PREPARING A BUDGET

Once you have decided what types of programs you want to have throughout the year, the next step is to secure funding to make those programs possible. There are several sources for funds, including KESHER and the North American Federation of Temple Brotherhoods (NFTB), who together distribute Reform on Campus (ROC) Grants. See Appendix 7, or the KESHER Web page for the full grant application. Up to $750 is available for one-time events, $1,000 for year-long programming. Other places to look for funding include your local Hillel, your local Jewish Federation, student government, area synagogues, and even mom and dad! If you draw a large portion of your group from a few particular synagogues, you can write a letter to the rabbis, the sisterhood, or the brotherhood of the congregations, explaining that you are serving their congregants and that you would appreciate any help they can offer. You can even meet with key people to raise funds.

HILLEL GRANTS

The national Hillel offers a number of grants, fellowships, scholarships, and awards, all listed under "grants" at the Hillel Web Site including:

Grinspoon Quick Turn-Around Grants

Awards for student projects in any area that capture students’ immediate enthusiasm or take advantage of unforeseen occurrences on campus. This award will provide funds for any student project with clearly demonstrated Jewish relevance whose time frame does not fit into any other existing grants program. Applicants will be notified within a week of the deadline.

Maximum Grant: $500 (first $250 without matching funds). For the additional $250, $84 in matching funds must be secured. $750 maximum for the year.  For an application and more information, go to the Hillel Web Site.

Jacob Burns Endowment in Ethics — Campus Grants

Awards for campus projects that foster the transmission of Jewish ethical principles and values. Proposals must demonstrate how the project will involve students in ethical decision-making.

Maximum Grant: $4,000.  For an application and more information, go to the Hillel Web Site.

Soref Initiative for Emerging Campuses

The Soref Initiative for Emerging Campuses seeks to aid the development of Jewish life on campuses with small Jewish populations. Soref offers five different types of grants, including scholarships for international conferences, grants for regional event programming, e-mail discussion lists and Web pages, program grants, program resources, and training for Hillel advisers and lay leadership on smaller campuses. Program incentive grants are available for up to $500 per round, for programs ranging from Shabbat dinners to banners used for tabling, to regional events.

Maximum Grant: $500 per round, $750 maximum for the year.  Contact Hillel for deadline information, go to the Hillel Web Site.

Student Initiatives Committee Grants (Encouragement Grants)

Applications must demonstrate quality, student investment, implementation, and response to a demonstrated need or interesting idea. Awards will also be made for programs that replicate successful programs on other campuses. Applicants will be notified within one month after the due date.

Maximum Grant: $750.  For an application and more information, go to the Hillel Web Site.

Student Initiatives Committtee (Pitt Student Creativity Grants)

As startup funds for student-initiated, innovative projects, the Pitt Grants are designed to provoke creativity, and therefore support unique campus efforts and programs. Applications must therefore demonstrate originality as well as methodology that can serve as an inspiration to other student groups.

Maximum Grant: $2,000.  For an application and more information, go to the Hillel Web Site.
 

GRANT-WRITING TIPS

Writing grant proposals is serious business. It requires forethought, research, and a commitment of time. To produce a competitive proposal and be successful, it is important to adhere to certain basic rules.

Put yourself in the position of the person who will be reading your proposal. Try to hear your words from his or her point of view. Be concise.

Starting the Application

Ask yourself the following questions:

• Does the proposal address the specific requirements and answer the questions of the funding organization?
• Does this proposal effectively convey the information I want the recipient to know?
• Have I discussed and explained each of the goals stated in the proposal?
• Have I shown the grantor that the goals of my program are goals he or she endorses?

Budget

• Does the budget page, which will be scrutinized by the prospective grantor, accurately reflect the monetary needs for the program?
• Is all information related to requested or committed funds accurate?
• Does the budget balance?

Big Picture Thinking

• Is the overall picture I have drawn of my Hillel Foundation or campus organization one that inspires confidence in our goals and in the competency and efficiency of the group submitting the proposal?
• In merging various portions of other documents into this report, have I repeated myself? Is the proposal as concise as possible, while still being complete?

Finishing Up

• If important information needs to be reiterated, have I done so in a fashion that emphasizes rather than simply repeats?
• Is there anything in the proposal that would be better left unsaid?
• Have I done my final proofing and editing on a full printout of my material, not on a computer screen?
• To check for accuracy and avoid repetition, you need to be able to shuffle back and forth between pages.
• Have I taken the time to read the completed final draft of my application before sending it out?

It is easier to prepare a budget if you do it event by event. Remember though, to include ongoing events such as Shabbat services and weekly meetings. Be as specific as possible. The more accurate you are, the better the grant committee will be able to assess your budgetary needs and serve you. In many cases, it is fine and often necessary to charge a fee for attending an event. Make sure to list all revenue and expected income, including cosponsorships and other grant money.

A sample format is as follows:

Group Name:

University:

Contact Person:

Phone:

E-mail:

(for each event)

Event:

Description:

Location:

Date:

Time:

Goal:

Expected (or actual) Attendance:

Costs: (list by unit where applicable and then multiply for total number of people)

photocopies

phone calls

speaker fees

food

paper goods

publicity flyers, banners, etc.

van rental

mailing

admission fee

Revenue:

from co-sponsorship, advertisers, admissions charge

Subtract Total Revenue from Total Costs =

TOTAL EVENT COST:

Total all event costs = TOTAL MONIES REQUESTED

It always helps to include proof of the cost of the programs when submitting a budget. This proof might take the form of brochures from an activity, a price list, or other material from products or services you are purchasing. You might want to include additional supplemental information in your budget proposal. For instance, you could add flyers or printed publicity from past events. If you are applying to an outside source and have an advisor, you might want to include their contact information as part of the budget.

As the year progresses, keep constant track of where your budget stands. Create a form for yourself with two expense columns; one for expected, and one for actual. After each event, compare the total actual money spent to what is left in your fund, so that you can spend accurately for the next event and possibly charge an extra dollar or two if you need to make up costs.