297 Chapter Appendix 17 Funders no longer award grants based on poundage of proposals. Cheryl Carter New At a Glance What Else Is It Called? • Supplementary material When Is It Used? Often, especially with federal grant proposals. Almost always, with com- plex projects and larger funding requests. Why Is It Used? The appendix exists so there is no confusion between the body of the proposal, and material that can be presented at the end of the document. The appendix is the right place for letters of support and key personnel biographies, as well as other materials that provide further illustration of important parts of the proposal. If a funder specifies what is to be in the appendix, do not add information they do not request. Keep appendix materials to a minimum. Include only information that is critical to the understanding of the proposal. Always refer to the appendix section in the body of your proposal. Don’t assume that the reader will read the appendix sections. Key Concepts • When in doubt, leave it out. • Include information the funder requests. • Include only essential material. Formatting Issues Use standard margins and 12-point type, with clearly labeled sections. Place a clearly labeled cover page before each appendix section. Normally appendices are labeled Appendix A: Key Personnel Biographies, Appendix B: Letters of Support, and so forth. Items to Include The appendix is one of the most misused sections of a proposal. Pro- posal writers seem to think that the thicker the proposal the better, when the opposite is true. The name of the game is to be concise and clear. In fact, readers have very little time with each proposal, and you risk irri- tating them with extraneous and superfluous material. It is important to think and rethink your inclusions in the appendix. As we said, when in doubt—leave it out. Some items that belong in an appendix are as follows. Biographical Sketches of Key Personnel Unless the funder tells you to put biographical sketches in the body of the proposal, put them in the appendix. Clearly label a cover page for the biographical sketches and refer to the section in the body of the docu- ment several times, so the reader does not think you have not included the information. Organization Chart If there is not room in the body of the proposal to put your project organ- ization chart, then you can put it in the appendix. Again, refer to it in the body of the proposal. Clearly label a cover page for the organization chart. Examples can be found in Exhibits 17.1, 17.2, and 17.3. 298 Appendix 17 Appendix 299 17 Research Coordinator Principal Investigator Animal Management ResearchAnalysis Head of Animal Science President EXHIBIT 17.1 Sample Organization Chart Executive Director Technical Manager Research Coordinator ABC Project Coordinator TrainingResearchCurriculum Administrative Manager EXHIBIT 17.2 Another Organization Chart 300 Appendix 17 Timeline If there is not room in the body of the proposal to put your timeline, then it can go in the appendix. Refer to it in the body of the proposal and clearly label a cover page for the timeline. Examples follow. Another example: Yet another example is shown in Exhibit 17.3. Letters of Support Letters of support should always go in the appendix. But, what are let- ters of support? Letters of support should come from partners and organ- izations who are contributing something concrete to the project itself. Anyone can get people to write, “These are good people, give them the money” letters. We call those letters attaboy and attagirl letters. The fun- ders pay no attention to those letters. However, they do pay attention to letters that indicate real support, either monetarily or in in-kind contri- butions. All partners should specify the things they are contributing to the project activities. If there is an organization or person contributing some- thing, but they are not a partner, get a letter of support from them as well. You will likely have to write the letters of support, or at least provide guid- ance, so do not leave this task until last. Letters of support should be typed Project Month Activity One Hire and train staff—set up advisory committee. Two Purchase equipment— renovate building. Three Enroll students. Four Start student classes. Five Start parent education classes. Project Month One Two Three Four Five Activity Assess river Form work Work Work Evaluate damage. crews. session. session. next steps. Appendix 301 17 on the organization’s letterhead. Paragraphs from good letters of support follow. • The XYZ Organization will provide recruitment and oversight of volun- teers for the project. In addition, we will keep timesheets on all volunteer activity. • As executive director for the ABC Agency, I have committed our organiza- tion to provide counseling services to parents of the children who are brought before the juvenile court for criminal activity. This service will be done through our community outreach program. Support groups will be organ- ized for parents who wish to participate. • The DEF Foundation will contribute $2,000 toward development of edu- cational programming for public television on the topic of consequences of drug abuse. • Design Graphics will donate expertise to develop graphics for brochures for parent education classes. Our staff will provide camera ready art for additional flyers for the project, as well. • The Small Business Association of Everett County will collect outdated computers