Lesson 7: The budget

Grant writing tips

A. How do you create a budget for a project that hasn't yet been approved? At first, this question might seem intimidating but this is one area where time well-spent in the beginning will help things run smoothly throughout the year. A well-planned, detailed budget that is student-centered is necessary for the success of your project. After your activities have been decided and you have a timeline for them, it 's time to "shop" for what you'll need to implement your project.

So, do your homework! Begin by creating a table or a chart that lists all items and materials that you will need. Using resources like the internet, catalogs and good old fashion shopping, find out the approximate costs of your materials. Be sure to find out if your school or district can assist with purchasing from publishers or vendors. Check to see if ordering through your purchasing department might save you some money. Include applicable taxes and shipping charges. Remember: Details, details, details! Be sure to find out the cost for all the items you will need to purchase or the services you will pay for.

As you assess your request for funds, try to be as realistic as possible. Be sure that all your activities are covered and that the expenditures make sense. If you want parents to come to school in the evening, have refreshments; if they don't speak English, have an interpreter. Copying costs can be kept to a minimum if you can use the school website--but only if the families have computer access.

Remember that you will most likely need to budget your money to complete a project that spans the school year. And keep in mind that most grants have upper limits [the Foundation's is $3000.00 for Classroom grants and $1000.00 for ESP Professional Development grants] and some have lower limits [$500.00 for Classroom grants]. Do not request more than the limit--in some instances it is grounds for disqualification.

And check in on the Do and Don't advice--do not submit requests for major equipment purchases (computer hardware, for example) or requests for salary replacements.

B. What is an "in-kind contribution"? An important consideration with Foundation grants is whether you have support--a team, time from volunteers, non-monetary contributions from your school district or your union local. While not required, these additional types of support show that you have a strong commitment and support for your project. Will there be any in-kind or financial assistance to your project? If so, be sure to include them in your table or chart. “In-kind” contributions can also be the assistance of volunteers either with the program, food, supplies or equipment. It is important to put approximate values on these items as well.

In kind contributions will need verification at the time of your award. For example, if your school district agrees to pay for the field trip bus if you win the Foundation grant, they will need to send a letter verifying their contribution. They are contributing the service of the school bus and paying the driver, so while this item is necessary for the project, it is not going to be paid for with Foundation funds. This is also called a contingency-i.e. the district award is made contingent upon you receiving the Foundation's award and vice versa.

C. Matching funds or monetary contributions from other organizations, groups or individuals should also be included in your budget. If you apply for another grant or make requests of the PTO or local Lion's Club, these requests should be included in the budget chart also--remember, the more commitment you show to your project being fully funded, the more the Foundation wants to commit to you! Again, these funds wil need to be verified with a letter before you will receive a Foundation award. Whether or not you receive these funds can be important to your project but they are NOT cause to be disqualified.

Sample A: Approved Classroom Grant sample budget:

Addressing the problem of bullying in middle school

Items, Services	Total request	Education Minnesota Foundation	Our Town Our School
120 books, 2 teacher’s guides, 2 Bullies are a Pain in the Brain, 2 The Wrecker	$1270	$1270
Markers, flipcharts, name tags, VHS tapes, colored paper	$200	$200
Consultation Healthy Community Kids, Healthy Kids, Excel Spreadsheet			In-kind Service
Artist	$900	$900
Artist materials	$500	$500
Consult teacher (also licensed as psychologist			In-kind Service
iBook with PowerPoint, digital movie camera, Technical Support from building and district specialists			In-kind Service
Miscellaneous mailing			In-kind Service
Total request		$2,870

Sample B: Approved Educational Support Professional grant
$1000 for Red Cross training and resources to plan camping trip, which became part of the curriculum for outdoor safety.

$300.00   Class registrations (CPR, Outdoor Safety, First Aid Supplies)
$300.00   Written materials (student journals, staff hand-outs)
$250.00   Supplementary materials for environmental safety education
$150.00   Selected Books on Outdoor Education-for staff "library"

$1000.00 Total

Sample C: Reading Program/Book Club in the high school

Items/Service	Education Minnesota Foundation	In kind contributions
Books (5 titles x 25 copies @$11.50 each	$1437.50
Author/guest speakers (3)		3 x $250.00 honorarium-from local bookstore
Meeting refreshments (5 sessions)	$300.00
Inter-district student transportation		School district bus & driver @ 5 X $100.00

Totals: Foundation $1737.50

In kind $1250.00