Digital Collection and Preservation grant writing hints

By Judith Cobb

Grant proposals have different requirements depending on what kind of grant you are applying for and the funding agency you are applying to. However, grant reviewers generally look for some specific elements in a proposal. These helpful hints are designed, from a grant reviewer's perspective, to assist you as you proceed in the grant writing process.

1. Master the Art of Persuasion
Remember that developing a grant is more than writing. It is the process of developing a strategy to persuade a funding source to provide resources.

2. Write to your audience
Keep your audience in mind. For example, although you are submitting a proposal to the National Endowment for the Humanities, specific individuals with specific kinds of backgrounds are reviewing it. If you know what those backgrounds are, make sure your proposal uses the right language and style to connect with the reviewers.

3. Do your homework
Before writing a proposal, investigate the potential funding sources so you will be applying to the most appropriate source.

Before writing the proposal, develop a base of knowledge and experience about the technology, collection(s), and issues surrounding your proposal.

4. Develop a core competency
Reviewers look for institutions that have already developed a core competency in the area they are requesting funding. To develop that competency, try a smaller, similar project in-house before undertaking larger grant funded project. You should also attend appropriate classes and train staff as necessary.

5. Do something new and original
It may be the collection, the software, or the co-operating institutions…find a way to set your proposal apart by doing something different.

6. Make sure the proposal and the budget correspond
Make sure the budget numbers accurately reflect the required elements of the project.

7. Don't “pad the budget”
Reasoning “If I ask for $200,000” maybe they'll give me $100,00 – which is what I need anyway” backfires. Reviewers can spot this from a mile away. If you have a well-defined, clearly explained proposal with a reasonable budget, a reviewer will know that.

8. Ask for all the funding you need
Be sure to ask for the full amount of funding that you need; don't shortchange your institution or your project by trying to do something without enough funding. If the reviewer thinks you aren't asking for enough funding, s/he may assume that you don't fully understand your own project.

9. Be clear and concise with your project goals and project plan…edit, edit, edit
A well written, easy to understand, appropriately formatted proposal is a priority. There are those who believe that f the reviewer doesn't understand your proposal after the first three paragraphs, chances are s/he won't recommend funding.

10. Don't assume anything
Don't assume that the grant reviewer has knowledge about your particular institution, program, competencies, and/or collections. If a collection has value, explain why. If the institution has a history of successful projects, explain them (briefly).

11. Co-operative projects or projects that enhance existing projects often work best
Look for complementary collections or institutions to work with on project. This often adds value to a proposal by extending it to other collections and/or organization.

12. Get the facts (Prove it!)
Don't make statements that you can't prove. For example, if you want to digitize a high use collection, prove that it is high use by including some use statistics and comparative statistics. However, statistics are hard to read so use them only when necessary.

13. Use consultants and staff with appropriate backgrounds, experience, and knowledge
Make sure to include vitae for all consultants and staff members involved with the project. Consultants are often expensive and reviewers look for evidence that the consultant(s) has been chosen with care and is appropriate for the project.

14. Make sure the project is within the scope of the funding entities' guidelines and clearly meets their objectives
Review the guidelines from the funding agency thoroughly and make sure that your project falls within the scope of that particular funding organization.

15. Prove that there is strong support to project continuation and provide a specific implementation plan for continuation
Reviewers want to know that your institution will continue to support, continue, and build upon the proposed project so that the project does not “die” once the funding is discontinued.

16. Include detailed technical specifications
Provide technical specifications for any equipment being purchased as part of the project. For example, if you request money for computers make sure you include a detailed description of the computers in either the narrative or the budget. Don't just ask for “2 computers”, but request "2 computers, INTEL Pentium 333, 32 megabytes RAM."