to be refurbished by students. These computers will be donated to low-income families. EXHIBIT 17.3 Sample Timeline Activity Planning meeting. XXX Set up equipment. XX Patient intake. XX Begin therapy. X Patient tracking. XXXXXXXXX Interim report. X Project Month One Two Three Four Five Six Seven Eight Nine Ten Eleven Twelve • Volunteers from local churches will cook and serve meals to the homeless. First Baptist will coordinate volunteers and develop menus for the meals. • Noon meals will be prepared and served daily to the homeless in our Cen- tral City Recreation Center. Our center can seat 150 persons. • The local physicians exchange will provide free screenings for senior citizens for skin cancers. This will be done on the first and third Mondays of each month at local clinics. Survey, Test, and Questionnaire Results If there is a survey, test, or questionnaire that is key to your problem state- ment, then include a summary of the results in the appendix. Also include a sample survey, test, or questionnaire. Do not include all the surveys completed—only a summary of results. An example follows. State Achievement Test Results about the Plan to Evaluate State Test Results The plan for evaluating state test results calls for comparing results for students as they move from one grade to the next. This longitudinal analysis compares grade-level results from one year to the next. This is cohort analysis. In the case of both longitudinal analysis and cohort analysis, the desired out- come is that students would move from the lower categories ( below basic and basic) to the high categories (proficient and advanced). A negative value in the difference column for the first two categories and a positive value for the higher categories show that the desired outcome has occurred. Summary of Results For the longitudinal analysis, which tracks the same students from one grade to the next, the English/ Language Arts results show a reduced number of stu- dents in the below basic category for all grades except the 2000 6th grade. The Mathematics results show a reduced number in the below basic group in all grades except the 2000 7th grade. The cohort analysis, which looks at grade level results for different student groups, shows movement from the below basic category for all grade levels in Mathematics. The English/Language Arts results shows movement from the below basic cat- egory for all grade levels except Grade 8 (see Exhibit 17.4). Equipment Descriptions If there is an unusual piece of equipment in your budget, you might want to include a description and picture of it in the appendix. If you are pur- chasing a well-known piece of equipment such as a computer, there is no 302 Appendix 17 Appendix 303 17 EXHIBIT 17.4 State Test Results— Longitudinal Analysis Percent Below Basic Basic Proficient Advanced 99 3rd Grade 41 39 19 0 00 4th Grade 24.4 42.3 30.4 2.9 Difference –16.6 ϩ3.3 ϩ11.4 ϩ2.9 99 4th Grade 37 39 23 1.0 00 5th Grade 24 53 22.3 0.7 Difference –13 ϩ27 –0.7 –0.3 99 5th Grade 35 45 18 1.0 00 6th Grade 38.5 38.7 19.7 3.1 Difference +3.5 –6.3 ϩ1.7 ϩ2.1 99 6th Grade 42 47 11.0 0.0 00 7th Grade 37.3 44.7 17.3 0.6 Difference –4.7 –2.3 ϩ6.3 ϩ0.6 99 7th Grade 48 41 11 1.0 00 8th Grade 44.1 41.6 13.5 0.7 Difference –3.9 ϩ.6 ϩ2.5 –0.3 need to include equipment descriptions in the appendix—in fact, you should not include them. The following is an example. Macroscopic Chemical Imaging Systems— for Large or Irregular Samples The CONDOR family of macroscopic chemical imaging systems brings visible and NIR spectroscopy coupled with the power of widefield chemical imaging to the analysis of large or irregular samples. They are non-invasive and non- destructive platforms that can reveal and characterize original sample struc- ture. Widefield chemical imaging is combined with digital imaging techniques to provide molecular images that reveal material morphology, composition, structure and concentration. Three members make up the family of systems. The VIS model is used for measurements in the 400 to 700 nm range. The NIR-sw model covers the 700 to 1100 nm range of wavelengths. The NIR-mw allows measurements from 1000 to 1700 nm. All three can be configured for transmission or reflectance measurements. (ChemIcon Inc., 7301 Penn Avenue, Pittsburgh, PA 15208.) Lists of Advisors and Board Members If your advisors or board members will impress the funder, then you might want to include a list in the appendix. By impress the funder, we mean that the board members are either easily recognized, or have impressive credentials, in the project field. Some funders request this information and expect it in the body of the proposal. Checklist—Appendix 1 ✔ Grant maker’s requirements. ✔ Observe page limit. ✔ Number all appendix pages consecutively. ✔ Key personnel bio sketches. ✔ Organization charts. ✔ Flow charts. ✔ Timeline. ✔ Letters of support (commitment). ✔ Consultant and service contracts. ✔ Partner collaborative agreements. ✔ Survey instruments and compiled results. ✔ Focus group guidelines and compilation of results. ✔ Equipment technical specification sheets. ✔ Project advisory board member list. ✔ Tax-exempt letter. ✔ Organization’s audited budget. ✔ Organization’s board of directors. 