Classroom Grant application process

These steps are based on seven basic steps of grant writing, which can be used in any grant application process. First and foremost, alert your local/affiliate president that you intend to apply for a grant.

Step 1: Read the application

If you have questions about the Education Minnesota Foundation, contact Sara Ford, Foundation coordinator, at 651-292-4834 or 800-652-9073.

Step 2: Team up!

• Proposals that have many stakeholders involved are more likely to be funded because they are more likely to succeed. Consider educator colleagues, parents, students, administrators and community members for your team. When it comes to planning, more input will help you be more creative.
• Decide who will be the grant coordinator — the person ultimately responsible for getting the application in on time, following up and managing the project when awarded.
• Identify your team members on the Foundation’s Data Sheet.

Step 3: Brainstorm your idea
Ask this question: What do my students need and why do they need it? This is Question 1 on the Foundation Grant Application.

Researching and discussing this idea will focus your efforts on the students’ needs. For example, if your students score lower on a standardized reading test and you hope to help them improve scores, then you have identified the “need.” The reading materials you might wish to buy are NOT the need; they are the means to achieve your objective and will be identified later in the application.

Be informative in Question 1 — how do you know what the students need? Is it from observations or surveys? Are parents reporting something back to teachers and administrators?

The more discussion and investigation you have and do, the more options you will uncover for what the real needs are and how you might meet the needs. This is instrumental in getting ready for Step 5.

If you have determined that your proposal at this time will go only to the Foundation for Excellence in Teaching and Learning, go to Step 5. 

Step 4: Shop around for funders
A good site to try is School Grants, which links to many foundations and information on grant writing and federal offerings.

Narrow the possible funders by matching their mission with your goal, needs and objectives. When you find a potential “match,” learn everything you can about them. Get a copy of their annual report, descriptions of former awards and projects, and the RFP, or request for proposal. Get to know the office staff with a brief introductory call, perhaps to clarify a question you have.

(Reminder: Have you contacted your local/affiliate president?)

Step 5: Start writing

• With application and directions at your side, prepare your first draft. Remember to answer the questions as asked. No more, no less.
• Be descriptive and specific in answering Question 3 on the Foundation application. Be sure to include a timeline.
• If you are working with a team and all agree to prepare different parts of the application, designate one chief writer to ensure that there is a consistent writing style. This person should be able to answer questions about the application, if any arise.
• Be sure to have someone edit for grammar, style and content. You want a non-educator to understand what you hope to do. Don’t use professional jargon or acronyms.
• For Education Minnesota’s Foundation, carefully follow our list of do's and don'ts.

Step 6: Prepare your budget

• Charts, spreadsheets and tables are easier to read than paragraphs. If you can’t do it, get help! Follow the application directions precisely. For Education Minnesota’s Foundation, a simple chart or table that includes closely approximated costs and likely vendors is adequate.
• Requesting additional funds from your district, community, etc. is viewed as a plus by this Foundation because we believe that many stakeholders make for a more successful project. We also require that you verify any additional funding you receive if we award you a grant.
• If exact cost, applicable taxes and precise vendor information are requested, you must supply them. In a budget chart, you may need to include any other funds you have received, applied for or will apply for; these are called matching funds or contributions (non-monetary, e.g., volunteer time or donated materials). You may be required to write additional, narrative explanations.
• Lastly, check your figures. Do not make a request for more (or less) than the stated limits.

Step 7: Check the details

• Re-read your application and then submit it in the manner required.
• Send exactly as many copies as requested.
• Personally take it to the post office and get a receipt. If you fax it, keep the fax verification. If you hand deliver, get a receipt.
• Be sure you check whether the deadline is a postmark or a “received by” date. This Foundation’s deadline specifies “postmark or fax by.”
• Are follow-ups OK? It depends on the organization. This Foundation will send you an e-mail verifying receipt of your application. If an award date is specified and you have not heard anything within two to three weeks of that date, you might want to make a call or e-mail contact.
• If you are selected for an award, send a handwritten thank-you to the grant administrator. If you are not selected, it makes an even better impression if you send a thank-you note, ask for suggestions for improving your application, and ask if you are eligible to re-apply.
• This Foundation has a recognition event and training session for new grant recipients that you will be expected to attend.

If you have questions regarding the application process, contact Sara Ford, Foundation coordinator, at 651-292-4834 or 800-652-9073.