Grantwriting for Digital Projects IODE Ocean Teacher Workshop

Grantwriting for Digital Projects IODE Ocean. Teacher Workshop for IAMSLIC Linda Pikula, NOAA 36 th IAMSLIC Conference Mar del Plata, Argentina October 15, 2010

Definition of Terms Grant – funding provided by a government, charitable foundation, non-profit agency to perform specified activities for the common good Grant Proposal-a narrative description of work an organization plans to undertake to fulfill both its goals and the grantmaker’s goals. Reactive Grantseeking-The reactive mode involves developing a project first, hunting for funders, and then scrambling to meet a deadline. Proactive Grantseeking. In contrast, proactive grantseeking begins with researching funders, matching their interests to possible projects, and then cultivating a relationship with the grantmaker. Be proactive by setting aside time for broad foundation research each week.

What do grants fund? Capital-building, equipment, renovation General operating Technical Assistance Endowment Challenge: grant made to stimulate giving from other sources Matching: Funds that match other donors funds Demonstration: to develop an innovative program to serve as a model Start Up: Covers costs of starting a new project Exploratory/Planning: to test a project or plan

Tools to Locate Grants –online resources: Fundsnet Services http: //www. fundsnetservices. com/corp 02. htm has sections on Canada, UK and Australia Chronicle of Philanthropy’s Guide to Grants http: //www. philanthropy. com/grants/ Community of Science is a database of grants, awards and fellowships from around the world representing 400, 000 funding opportunities, and 33 billion dollars in funds http: //fundingopps. com/

Granting Agencies and Research Tools for locating grants http: //www. ed. gov/programs/iegpsticfia/in dex. html U. S. Dept. Ed. Technological Innovation and Cooperation for Foreign Information Access Grantsmanship Training Program Competing for Federal Grantsmanship Center (http: //www. oesd. noaa. gov/elg 11/FFO _FRN/NOAA-SEC-OED-20112002608_FFO_for_OED_web. pdf, NOAA Environmental Literacy Grants

U. S. Education Dept. Technological Innovation and Cooperation for Foreign Information Access Types of Projects Grants may be used to: Facilitate access to or to preserve foreign information resources in print or electronic forms; Develop new means of immediate, full-text document delivery for information and scholarship from abroad; Develop new means of shared electronic access to international data; Support collaborative projects for indexing, cataloging, and providing other means of bibliographic access for scholars to important research materials published or distributed outside the United States; Develop methods for the wide dissemination of resources written in non. Roman alphabets; Assist teachers of less commonly taught languages in acquiring, via electronic and other means, materials suitable for classroom use; Promote collaborative technology-based projects in foreign languages, area studies, and international studies among grant recipients under Title VI of the HEA; and Support other eligible activities consistent with the purposes and intent of the legislation.

Funding Sources cont. CDMP NOAA Grants http: //www. ncdc. noaa. gov/oa/climate/cdmp. html CTA (Netherlands) http: //ww. cta. int/en JISC (UK) http: //www. jiscdigitalmedia. ac. uk/crossmedia/advice/poten tial-sources-of-funding-for-digitisation-projects/ Department of International Dev. DFID http: //www. dfid. gov. uk/Working-with-DFID/Fundingopportunities/ DANIDA www. um. dk/en/ International Grants Page http: //www. proposalwriter. com/intgrants. html

Funding Sources NORAD (Norway) FAO/ASFA http: //www. fao. org/fishery/asfa/en Google Biodiversity Heritage (Internet Archive) http: //biodivlib. wikispaces. com/About UNESCO http: //portal. unesco. org/culture/en/ev. php. URL_ID=34324&URL_DO=DO_TOPIC&URL_SECTI ON=201. html

Digital Promise U. S. NATIONAL CENTER FOR RESEARCH IN ADVANCED INFORMATION AND DIGITAL TECHNOLOGIES U. S. Digital Promise: http: //www. digitalpromise. org/

Funding Sources Cont. Preserve America FEDSCAN Foundation Directory Online http: //foundationcenter. org/ National Endowment for the Humanities http: //www. neh. gov IMLS Grants U. S. - Institute of Museum and Library Services FY 2011 Guide http: //www. imls. gov/pdf/2011_Guide. pdf http: //www. imls. gov

A note on ILMS International Partnerships While IMLS does not make grants to non. U. S. libraries and museums, such institutions, whether located abroad or within the U. S. , may partner with eligible U. S. institutions on an IMLS grant project. More specific information for each grant program can be obtained by contacting individual program staff at the agency.

