SDWF 2011 Grants Proposal Review ONLINE Training 12-2011

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WELCOME & Thank you for joining us today! SDWF Grants Training Part I: Proposal Review for Grant Cycle XI: Arts & Culture

Agenda:

Agenda Welcome Training Part I Conflicts of interest / Confidentiality Score sheet review Reviewing the proposal & teamwork Preparing the proposal’s score sheet for presentation Qs? Where to go for answers Lunch – yes, lunch should be at your door by now… It’s NOT?! Training Part II – Case Study January 4 th at Noon Meet and work with your team scoring a sample proposal – it’s the most fun part of training!

Conflicts of Interest & Confidentiality:

Conflicts of Interest & Confidentiality

Conflicts of Interest:

Conflicts of Interest Involvement in the agency is described as or includes: During the grant cycle process, holding office, board service, employment, or any leadership role within the grant proposal organization (Note: volunteers within or donors to such organizations, who do not have a leadership/influencing role are not included in this restriction.) During the grant cycle process, having any financial interest or financial involvement in the grant proposal organization, including any contracted or professional services. Participation in the grant award decision making process is described as or includes: The grant proposal review process Site visits Voting for the slate of organizations the Grants Committee will submit to the full membership on the final ballot Note: All SDWF members, regardless of their involvement with an organization seeking funding, can vote for any organizations they choose on the final ballot given to the entire membership.

Confidentiality:

Confidentiality Please take care of our information!

Best Practices: Reviewing a Proposal:

Best Practices: Reviewing a Proposal Prepare Think Together Build Consensus

The Proposal Review Team Be a Prepared Team Member! :

The Proposal Review Team Be a Prepared Team Member! Read the this year’s Grants Guidelines Read the proposal guidelines Download & print proposals to review Download & print score sheets for each proposal Read & score each proposal on your own , make notes and be ready to discuss with the team

REMINDER: Goal of Proposal Review:

REMINDER: Goal of Proposal Review Fair and objective evaluation of the completeness of the proposed program

Standards & Objectivity It’s why we have these trainings and why we have a “feel factor” question!:

Standards & Objectivity It’s why we have these trainings and why we have a “feel factor” question! I know this organization and it’s good. But, it won’t get a site visit if we don’t score it high! This one is at least better than the other one !

Building Consensus: Think Together !:

Building Consensus: Think Together ! Share the “airtime”; everyone has a voice in the discussion Ask questions to gain understanding when your score differs from others’ Disagree openly and respectfully Be willing to reconsider YES you need a consensus

The Score Sheet :

1 2 3 4 5 The Score Sheet

The Scoring Sheet: :

The Scoring Sheet: Once you have completed this training, you will get an email with logon and password information to access all of the proposals . You will be able to print out copies for your preparation before the team scoring meeting and the Team Leader or Designee should be capable of downloading and typing in info into each score sheet on her computer and emailing it to Catherine Blair so she and her team can prepare for the Proposal Review & Site Visit Selection meeting.

The Scoring Sheet: NEW THIS YEAR! MUST HAVEs are itemized and…:

The Scoring Sheet: NEW THIS YEAR! MUST HAVEs are itemized and… Fundamentals: Must-have criteria Answer YES or NO to each point If you answer YES to ALL points, proceed to the score sheet and score the proposal If you answer NO to ANY points there is a NEW PROCESS: Contact your other teammates and see if they agree with your findings and come to a team consensus. If you still decide that there are “NOs” contact Catherine Blair at catherineblair1@gmail.com and STOP any further work on this proposal until you hear back from Catherine.

The Scoring Sheet: Fundamentals: Does This Proposal Meet Our “Must-Have” Criteria? :

The Scoring Sheet: Fundamentals: Does This Proposal Meet Our “Must-Have” Criteria? Includes activity that directly connects K-12 youth with artistic and/or cultural experiences that are interactive and ongoing. Engages the students’ interest, as demonstrated by observable results. Has affordable fee structures for all who wish to participate. Occurs primarily in the participants’ own neighborhoods (does not include transportation costs to move groups of children to/from arts venues). Provides opportunities to others in the local or larger community to experience and benefit from the students’ activities. Demonstrates collaboration among non-profit, public sector and/or business organizations. Requests at least $25,000

