Writing Successful Grants KnowledgeBase

The Writing Successful Grants KnowledgeBase is an online resource aiding education professionals in their pursuit of public and private grants to support local programs. Its five elements contain information and resources that assist the grant seeker with developing their project, writing the grant proposal and managing the grant upon its award.

Element 1: Assess Organizational Needs and Basis for Desired Funding

Purpose: Writing a successful grant application begins with understanding the reason for seeking grant funding from a governmental agency or private foundation. If the grant seeker is a school, the organizational assessment undertaken for improvement planning may provide useful reasons for the desired funding.

The grant seekers organizational assessment must address the subject area the funding organization has an interest in supporting. In regards to a governmental grant proposal, the assessment must address the request for proposal's focus.

Element 1 outlines the tasks involved in creating an organizational assessment.

Activity 1: Take a Snapshot of Your Organization

Activity 2: Identify Broad Areas in Need of Improvement

Element 2: Outline the Project Ideas

Purpose: Developing innovative grant ideas that fulfill organizational needs is essential in a successful grant application. The successful grant application will be one that effectively matches the grant seeker's project ideas with the grant funder's interests or programmatic focus!

Activity 1: Create a Project Team

Activity 2: Conceptualize Project

Element 3: Organize for Action

Purpose: Prior to writing the grant application, the project lead should pre-plan how the application will be developed, a timeline for completing it, and an internal review process for the application. Element 3 outlines the steps in creating a road map for the application process.

Activity 1: Understand the Grant Requirements

Activity 2: Plan to Act

Task 7: Design Project Evaluation


Guideline: Evaluation addresses whether the program has accomplished what it set out to do in the way it was intended. Evaluation provides the grantee an opportunity to make mid course adjustments in their execution. The evaluation also supports requests for continued funding. For the funding source, evaluation offers a way to assess how well its resources are being utilized. The project plan should include describe the evaluation process design.

Critical Questions

The W.K. Kellogg Foundation Evaluation Handbook includes a list of five questions the foundation suggests are critical for all evaluation plans to consider over the life cycle of a project.


Possible Project-Level Evaluation Activities

This worksheet from the W.K. Kellogg Foundation Evaluation Handbook lists possible evaluation activities for each project stage from planning to policy.


Suggested Components of an Evaluation Plan

This checklist contains a list of elements that might be contained in the evaluation plan.

Evaluation Budget

This worksheet from the W.K. Kellogg Foundation Evaluation Handbook is intended to help project planners develop a budget for project evaluation.

Alternate format: PDF


Program Evaluation Planning Worksheets

These worksheets takes the grant seeker through a process of thinking through how to conduct a project or program evaluation.

Data Collection Considerations

This resource from the W.K. Kellogg Foundation's Evaluation Handbook provides a list of things to consider when deciding upon data collection methods and instruments.


Program Evaluation Standards

This link is to program evaluation standards published by the Joint Committee on Standards for Educational Evaluation.

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of student education records. The law applies to all schools receiving funds under any applicable U.S. Department of Education program. School districts should ensure all staff members and outside contractors, such as counselors and interpreters, are familiar with the applicable policies on the privacy of student records.


Protection of Human Subjects in Research

A research activity involves human subjects if the activity is research, as defined in the U.S. Department of Education’s regulations, and the research activity will involve use of human subjects, as defined in the regulations. Such activities must follow the Regulations for the Protection of Human Subjects. When developing a program evaluation, it is important to keep these restrictions in mind.

Evaluation Tips

This document contains tips for evaluators from designing the evaluation to reporting findings.

The Program Manager's Guide to Evaluation

This guide reviews the basic elements of the evaluation process. Though written to fulfill program goals of the U.S. Department of Health and Human Services' Administration on Children, Youth, and Families, it may be useful as a basic primer on evaluation.


W.K. Kellogg Foundation Evaluation Handbook

This handbook provides a model for program evaluation developed by the W. K. Kellogg Foundation.

Element 4: Develop and Submit the Grant Proposal

Purpose: The grant proposal brings life to the project idea. It is the vehicle the grant seeker uses to sell their idea to the prospective funding sources. Element 4 outlines the steps to develop and submit a successful grant application. Once the application has been submitted, follow-up with the funder is essential.

Activity 1: Develop the Project Plan

Activity 2: Commit the Proposal to Paper

Activity 3: Review and Finalize the Proposal

Element 5: Implement the Grant

Purpose: Upon receiving the grant award it is necessary to have a process in place for administering and managing the grant. Element 5 outlines the steps involved with implementing the project and fulfilling the grant's administrative requirements.

Activity 1: Administer and Manage the Grant

Activity 2: Accomplish Change

Activity 3: Evaluate Project Outcomes