Funding Sources Cont. SLOAN Foundation http: //www. sloan. org/program examples: Census of Marine Life, Internet Archive, Library of Congress programs, Encyclopedia of Life SOROS http: //www. soros. org/grants Find Grants, Scholarships and Fellowships see Initiatives: http: //www. soros. org/initiatives Education Support, Information Program, International Higher Education Support Mac. Arthur Foundation http: //www. macfound. org/site/ see their International Grants conservation UNEP http: //www. unep. org/ Nature Conservation, Indigenous Knowledge

Funding Sources Cont. EU European Union complex grants process National Center for Research in Advanced Information and Digital Technologies (US) http: //www. digitalpromise. org/about/whatis. php ei. FL. net Electronic Information for Libraries from Gates Foundation http: //plip. eifl. net/ recently received funding The program is implemented by e. IFL. net--Electronic Information for Libraries--an independent, not-for-profit organization established in 2003. e. IFL. net brings access to knowledge to library users in developing and transitioning countries by building capacity, supporting advocacy and giving a hand in introducing new services for the user as well as helping acquiring affordable access to e-resources. In the past mostly academic, research and national libraries could improve services to their users by being part of e. IFL. net. The Public Library Innovation Program will expand e. IFL. net's work, offering opportunities for public libraries to develop new and innovative services with and for their communities. Elsevier Foundation International Grants for Libraries and Librarians http: //www. elsevierfoundation. org/innovative-libraries/

Funding Resources cont. Atlantic Philanthropy Carnegie- for Africa Ford Foundation Luce Foundation – Access to Asian Information Asia Foundation

Other Online Resources: JISC http: //www. jiscdigitalmedia. ac. uk/cross media/advice/potential-sources-offunding-for-digitisation-projects/ www. grants. gov (U. S. Federal grants) www. fdncenter. org (Foundation grants)

Support for Grantwriters Association for Fund-raising Professionals www. nsfre. org The Foundation Center www. fedncenter. org The Grantsmanship Center www. tgci. com Message Board(Philanthropy News Digest http: //members 4. boardhost. com/PNDtalk

Collaboration Partners IAMSLIC and specific members others involved in scanning? ASFA FAO IODE Your local institutes Your regional institutes Other ?

Open-Access Funds An open-access fund is a pool of money set aside by an institution to support publication models that enable free, immediate, online distribution of, and access to, scholarly research. In late 2009, openaccess funds gained prominence when a number of high-profile institutions signed the Compact for Open-Access Publishing Equity (COPE). COPE encouraged universities and research funding agencies to develop “durable mechanisms for underwriting reasonable publication charges for articles written by its faculty and published in fee -based open-access journals. ” SPARC has recently taken a number of visible steps to support further exploration of the open-access fund model. SPARC’s activities include compiling data from every North American university with a fund and rendering it accessible for further analysis; creating a practical guide for institutions evaluating the implementation of an open-access fund; and publishing an online clearinghouse that includes frequently asked questions, case studies, links to further reading, and a variety of other tools to facilitate greater understanding and evaluation of open-access funds. Visit http: //www. arl. org/sparc/openaccess/funds/index. shtml for access to these resources.

Work Before the Grant The Need Research before the Grant Proposal READ THE GUIDELINES! Funding Resources Working Team Collaborators outside? READ THE INSTRUCTIONS!

For Digitization Projects Research most recent digitization grants. Research by going online and asking your colleagues at IAMSLIC etc What have these grants been about? Do you want to accomplish the same type of project? Who is giving the money for these projects? What are grant makers looking for this year in projects? Innovations? Historical material digitized? Early expeditions in region? Videos digitized? Photos? Climate Data? Fisheries Data? Photographs of corals? coastal damage? Unique regional marine animals?

For Digitization Projects What do you intend to do with digitization? Convert content print, video, photos? Digital preservation/archive? Use technology to increase use of your collection? Provide more access? Develop new technology? Other?

