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Scenario: During a discussion with your library manager, she tells you about a Call for Proposals for grants that could help pay for the things you need for a new information literacy course requirement for your institution. You ask her to meet with the other librarians and any other key staff and put together a list of things that could go into the grant. You tell her that if she will draft a proposal and budget, you will review it and give her some feedback.

About a week later, she brings you a draft budget. It looks to you like she included all the important elements, but you want to make sure the budget meets the funding agency’s guidelines, so you download the Call for Proposals from the funding agency’s website and review the budget while considering these guidelines. She comments to you that she has a lot of questions about grants and grant budgets, so you tell her you will review the grant documents and assist her with understanding .

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Assignment Instructions

To complete the budget review Assignment, follow these steps:

  1. Review the websites and documents provided under the Readings link. The information from The Foundation Center will provide an overview of the grant writing and budget preparation process, and cover some key terms and concepts.
  2. Review the materials provided in the scenario above — the draft budget and the Call for Proposals — and determine if the draft budget meets the funding guidelines outlined in the Call of Proposals.
  3. Prepare a 1–2-page Response Memo to your library manager with the following elements:
    • Your feedback on her draft budget, explaining anything she needs to change — this can be done in a few paragraphs. Be sure to assimilate relevant sources.
    • A brief summary explaining whether the budget meets the funding guidelines and a rationale for why or why not based on the foundation guidelines. Be sure to assimilate relevant sources.

The length of the paper for content is 1–2 pages. The paper should be in the form of a response memo. A title page is not necessary, but please do provide a reference page following APA (6th ed.) style.

Resources:

Textbook: Barr, M., & McClellan, G. (2011). Budgets and financial management in higher education. San Francisco, CA: Jossey-Bass.

Review Chapter 2 “Primary Elements of the Budget”

Chapter 5 “Understanding Auxiliary and Capital Budgets”

Chapter 5 addresses two special cases that represent budgeting issues related to, but not directly supporting, an institution’s academic mission. Auxiliary budgets are expected to be primarily self-supporting, while capital budgets require significant planning and funding.

Web Resources

The following resources will provide an introduction to grant funding:

Proposal Writing Short Course. Foundation Center. Retrieved from http://grantspace.org/search/?keyword=Proposal+Writing+Short+Course

Introduction to Proposal Writing. Foundation Center. Retrieved from https://grantspace.org/training/courses/introduction-to-proposal-writing/

(Used with permission)

There are many guides to grant proposal writing and budget preparation available on the internet. The Foundation Center provides a wide variety of resources and support to nonprofit organizations on obtaining external funding, including these two online guides. Click through these brief tutorials to learn about the process of proposal writing, elements of grant budgets, and issues to be aware of while preparing a budget.

Manuel, R., Arseneau, B., Walsh, J., & Sargeant, K. (2002, March). Show me the money. Paper presented at the Annual Meeting of the League for Innovation in the Community College, Boston, MA. Retrieved from http://files.eric.ed.gov/fulltext/ED466745.pdf

This conference presentation uses an organized “frequently asked questions” format to address common issues in developing budgets for grant proposals.

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