Greetings to GrantLessons!
Training is a word that makes my hair stand-up! It has a connotation of walking down the halls in a Catholic school in a straight line to the next classroom which I learned to do. Training also sends a picture of doing sit-ups to improve my physical appearance. Training also sends pictures of making hospital beds over and over until I got the mitered corners right. As we look at developing the longevity of our team we need to understand how to go about training now for our successors. This is really not an academic or physical process. It is also known as OJT or “on the job training”.
If you keep all the information in your head about what you have learned about writing applications and developing a team around the process you need to answer the next question. What happens to the chapter process if for some reason you no longer want to participate or can not participate?
It is really simple, training is needed for team longevity. Each position that we previously have discussed, chairman, secretary, researcher, grant writer, and auditor needs a list of tasks that they are doing and have it placed in a checklist. The one developing the list needs to be knowledgeable about the requirements of the position. These tasks will be slightly different for each team. It takes some time to learn about the application writing processes both researching and writing applications. So it is better if the team chooses to have those who have mastered the skills to stay intact and make sure before a member leaves that someone else is ready to step in and start running with the baton.
Here is a start for a checklist for each of the positions we have been discussing over the last few weeks.
•Familiar with chapter bylaws, standing rules, Board policies and National Assistance League policies
•Appoints a Vice-Chairman and Secretary
•Includes auxiliary member as part of committee
•Encourages shared responsibility among committee members
•Completes an annual evaluation of the committee’s work
•Secures all signatures needed for grant agreements
•Prepares Board reports
•Able to step in as necessary during an absence of the Chairman
•Takes and distributes minutes of meetings
•Files minutes in an online file management system, i.e. Dropbox
•Provdes copies of minutes at meeting
•Submits list of funded grants and corporate contributions to Marketing Committee for publication
•Prepares articles for chapter newsletter as needed
•Reviews applications and edits as needed
•Maintains Chapter’s GuideStar profile
•Idenitifies potential funders
•Conducts research to find funders on GrantStation or Foundation Directory Online
•Evaluates potential funders and makes recommendations to committee
•Assists with computer issues, i.e., importing documents into an online application
•Maintains the Chapter’s grant list that identifies progress of all applications
•Provides training as needed on grant writing process
•Ensures that all grant deadlines are met
•Evaluates potential funder’s guidelines for appropriateness for writing an application
•Identifies application deadlines
•Makes contact with funder staff, as appropriate
•Completes applications and mails or submits online
•Makes copies and files application
•Reviews files monthly to ensure that all paperwork is filed
•Reports any discrepancies to committee members
•Completes an audit of the files annually to ensure all documents are filed
Working toward sharing the responsibilites of researching and completing applications means that your team can write more applications and in the long run make more money for those in your community that need it 😉
Just thought I would mention that my tulips are raising out of the ground, Spring is on the way!
Catch me when you can and I will catch up with you soon! Sandie