Examining Funders Requirements Time for Researching Funding in class Determine: Eligibility Criteria Grants topics Think about your project What is your need? /problem? When do they open grants, what are the deadlines?

Get the award for a strong proposal Pre-writing Phase Do your homework Know the big picture Coordinate, establish partnerships Communicate Know the funder’s budget cycle Determine how you will meet match requirements.

Where will you seek funding? Why did you decide on this funder? Discussion

**Outline for Grant Proposal Five Core Components of Grant Proposals: 1. Executive Summary or Abstract Statement of Need or Problem Statement Project Description Evaluation Budget and Budget Narrative 2. 3. 4. 5.

1. Executive Summary or Abstract Always write the abstract or executive summary last IF you do this, you will already have everything you need to summarize your proposal

2. Statement of Need or Problem Statement The most modern approach to proposals now often request a “problem statement” rather than a “need” What is the problem in your organization and how will you creatively/ innovatively solve this problem What data /evidence will you use to support your need? Show proof that the problem exists -if you can’t find statistics, use “anecdotal information” eg trip to Pacific Islands Libraries with pictures of conditions there, flood pictures or example of anecdotal information…class?

The Need/Problem cont. Be sure you connect your need to your organizations mission and purpose What do you think this means? Give an example.

Statement of Problem cont. Statistics, literature, interviews, surveys… Identify Goals and Objectives: How will you solve this problem or satisfy this need? Goal: broad, long-term intentions Objectives: outcomes which are measurable, realistic and achievable in time given Are these the same goals and objectives as the funding agency?

Goals and Objectives Clearly state goals and objectives Objectives must be measurable Tie activities to objectives Create measurable outcomes to each objective

Goals and objectives ILMS Outcomes based tutorial http: //www. ilms. gov/applicants/overview. shtm Take some time to go through this tutorial now.

Automated online survey tools: to help you measure outcomes The number of commercial products and services for this purpose is increasing steadily, and those below are given as examples only, with no implied recommendation. Others can be found by searching for “Online Survey Software” using Internet search engines. All are designed to make the job of creating and using online surveys simple for users. They typically provide a variety of templates and standard surveys, as well as tips for building effective surveys. Information is automatically tabulated as it is entered by the responder, with the data automatically compiled by the product/service for the user to interpret. Costs and fee structure vary from product to product. A reminder–surveys are not the best tool for all outcomes. Web. Surveyor http: //www. imls. gov/exitmsg. asp? url=http: //www. websurveyor. com. The fee structure can be fee-per-survey or a multi-survey license arrangement. Survey. Monkey http: //www. imls. gov/exitmsg. asp? url=http: //www. surveymonkey. com. You can try this site at no charge for up to 100 responses to up to 10 questions. Easy to use. Full access is available by monthly or annual subscription. Zoomerang, http: //info. zoomerang. com/prodserv/ps. htm. The fee

3. Project Description Here you layout the project, referring back to your “need””problem statement”. You should describe the project, layout the goals and objectives, planned outcomes, action steps, timelines, resources needed and evaluation plan Remember Goals are broad statements and objectives detail actions needed to accomplish the goals

Sample Environmental Grant Proposal Handouts in class for discussion From Smith, NB and Works, E. G. The Complete book of Grant Writing. Learn to write grants like a professional. Sourcebooks, Inc, Illinois, 2006

4. Evaluation Plan How will the funder be able to evaluate if the project has been a success Concentrate on stating Outputs and Outcomes Make these Outputs and Outcomes measurable, quantifiable Look at the ILMS website to see examples of outcomes based evaluation

Example of Outputs and Outcomes See class handout

5. Budget and Budget Narrative Carefully calculate your budget Include your institutes contribution: indirect free staff time, equipment etc. Include Direct Costs Timelines How will you sustain the project after grant expires? Reporting on your progress and reporting on your final results

Example of Budget as Excel Chart 1 st Year Project Budget DIRECT COSTS Salaries 2 nd Year Requested From Foundation 2 nd Year Project Budget 1 st Year Requested from Foundation 3 rd Year Requested From Foundation 3 rd Year Project Budget Total Requested from Foundation Total Project Budget $0 $0 Multimedia/Pu blications $0 $0 Fringe Benefits Consultants Conferences/ Meetings Equipment Purchase Office Expenses Travel Other (list individual items that cost

