Author: Rebecca Gridley

 

Recent recipients of the George Stout Memorial Fund Scholarship, a grant administered by FAIC that provides funding for emerging conservators to attend AIC’s Annual Meeting.

 

Introduction

Between 2011 and 2015, the Foundation for the American Institute for Conservation (FAIC) awarded $2,064,962 through 462 grants and scholarships. $428,601 of this was given out in 2015 to 91 grant and scholarship recipients. While these numbers include larger grants such as Samuel H. Kress Conservation Fellowships and publication grants, an important part of FAIC’s grant program is to provide professional development support for individuals to attend conferences and workshops and to pursue research projects. A full list of grants and scholarships is available here.

Emerging conservators are eligible for a number of these grants, including the FAIC / Tru Vue® International Professional Development Scholarships and George Stout Memorial Fund Scholarships  – the latter of which is reserved for pre-program individuals, graduate students, and recent graduates to attend professional conferences. Each grant has specific deadlines, eligibility, and application requirements – all of which are listed online. FAIC recently moved the grant application process online to make the process easier for the applicants and the reviewers.

This brings us to the subject of this post: how to improve your applications for FAIC grants! Reviewing and awarding these grants is an important but time-consuming task, so FAIC relies on AIC’s Education & Training Committee (ETC) for assistance. Conservators from different career stages and specialties volunteer to serve on ETC, which is responsible for advancing AIC members’ knowledge of conservation practices by supporting continuing education and professional development endeavors. ETC also promotes educational issues within the field.

As many emerging conservators may be new to writing grant applications, the Emerging Conservation Professionals Network (ECPN) interviewed some members of ETC to ask a few questions about the application and review process. Here’s what we learned:

 

ECPN’s Interview with ETC

1. Review Process: What happens with an application once it is submitted? Who reviews it, and who makes the final decision?

For each application cycle, the Institutional Advancement Director for FAIC calls for volunteers from ETC to review applications, specifying the deadline and how many volunteers are needed. The reviewers are usually different people based on who can commit time to the process during the application review period. Three reviewers are assigned to read each application, and reviews are conducted anonymously. The reviewers receive instructions and reminders for the unique criteria for each grant.

Taking into consideration the specific grant criteria and the benefit of the project to the applicant (among other things), the reviewer assigns points for each of the selection criteria categories and provides comments to help clarify the ratings provided. ETC members’ ratings and review of the applications ensures a thorough and fair review process.

Next, the AIC Board Director for Professional Education works closely with the Institutional Advancement Director to tally the scores and review comments by ETC and submits the recommended awards for final approval by the Executive Director of FAIC and AIC and the FAIC Treasurer. The goal is always to administer as many awards as the budget allows to support the professional growth of AIC members.

2. Audience: Who should the application be directed to? That is, who are you writing for (e.g. general audience, fellow conservators)?

Direct the application to your fellow conservators. ETC is made up of your peers — but it is important to keep in mind that ETC members come from a range of specialties. The reviewer may not know the significance of a particular project unless it is clearly defined and expressed. It is important to give details that explain the “why” —that is, why your project is relevant, timely, or important — so the reviewer can understand your thought process.

Because our field is small, there is a good chance that reviewers know some of the applicants. ETC members must also recuse themselves from a particular review if there is any conflict of interest (e.g., that member applied for a grant, or wrote a letter of support for an applicant).

ETC considers the applications based on the merit of a particular application, not with regard to whether you are a junior or well-seasoned conservator, or whether the reviewer is familiar with your work.

3. Content: What are the major points in the application text to pay attention to? What level of detail is desirable when discussing your project?

Address the grant review criteria directly and pay attention to the parts that are unique to you and your application. Set up the relevance of the project first by describing it; the project description should be brief and straightforward. Then discuss how the project benefits you professionally. This is section with the most freedom: explain how the project is appropriate to furthering your professional development. It is more important to state effectively how you will benefit from your involvement–this is the part that really distinguishes the applications from each other.

So instead of listing your accomplishments, explain what you will accomplish — either by attending the conference, presenting your work, or pursuing your research. And be clear about your level of participation and whether you are attending a workshop or conference, or presenting. While your financial need is implied—you are applying for a grant, after all—you should still mention it. It is helpful for your case if the reviewer knows that your institution does not provide professional development funding, or has not provided it for a number of years.

