Apply for a Grant

Applying for a grant is a challenging and exciting experience. Before you begin, you might find it helpful to read this quick presentation of grant writing 101.

Step 1:

Choose the right grant program. (Already know? Go to step 2.) If you are unclear, learn more.

• Remember to make sure applications are being accepted this year by checking which grants are available.
• Review the grant program manuals before beginning your application.

Step 2:

Install PRISM, the grants application software. This is a two part process:

• Request a Login ID and Password. We will create a PRISM account for you, and your login name and temporary password will be e-mailed to you within two working days.
• Install the PRISM software. PRISM will allow you to create, edit, and save your grant application, over the Internet.

If you are unable to use PRISM, please contact your grant manager about alternative application methods.

Step 3: Start your application by logging onto PRISM and clicking the "New Application" button. The new project wizard will ask you to enter a project name and select the grant program for which you’re applying, the type of project, and the sponsor of the grant application. Applications are extensive and will require several hours to complete. You can return to the application as often as you need to complete it.

Step 4: Submit your application. To see an overview of the application process and schedule, visit the Web page for the grant program for which you are applying.

Not every element of a grant application can be completed online. A finished application includes submitting items such as a letter of authorization from your city council or other governing board, maps, and plans. 'To Do' Lists can also be found on our Forms page.

After you’ve submitted your application, an outdoor grants manager will review your application and reply to you within six weeks to let you know of any issues or incomplete information.

Step 5: Prepare a presentation for the evaluation of your project. All projects are evaluated and ranked, usually by a team of experts. Some grant programs require you to make a presentation (Salmon Recovery Funding Board projects do not require a presentation). Please note that evaluations are based not only on the presentations but also on what is conveyed verbally at the evaluation meeting. It’s important to have compelling pictures and scripts. Below are some samples:

• Review and Evaluation (Methods)
• Sample in-person presentation
• Sample written presentation

Tips for Getting Your Application Correct

A complete grant application consists of entering project information into several “tabs” in PRISM and attaching documents, such as maps and site plans to the project. There is a grant process checklist for each program that identifies the specific documents needed. Use the checklist to help ensure your application is complete. Also watch out for these common mistakes.

• Common Mistake - A one or two sentence project description.

Solution – Please do not assume the reviewers and evaluators understand the scope of the project, the goal and purpose of the project, the dynamics of the project location and general area, or why the project is important. Make sure your project description explains the scope of work and why the project is important. The description should be clear and concise and focus on the grant proposal. Generally a succinct, yet informative description can be written in two paragraphs. (Prism, Project Level, Description Tab)

• Common Mistake - Forgetting to include the match in the overall cost of the project in the project cost estimate.

  Solution – Start by selecting the work types and entering the metrics. Then carefully prepare the cost estimate, which is the project budget. These costs include the sponsor match, donations, and expected expenditures necessary to complete the proposed scope of work.

• Common Mistake – Mathematical errors between the cost estimate and funding request tabs.

Solution – Make sure the total from the cost estimate equals the total of the match plus grant amount. Staff recommends you complete the cost estimate and then review the dollars on the funding request tab to make sure they match. If not, modify as needed. (Prism, Worksite Level or Property Level, Cost Estimate Tab)

• Common Mistake – Not providing the minimum required sponsor match.

Solution – Check that the match meets the minimum requirements for the grant program. The Funding Request tab sets the grant-to-match ratio for funding and subsequent reimbursement. Review program policies in RCO grant manuals so you are clear about maximum and minimum grant requests and the percentage of sponsor match required. (Prism, Project Level, Funding Request tab)

• Common Mistake – Forgetting to attach the required maps and plans.

Solution – Attach the documents specifically required to the project application in PRISM using the “attachment wizard.” For a detailed listing, refer to the grant process checklists for each grant program. After attaching something in PRISM, make sure that it says success on the far right hand column of the list of attachments. Also, if you are having difficulty attaching a document, first try to convert it to a PDF and attach, and if that doesn't work then contact a grant manager for assistance.

• Common Mistake – Forgetting to “submit” the application by the deadline.

Solution – Start the application early. Use the verify data report in PRISM to make sure all the PRISM data fields are complete. Review the checklist to make sure you have attached all required documents. Submit your project a day or two early to avoid missing the deadline.

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