Example of Budget as Narrative

Example Timeline as Chart

Example of Timeline-Table Format Exploratory Research Completed Proposal Development Completed Ph. D. qualifying exams Completed Research Proposal Defense Completed Fieldwork in Rwanda Oct. 1999 -Dec. 2000 Data Analysis and Transcription Jan. 2001 -March 2001 Writing of Draft Chapters March 2001 - Sept. 2001 Revision Oct. 2001 -Feb. 2002 Dissertation Defense April 2002 Final Approval and Completion May 2002

Example of Timeline as Narrative

10 Mistakes Grantseekers Make The project doesn’t match the funder’s objectives or areas of interest. 2. The writer ignores the instructions that are outlined in the guidance or RFP. 3. The writing in the narrative isn’t succinct and doesn’t make sense. 4. The proposal narrative contains typographical or grammatical errors. 5. The proposal narrative is filled with jargon or acronyms. 6. The proposal narrative is full of buzzwords and clichés, and little or no substance. 7. The objectives in the narrative are vague and open to individual interpretation. 8. The budget doesn’t correlate to the information that is included in the proposal narrative. 9. The estimated costs in the budget are inaccurate, incorrect, or inflated. 10. The proposal was hastily assembled and is missing required sections and/or contains many errors. 1.

Positive Advice Read the instructions and follow them Use the Grantmakers language Use their format and don’t go over the allotted pages Spell out your acronyms Don’t offend Remember to review and edit, and then do it again! Use spellcheck Your budget should be reasonable Include a timeline

1. Back to the Executive Summary (Abstract) Read through you entire grant proposal and select items that appropriately summarize the entire process Remember to select material that shows the strength of your project, tell what you are going to do and what you want the grantmaker to do- how does the project meet the grantmakers stated goals.

Your Grant Outline your grant using the 5 sections discussed Name the sections…. . before you begin

Sample: ILMS Grant Proposal http: //www. wrlc. org/diglib/dcpc/imlspro posal. pdf IMLS Collaborative Grant Proposal http: //www. wrlc. org/diglib/dcpc/imlspro posal. pdf

Sample: NOAA Climate Data Modernization Project Proposal http: //lwf. ncdc. noaa. gov/oa/climate/cdmp/files/nar a. pdf Storm Wallet Proposal from National Hurricane Center http: //lwf. ncdc. noaa. gov/oa/climate/cdmp/files/Sto rm. Wallets. pdf General CDMP page http: //lwf. ncdc. noaa. gov/oa/climate/cdmp/propos alscall. html CDMP Proposal Workshop http: //lwf. ncdc. noaa. gov/oa/climate/cdmp/files/cd mpworkshop 11. pdf

ASFA Trust Fund Proposal 3. FORMAT FOR PRESENTING PROPOSALS FOR APPROVAL BY BOARD At the 1993 ASFA Advisory Board Meeting (pg. 7 and Annex III), the Board agreed that Trust Fund proposals should be presented to the FAO ASFA Secretariat in the form of a written proposal containing the following information: • Title • Background • Justification • Activities • Schedule of implementation • Proposed budget The proposals are then to be distributed (by the ASFA Secretariat) to Board Members for evaluation and/or voting (see item-4). 4. THE APPROVAL PROCESS Voting procedure: According to the recommendations agreed by the ASFA Board at the 2002 and 2003 ASFA Advisory Board Meeting (pg. 18, item-13. 3, 2002 Report and pg. 23 item 13. 1, 2003 Report ) the "Procedures for voting on inter-sessional ASFA Trust Fund Proposals" are as follows: 1. There will be a 2 week (14 day) period of time to vote, (and, if at the end of 2 weeks, a quorum has not been reached, the voting period will be extended for another 2 weeks). 2. There must be a minimum quorum of one third of the ASFA Partners [i. e. 1/3 of the ASFA Partners must reply by e-mail]. 3. The majority of the votes received (having reached the [1/3 voting] quorum) decides the issue. 4. If no quorum is reached, the proposal may be presented again at a later date - for another vote. 5. There will be no limit to the amount of money involved in the inter-sessional proposal. 6. The vote will not be secret. Important: All ASFA Trust Fund proposals are circulated to the ASFA Advisory Board for approval. The FAO ASFA Secretariat does not approve/fund proposals that have not been voted on by the ASFA Advisory Board. (FAQ note is by Richard Pepe ( richard. pepe@fao. org) updated January 2009)

