted, and will know the number
of proposal Readers they’ll need. The LOI usually includes such
information as: name and address of the organization that will be
submitting a full proposal, contact person, and contact information.

Letter of Inquiry (LOI):

Generally requested by foundations, the LOI is submitted in order
for the funder to decide if it wants to ask you to provide a full
proposal. The Letter of Inquiry often includes: a brief introduction,
a short description of the organization requesting funds, a
statement of need, methodology to be used, other current and
potential funding sources, and a brief summary of the proposed
project.

Local Education Agency (LEA):

A government agency — generally a school — that’s responsible for
providing education in a community.

Matching Funds:
Some RFPs mandate that applicants provide matching funds in
their budgets. This means that grant funds are awarded with the
requirement that the organization that is funded must show other
dollars — beyond those awarded by the funder — that will be used

10 Grant Writing Success: Opening the Door to Financial Opportunity

to support the grant activities. For example, an RFP may stipulate
a dollar-for-dollar match. This means that for every dollar that is
requested from the funder, another dollar must be included in the
budget. These dollars may come from internal budgets within the
grant applicant’s organization, from a partner agency, or from some
other source.

Need Statement:
A key proposal component, the Need Statement should offer hard
and fast proof that underscores why the project should be funded
and what impact it will have on meeting the needs of the target
population. The Need Statement is also sometimes referred to as
the Problem Statement.

Needs Assessment:
The gathering of data from a written survey, staff interviews,
or reviews of current information and materials in your client’s
files that will prove that a need exists. Uses compelling facts and
figures.

Nonprofit (or Not-for-Profit) Organization:

This includes any organization that is exempt from taxation under
Section 501(c)(3) of the Internal Revenue Code.

Plan of Operation:
A key proposal component, the Plan of Operation provides a vision
for the grant project — an overview and timeline of the grant’s
primary activities. The Plan of Operation generally includes:
project goals/objectives, project activities, a timeline that includes
the initiation and completion data of project activities, key grant
personnel, evaluation activities, and evaluation timelines. The Plan
of Operation is also sometimes known as the Work Plan.

GlOSSary 11
Project Goals:
Goals identify broad intentions for the project that may or may not
be measurable.

Project Objectives:
Objectives are measurable activities that are progressive and that
work together to reach a grant project’s goals.

Project Officer:
Each funder identifies an individual who becomes the primary
contact person for each grant that is funded. This person is usually
identified in the RFP, and is generally the individual who receives
and processes your grant proposal.

Project Period:
This is the total time a project is funded, and it includes any
extensions that are applied for and approved. Most projects are
funded for a 1-year (12 months) period, but some are funded for a
period of up to 5 years (60 months).

Project Sustainability:
This refers to the willingness and ability of the funded organization
to keep the project moving forward after the grant money is spent
and the funder is no longer supporting the grant activities.

Proposal:
The grant proposal is a formal document that outlines the goals,
objectives, activities, and budget of the organization asking for
money to support its activities.

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Proposal Reader:
An independent judge hired by the grantor who evaluates the
strength and relevance of a proposal with primary consideration to
how it meets the grantor’s objectives. The proposal Reader is also
referred to as a Proposal Reviewer or a Peer Reviewer.

Proposal Readers’ Evaluation Tool:

Proposal Readers are given an evaluation tool — generally in the
form of a rubric — by the funder. This tool details the guidelines
that they are to use as they read and score each proposal.

Qualitative Data:
These types of data can be collected by asking questions,
interviewing people, convening focus groups, or reviewing
documents. Qualitative data simply means word data.

Quantitative Data:
These types of data can be collected by counting people, events, or
things. Quantitative data simply means number data.

Request for Proposals (RFP):

An RFP is an invitation from a funder to submit an application on a
specified topic with specified purposes. An RFP can be found on the
Foundation Center’s listserv, on individual foundation websites, on
state board of education websites, on government websites, etc.

Request for Sealed Proposals (RFSP):

An RFSP is an invitation from a funder to submit a sealed
application on a specified topic with specified purposes. An RFSP
can be found on many different websites, including, but not limited
to, state boards of education, government agency websites, and
individual foundation websites.

GlOSSary 13
Résumé:
An outline of an individual’s key qualifications, such as education,
work experience, authorships, professional memberships, etc., and
is generally one to three pages in length. Usually includes length of
time at each position also.

Reviewer’s Index:
Lists the sections or categories that are found in the proposal
Readers’ evaluation instrument, and then lists the specific pages in
the proposal that address them.

Rubric:
A chart used by Readers for scoring proposals that shows the
evaluation criteria.

Summative Evaluation:
These are evaluation activities that occur at the conclusion of the
grant period. Summative evaluation tells you, at the end of the
grant period, how well you met the grant’s goals and objectives.

Sustainability:
Funders expect grant awardees to indicate, in their proposals, how
they plan on sustaining the grant activities beyond the funding
cycle. It is a demonstration of how the project will continue after
the funding stops.

Target Audience or Target Population:

The target audience is comprised of individuals who will be served
by the organization who receives the grant.

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Work Plan:
Also known as the Plan of Operation.

Vision:
See Need Statement.

GlOSSary 15