The Scoring Sheet: Details, how-to’s & all-around fun:

The Scoring Sheet: Details, how-to’s & all-around fun Rating Scale: Scoring is 1 through 5; NO ½s No decimals No Zeros! Review each number’s definition POOR – FAIR – AVERAGE – GOOD – EXCELLENT “Assessment and Comments” next to each evaluation criteria are there to help you measure the depth of the Org’s answers Let’s review each Evaluation Criteria

Question 1: Purpose of Grant :

Question 1: Purpose of Grant Program and activities Needs, problems, opportunities addressed by the program Other programs addressing these issues Challenges to the program/solutions

Question 2: Program Goals:

Question 2: Program Goals How will the program connect K-12 underserved youth with interactive arts and cultural experiences? What indicators show evidence of students’ engagement and interest in the program? Describe how the program is affordable for all who wish to participate. How is the community inspired and encouraged to appreciate, share or interact with students? What collaborative community, civic or corporate support or action will be developed and implemented? How does the program welcome, honor or reflect any aspect of the rich cultural diversity which exists throughout San Diego County?

Question 3: Target Population / Numbers Served :

Question 3: Target Population / Numbers Served Target population Geographic community Impact on the target groups either by breadth (number of people affected) or by depth (long-lasting effect) History with the target groups How will the program make arts and culture education or experiences convenient and accessible to youth in their own neighborhoods, schools or community centers?

Question 4: Measurement and Evaluation :

Question 4: Measurement and Evaluation Measurable objectives, such as numbers served. Describe the effect that the program’s arts and culture experiences have on the lives of our youth. Tools used to track the objectives. How will evaluation results be used and/or disseminated? Evidence of this program’s success, here or elsewhere, for this program or programs of this type. This program is new in some way: new to the organization, or a new component of an existing program, or an existing program in a new environment.

Question 5: Project Leadership:

Question 5: Project Leadership Key staff and volunteers’ qualifications. Experience with the target group. Other organizations and/or partners participating in the program. Their roles. Rationale for collaboration(s). Question 6: Collaboration

Question 7: Timetable:

Question 7: Timetable Timetable for this program. Realistic – meets the dates proposed. Objectives of the grant can be satisfied within the 12-month granting period.

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Uses of our grant money Long-term funding resources for the program Sustainability of the program Year two and beyond Question 8: Program Budget / Total Budget / Sustainability

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I connect with this proposal (or I don’t). Not well written, but I want to recommend. Sounds good, but something tells me “no”. Question 9: “Feel Factor” Total your score (9-45)

Questions for the Site Visit Team:

Questions for the Site Visit Team And last but not least: Do you recommend this for a site visit? If this organization is funded by SDWF is there anyone from this Proposal Review Team willing to serve as Community Liaison for follow-up?

Preparing the Proposal Score Sheet for Presentation:

Team Leader or Designee submits ONE, complete score sheet for each proposal reviewed. Completing the forms is KEY; don’t just fill in numbers! Questions for the Site Visit Team are CRUCIAL! Preparing the Proposal Score Sheet for Presentation

Proposal Review Timeline:

Proposal Review Timeline You’ll have your teams and proposals assigned by January 4 th (the live presentation date) Set a date ASAP – at the live training if possible! – to meet in person to review and create team scores for each proposal between the 5 th and the 24 th of January Deadline to submit team score sheets: January 24 th , 2009 Mtg for Proposal Review & Site Visit Selections: Tuesday February 1 st from 6pm-9pm Site Visit Training session: Tuesday February 8 th , 12-2pm at the Girl Scouts’; YES we will have an online version!

Thank you!! Any questions? Please email our Proposal Review Queen Catherine Blair :

Thank you!! Any questions? Please email our Proposal Review Queen Catherine Blair catherineblair1@gmail.com

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PLEASE JOIN US for the FUN-FILLED Case Study portion of the LIVE training: January 4 th at Noon Have lunch and meet your team too!

Final To-DO: Email Ciera “Dear Ciera: I’ve completed online Proposal Review Training and my magic word is…. AJ”:

Final To-DO: Email Ciera “Dear Ciera: I’ve completed online Proposal Review Training and my magic word is…. AJ ”