From Idea to Planning to Fund Seeking

The key word is plan. Think about your library's needs and how these may be packaged to attract funding from an outside source. Think it through from all perspectives. Gather support from your community - library users, trustees, friends, faculty members, or students. You will need their advocacy.

Have your plan ready before you search for a funder. If the funder requires matching monies, make certain that your governing body supports your idea and is willing to back it financially. Make sure that your plan fits into the mission of the funding organization.

There are many outlets for funding. Research a variety of sources for your project. Prepare different "pitches" for your project to match various funders' missions and interests.

An easy place to start is at the Massachusetts Board of Library Commissioners' home page. Here you will find state- and federally-funded programs to assist the work of libraries.

On the Foundation Center's site, you can Find a Funder or take a Proposal Writing Short Course.

The Letter of Intent

Many funders will want to have a general idea of the focus of your project ahead of time. A letter of intent, if required, will give you an opportunity to promote your idea, and give the funding agency an opportunity to see if the project is a good match for its support. It also gives you the occasion to gain local endorsement for your idea. If your board president, principal, or dean must sign the letter, that signature is your local commitment.

The Proposal

Most grant proposals will be made up of similar pieces. Be prepared to provide details about your organization and your users. Lay out your idea and plan. Itemize your expected costs. Associated Grant Makers has a common proposal form on its web site that's acccepted by a number of Massachusetts foundations. Use it as a boilerplate. Fill one out for your idea, and when you find a suitable funder, the information that you need is ready to go!

Proposal Summary:

• Describe your library, its mission, and its community. Who are the various constituencies?
• What is it that you are seeking? Why?
• Define how this project will improve your library. Will it impact services? Does it improve the physical facility?

• Describe for your funder what it is that would make your library more effective.
• Identify the needs that you see.
• State the problem that requires resolution.
• Define your target group.
• Explain the effects on your target group of the needs/the problem.

Objectives:

• Detail how you intend to address the needs or solve the problem.
• Have in mind long-range goals that will benefit your library and its users.
• List specific, measurable steps that you will take.
• State what will happen when you receive the funding.
• Illustrate the actions that will help you to achieve the objectives.
• Place these activities in a time frame for completion.

• This part of the proposal details all your hows. Describe how you will accomplish your objectives and reach your goals.
• Remember to show your enthusiasm for your project.
• Be creative.
• Make certain that your ideas are clearly thought through and stated.
• Note how your project is different from others that the funding agency may see. Why is it unique?

• How will you know that you have accomplished what you set out to do?
• Is your project a success?
• You will need to define measures for your objectives.
• Decide what you think are effective measures. Depending upon your project, your evaluation tools may be usage statistics, surveys, or pre- and post-tests of participants. You may indicate a target number of library users whom you expect to participate in the project, and measure success based upon the estimated need.

The Budget:

• Many grants will require in-kind support from the requesting institution. Detail your budget costs. These will include items such as library materials, equipment, supplies, travel, training, and advertising expenses. Personnel costs are usually included as a separate expense. Remember to include employee benefits expenses as part of your personnel budget.
• Total the expenses that are to be paid locally by your organization.

• Depending upon the funding source, you may be required to submit letters of support for your grant idea from within your community - e.g. trustees, library users, faculty. Remember to give your supporters enough time to prepare a letter for you.

• Be certain that you have met all the funder's guidelines. Are personnel costs excluded from consideration in the grant? Must equipment costs be matched by your institution?
• Have a colleague proofread your proposal.
• Get the appropriate signatures.
• Follow all instructions for copying and addressing your proposal.
• Watch submission deadlines and know the funding agency's timeline for approval.

After you receive your grant…

For additional help online:

Grant Writing Tools for Non-Profit Organizations from Non-Profit Guides.

Guidelines for Developing a Good Technology Proposal from the TechFoundation.

Titles available at NMRLS:

Bauer, David G. The "How to" Grants Manual: Successful Grantseeking Techniques for Obtaining Public and Private Grants. 4th ed. Phoenix: Oryx Press, 1999.

Geever, Jane C. The Foundation Center's Guide to Proposal Writing. 3rd ed. New York: The Foundation Center, 2001.

Miner, Lynn E., Jeremy T. Miner, and Jerry Griffith. Proposal Planning and Writing. 2nd ed. Phoenix: Oryx Press, 1998.

For grant opportunities see Library Grant Links.