Launch Year Assessment Protocol

The Launch Year Assessment Protocol will include the collection and analysis of baseline, descriptive quantitative statistics as well as the collection and analysis of qualitative data through feedback requests and other anecdotal information.

Each goal will be evaluated and assessed through the outcomes generated from the goal. Frequency counts, distribution data by School, and a finance report will provide the key descriptive tools.

More advanced evaluative and assessment protocols will follow as the FSGWI develops more fully.

Crafting the Concept

The most important part of the grant-seeking process is the crafting of the concept.  The concept should address a need, provide a solution, detail the funding requirements, and explain how Ouachita in general – and the faculty/staff member in particular – is best able to give expertise to bringing about the desired outcome.  In crafting the concept, try to keep the concept paper to a single page.  This is best used as an intra-university document only.

In Crafting the Concept:

  • What is the single idea or cluster of ideas that you plan to address?
  • In what specific goals (1 or 2) and objectives (3-5 per goal) will you engage in order to address the idea(s)?
  • Who will benefit from the completion of the project?
  • Who will direct the service, plan, program, initiative or project?
  • Will others help in the effort?
  • When will the effort occur?
  • How will it be sustained over time?
  • How does the project fit within the overall department, school, and/or institution?
  • What is the scope of impact for the concept?

The concept will provide all of the information for both the internal review process as well as the information needed for the external initial Letter of Intent to a major funding agency.

Point of Action: Discuss the concept with your department chair or school dean (for department chairs submitting proposals).

Point of Action: If the proposed concept warrants a $100,000 request or greater, there should be a full review internally.  This includes sharing information with the following group:

  • Faculty/Staff Member
  • Department Chair
  • Dean of School
  • FSGWI Representative
  • Vice President for Academic Affairs
  • President

Point of Action: If the proposed concept warrants an amount less than a $100,000 request, the internal review is as follows:

  • Faculty/Staff Member
  • Department Chair
  • Dean of School
  • FSGWI Representative

Planning the Proposal

Following the crafting of the concept is the preparation of the proposal.

A proposal is the document that is submitted to a grant-making agency in response to a request. The request may be either a blanket request to all interested persons (unsolicited) or a direct request from an agency to a particular person or group (solicited). The proposal offered to an unsolicited request is a persuasive document designed to encourage serious consideration of the concept by the grant maker who may have no previous direct knowledge of the grant seeker. The solicited proposal is a response to a direct request from a grant maker related to a person or project of which the funding agency has prior knowledge.

The proposal should be prepared to the exact guidelines of the grant maker to whom the proposal will be sent. Many proposals are reviewed in the earliest stages by a grant program assistant who uses a rubric to evaluate the proposal according the solicitation guidelines. To fail to follow the guidelines could result in the rejection of a proposal at the earliest stages.

The grant maker is a friend, not a foe! The agency providing the funding sets guidelines in order to help them make good decisions for the funding of projects that fit the mission of their organization. There is a relationship between a grant maker and a grant seeker that should be fostered just as any relationship requires.


  • Executive Summary
  • Statement of Need
  • Project Description
    • Goal(s)
    • Objectives and/or Outcomes
    • Timeline/Calendar
    • Who will do the project?
    • Evaluation Plan
    • Sustainabilty Statement
    • Budget
    • Organizational Information
    • Conclusion
    • Cover Page, Title, and Table of Contents
    • Appendices
      • Board of Trustees List
      • IRS 501(c)(3) Status Letter
      • Financial Information
      • Resumes/Vitas (only by request)

The following websites provide useful proposal writing tips:

Outside Funding


The three websites below provide extensive search options for finding sources to fund proposals for most any field of interest. Each site allows the user to search by discipline. Once you have your project concept and a funding source, please contact the Development Office to discuss the next steps in the process. We are here to assist you in your efforts!


Since 1956, the Foundation Center has helped thousands of grantseekers find information about grantmakers and their funding interests. Whether you are looking for information on foundations or want to learn something about the grantseeking process, the Foundation Center can help you.


The National Database of Nonprofit Organizations
The GuideStar Web site is produced by Philanthropic Research, Inc. GuideStar’s mission is to revolutionize philanthropy and nonprofit practice with information.

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