ASFA Trust Fund 2. WHAT IS AN ASFA TRUST FUND PROPOSAL (to be funded from the ASFA Trust Fund)? 2. 1 ASFA Trust Fund proposals are small projects suggested by the ASFA Partners dealing with the development and maintenance of the ASFA system. 2. 2 At the 1993 ASFA Advisory Board Meeting (pg 7 and annex III), the Board agreed that the Trust Fund should be used to support project/activities dealing with: • Development of Tools*, • Capacity Building*, • Training, and • Special Projects *(with priority being given to development of tools and capacity building)

ASFA Trust Fund At the 1997 ASFA Advisory Board Meeting (pg. 17 and Annex 32 of Meeting Report ), the Board agreed also to use the Trust Fund: • To support the participation of ASFA Partners at the ASFA Board Meetings by participants from economically developing countries or from countries in transition to a market economy [the allocated sum was to be adjusted at each year's Meeting]. At the 2002 ASFA Advisory Board Meeting (pg. 18, item-13. 3 of 2002 Meeting Report), the Board agreed that requests for Trust Fund proposals from non-ASFA Partners would not be accepted and that requests attendance to Meetings (other than the ASFA Board Meeting) would not be supported. (see next paragraph) At the 2007 ASFA Advisory Board Meeting (pg. 31, item 13. 3. 4 of 2007 Meeting Report), the Board Agreed to a temporary “waiver” to the policy expressed in the preceding paragraph as regards honoring requests coming from non ASFA Partners. The Board agreed to allow the IAMSLIC Executive Board to submit project proposals (of mutual benefit to ASFA) to the ASFA Board for its approval. The “waiver” includes the setting aside $14 000 a year from the ASFA Trust Fund for the project proposals submitted by the IAMSLIC Executive Board. Such Trust Fund project proposals would be subject to voting approval by the ASFA Partners and this would be for a trial period of 2 years. All ASFA Trust Fund proposals are circulated to the ASFA Board for approval (when approved, the ASFA Secretariat contracts the work using FAO's official financial instruments (e. g. contracts, Letters of Agreement, etc. ). (see next

Examples of Collaboration in Digital Projects IAMSLIC ASFA

Hathi Trust http: //www. hathitrust. org/ Hathi. Trust is a bold idea with big plans. As a digital repository for the nation’s great research libraries, Hathi. Trust (listen to pronunciation) brings together the immense collections of partner institutions. Hathi. Trust was conceived as a collaboration of the thirteen universities of the Committee on Institutional Cooperation and the University of California system to establish a repository for these universities to archive and share their digitized collections. Partnership is open to institutions worldwide who share this grand vision. Time to view this site and discuss

Biodiversity Heritage Project http: //biodivlib. wikispaces. com/About

Lyrasis Mass Digitization Collaboration U. S. http: //www. lyrasis. org/Products-and-Services/Digital. Services/Mass-Digitization-Collaborative. aspx The Mass Digitization Collaborative offers LYRASIS members the capability to contribute important historical and archival materials for digitization as part of our regional digital collection. Participation in the Collaborative makes digitization affordable and easy for LYRASIS members. There is a charge to participate in this. Open to U. S. libraries only

FEDSCAN Center http: //www. loc. gov/flicc/contracts/pdfs /FEDSCAN_IAFAQs. pdf There is a charge to use this Center and open to only U. S. Gov. Libraries

Examples from your country? Africa Pacific Islands Latin America Other?

Country Examples continued Argentina

Bibliography- Books Brewer, W. H. et al. Finding funding: Grantwriting from start to finish, including project management and internet use. 5 th ed. Sage Publications, 2008. Burke, Mary Ann. Simplified grantwriting. Sage Publications, 2002. Clarke, Cheryl A. and Susan P. Fox. Grant proposal makeover, transform your request from no to yes. Wiley, 2007. The Foundation directory , 2010. Foundation Center Grants Guide 2010 http: //foundationcenter. org/marketplace/catalog/subcategory_gg. jhtml? i d=cat 620002 Handbook for digital projects: a management tool for preservation and access. Northeast Document Conservation Center, Andover, Mass. , 2000 for project management Karsh, Ellen and Arlen Sue Fox. The only grantwriting book you’ll ever need. 3 rd ed. Basic Books, New York, 2009. Knowles, Cynthia R. The first –time grantwriter’s guide to success. Sage Publications, 2002. Mc. Cabe, Linda L and Edward R. B. Mc. Cabe. How to succeed in academics. Academic Press, 2000.