304 Appendix 17 1 Remember that a grant maker’s directions (instructions/guidelines) take precedence over any and all other considerations. You must absolutely, positively follow the grant maker’s directions exactly, precisely, and painstakingly. Appendix Last Words If an item is not referenced directly in the body of the proposal, what is it doing in the appendix? Honestly now, do reviewers peruse the appendix in search of really cool stuff? The simple rule is that anything in an appendix must be there in response to a direct reference in the narrative. The excep- tion is, as always, if the grant maker directs that specific items be included in the appendix. Examples of Appendices for Four Projects The following four examples (17.1 to 17.4) are examples of appendices for each of the organizations profiled in this book. The elements described within this chapter are depicted in each example. 305 17 [...]... Glick, Captain Howard Fighting Fire With Education National Fireman’s Association, June 1999 Howard, Mark A Guide to Rural Fire Fighting National Fireman’s Association, March 2001 Johnson, Thomas, ed County Fire Statistics State Development Board, February 2002 Norris, Melissa Guide to Household Fire Hazards John Wiley & Sons, January 2000 322 Bibliography 18 EXAMPLE 18.4 Alcohol and Drug Abuse Program... forms and the project summary are the two proposal parts that get left to last — big mistake Forms always take much longer to complete than expected The nightmare scenario is that the person who must sign a form just went on vacation to Antarctica 329 Index A Accountability and documentation plan, 179 Advisors, 304 Appendix advisors and board members, 304 biographies of key personnel See Biographies,... is a good idea to quote it 1 Martin Berkeley and Jack Arnold Prof Clete Ferguson ( John Agar) in Revenge of the Creature, talking to Helen Dobson as she studies the creature (1955) Story by William Alland 317 18 Bibliography Formatting Issues There are many ways to do a bibliography Some examples are shown in this chapter Choose one way and be consistent in the use of it Format in standard margins and... you have actually made in your proposal Include a Bibliography, Even if You Have Footnotes Always make it easy on the reader The reader appreciates a page where the reference information is all together If your references are to have impact, they are easier to read, all on a page or two Quote Studies from the Potential Funder Remember, the funder is interested in solving the same problem as you are... cut administrative staff to cover the key positions of Project Coordinator and Site Coordinators We thank you for the opportunity to apply Sincerely, Allyson A Plummer, PhD Chairman, Sunnyvale School Board AAP/dap 307 17 Appendix EXAMPLE 17.2 Senior Citizen Wellness Center — Appendix City Hospital 111 A Street P.O Box 2002 AnyTown, AnyState 100 22 857-245-9871 Sally Stevens Project Director ABC Foundation... Association, February 2000 Macon, Margarie Physical Therapy for Geriatric Patients National Physical Therapy Association, January 2001 Sanger, Anne Bates, ed Briley County Statistics County Health Department, June 2000 Stewart, Linda Therapy for Senior Citizens John Wiley & Sons, November 2000 321 18 Bibliography EXAMPLE 18.3 Fire and Rescue Project — Bibliography Quad-County Fire and Rescue Association... Road Central City, AnyState 12345 Project Board of Advisors James Blake, AnyState Fire Chief 56 E Street State Capitol, AnyState 23456 234-765-4567 Dr John Jones, Superintendent Center City Public Schools 10 Hawthorne Street Center City, AnyState 23456 867-654-8761 Nathan Yerty, President AnyState Purchasing Managers Association 123 Oak Drive Jonesville, AnyState 67458 345-765-8793 Matthew Cox, Area... intent to distribute We enthusiastically welcome the grant project as a way of community agencies working together to stop substance abuse in its tracks We welcome the assistance We will provide space for meetings Also, we will sponsor presentations in each school We have a sizeable printing operation and will print materials, posters, training materials and brochures for the project gratis We will also... Bibliography INNER CITY ALCOHOL AND DRUG PREVENTION COMMISSION Marino, Anthony Substance Abuse Intervention Techniques National Institutes of Health, July 2001 Robertson, John Setting Up a Substance Abuse Program John Wiley & Sons, January 2001 Stevenson, Michael, ed The Substance Abuse Problem Our Nation Faces National Health Organization, March 1998 Stuart, Aileen Educating the Population About Substance...17 Appendix EXAMPLE 17.1 After School Program — Appendix Sunnyvale School District One Academy Lane • Sunnyvale, Mississippi 39200 August 31, 2004 Sarah Smith, Ph.D., Director After School Grant Program Office of Elementary and Secondary Education U.S Department of Education Washington, D.C 20500 REF: September 1, 2004 — After School Grant Program Competition Dear Dr Smith: It is with enthusiasm that . 17.3. 298 Appendix 17 Appendix 299 17 Research Coordinator Principal Investigator Animal Management ResearchAnalysis Head of Animal Science President EXHIBIT 17.1 Sample Organization Chart Executive Director Technical Manager Research Coordinator ABC Project Coordinator TrainingResearchCurriculum Administrative Manager EXHIBIT. chemical imaging to the analysis of large or irregular samples. They are non-invasive and non- destructive platforms that can reveal and characterize original sample struc- ture. Widefield chemical. Project Coordinator and Site Coordinators. We thank you for the opportunity to apply. Sincerely, Allyson A. Plummer, PhD Chairman, Sunnyvale School Board AAP/dap Sunnyvale School District One Academy Lane