Bibliography books cont. New, Cheryl Carter and James Aaron Quick. Grant seeker’s budget toolkit. Wiley, New York, 1998. New, Cheryl Carter and James Aaron Quick. Grant winners toolkit: project management and evaluation. Wiley, New York, 2000. New, Cheryl Carter and James Aaron Quick. How to write a grant proposal. Wiley, New York, 2003. Orlich, Donald. Designing successful grant proposals. association for supervision and curriculum development, 1996. Petersen, Susan Lee. The grantwriter’s internet companion. Corwin Press, Thousand Oaks, Ca. , 2001. Smith, Nancy Burke and E. Gabriel Works. The complete book of grant writing, learn to write grants like a professional. Sourcebooks, Illinois, 2006. Ward, Deborah. Writing grant proposals that win. 3 rd ed. Jones and Bartlett, Boston, 2006.

Foundation Center Grants for Foreign & International Programs - 2010 Digital Edition December 2009 571 pages $39. 95

Bibliography- Related Online workshops IODE, Ocean. Teacher – Digital Asset Management Workshop, October 2009 online videos and mediawiki’s http: //classroom. oceanteacher. org/ IODE, Ocean. Teacher – Preservation and Archiving of Digital Materials, April, 2010 online videos and mediawiki’s http: //classroom. oceanteacher. org/

More Grantswriting and Funding Resources from OCLC The OCLC Grant Writing Guide http: //www. oclc. org/digitalpreservation/education/grants/guide / Grantwriting Hints-OCLC http: //www. oclc. org/digitalpreservation/education/grants/guide/hints. htm Trends in Preservation and Operating Funding http: //www. oclc. org/digitalpreservation/education/grants/guide/newtrends. htm Funding sources http: //www. oclc. org/search. pl? site=new_worldwide&client=new_worldwide& q=funding+sources&submit=Go

Resources to help plan your digitization and preservation projects from OCLC: Standards and Practices: Preservation Metadata: Implementation Standards (PREMIS) Open Archival Information System (OAIS) Metadata Encoding and Transmission Standard (METS) National Information Standards (NISO)Organization Technical Metadata for Digital Still Images TDR Certification Task Force (NARA/RLG)

Online copyright resource kit: http: //www. bcr. org/dps/cdp/digitaltb/laws/copyrightkit. html #basics Digitization and preservation Online Resources Center archive http: //www. archives. gov/research/alic/reference/virtual-library. html

Listserves and discussion groups for digital projects Diglib IMAGELIB Microforms Mailing PADG-L Preservation Administrators Discussion group

Electronic Publications The Book and Paper Group Annual CCI Notes (Canada) D-Lib Magazine RLG Dig. News

International Collaboration to close the digital curation gap Something to think about for oceanographic data and scientific data: ILMS November 2009 http: //www. imls. gov/news/2009/112009 c. shtm Scientists, researchers, and scholars across the world generate vast amounts of digital data, but the scientific record and the documentary heritage created in digital form are at risk -- from technology obsolescence, from the fragility of digital media, and from the lack of baseline practices for managing and preserving digital data. The University of North Carolina Chapel Hill (UNC-CH) School of Information and Library Science, working with the Institute of Museum and Library Services (IMLS) and partners in the United Kingdom (U. K. ), are collaborating on the Closing the Digital Curation Gap (CDCG) project to establish baseline practices for the storage, maintenance, and preservation of digital data to help ensure their enhancement and continuing long-term use. Because digital curation, or the management and preservation of digital data over the full life cycle, is of strategic importance to the library and archives fields, IMLS is funding the project through a cooperative agreement with UNC-CH. U. K. partners include the Joint Information Systems Committee (JISC), which supports innovation in digital technologies in U. K. colleges and universities, and its funded entities, the Strategic Content Alliance (SCA) and the Digital Curation Centre (DCC).