Describing how you plan to disseminate what you’ve gained from the project is also an important factor. This doesn’t have to mean that you’ll write a book on the subject, but FAIC is interested in the most bang for the buck: how far will the benefits go if this person is selected for funding?

4. Budget: What are the important considerations when reviewing a proposed budget? What costs should and should not be included? What is the best way to explain how you arrived at your cost estimates? What should you do if your estimated costs exceed the amount that can be awarded?

The budget needs to be complete and reasonable. Being stingy with yourself will not necessarily score you points, but you should not price out a luxury hotel and first-class flights. The Federal Government Service Administration (GSA) provides numbers that can be a great guide for drafting a budget. The online application form prompts you to consider expenses related mostly to travel and lodging, and additional explanation of expenses beyond this form is usually not necessary. While the grants don’t cover food, there is a place to fill out your estimated meal costs to show what you will be covering yourself.

Do not request for more than the maximum award; it may appear as though you didn’t read the grant description. If your projected costs exceed the maximum award, fully outline those costs and request up to the award limit. Outlining all of your costs—regardless of whether they are covered by the grant or exceed the award limit—provides valuable data for FAIC. This information can be used if grants are ever re-evaluated, and FAIC can use the budget information to advocate for higher award limits.

Having an expensive project doesn’t put you at a disadvantage. In fact, it engenders sympathy and understanding that you will have to seek additional funding or otherwise provide funds out of pocket. The better the reviewers understand the total costs, the better the committee can try to support you. The number of grants given out each cycle varies, and the goal is to provide enough support to allow the awardees to fulfill their projects.

5. Recommendation Letters: How should you select recommenders? How can you help prepare them to know what points to speak to? Do your recommenders have to be AIC members? Should they have status within AIC (PA, Fellow)?

The letters should come from someone with whom you have a professional relationship, and who will write a positive recommendation that specifically discusses how the project will benefit you. If you are unsure whether a recommender’s letter will be positive, you can ask them or ask someone else to write for you. The perceived status of your recommender is not so significant; someone who seems important in AIC does not necessarily write a better letter. The requirements for recommenders’ status within AIC vary from grant to grant, so be sure to read the application procedures section very carefully.

Providing a recommender with your current CV and a draft of your application can help them to tailor the recommendation letter to your application. Also, let your recommenders know they can fill out the Letter of Support Form [insert link] provided by FAIC, rather than writing a traditional letter. All of these materials can be submitted electronically by the recommender, so the recommendation remains confidential. The deadlines are firm, so make sure to ask for recommendations well in advance and indicate the application deadlines in your request.

For more on this topic, look at the guides ETC has developed for requesting and writing letters of recommendation.

6. General: Are there any easily fixable but common mistakes you see in applications? If your application is not accepted, what steps can you take to improve your chances next time? What are some general tips you would provide to first time grant applicants?

Do not overthink it. Your essay need not be lengthy; completeness and accuracy are what counts, so answer the questions and speak to the grant criteria directly. Be concise in making your case, and keep in mind that reviewers may read dozens of applications at a time.

Almost all of the projects and applicants seem worthy in each cycle, so it may come down to minor errors or omissions that result in an incomplete application. It does not reflect poorly on you for future applications if you not receive funding for your first application, so please don’t get discouraged.

For some common reasons why applications do not receive funding, see the great list below, provided to ECPN by Eric Pourchot, Institutional Advancement Director for FAIC.

 

Some Final Thoughts

In 2015, about half of FAIC grant and scholarship applications were funded, and the total funding awarded was 34% of the total amount requested. And—as we mentioned in our last post on the structure of FAIC and AIC—FAIC must raise the funds to support these grants and scholarships. A good portion of this comes from the Specialty Groups, AIC members, and individual donors! In 2015, $49,000 was raised through individual donations to support FAIC grants and other programs. So, if you are ever the recipient of one of these scholarships and grants, in the future consider “paying it forward” if you can by making a donation to FAIC!

We’d like to thank Nina Owczarek and Susan Russick from ETC and Eric Pourchot (Institutional Advancement Director for FAIC) for answering our questions, and Stephanie Lussier (AIC Board Director, Professional Education) and Heather Galloway (Chair, ETC) for their help reviewing this post.

If you have further questions about applying for grants, you can email: faicgrants@conservation-us.org.

 

— Jessica Walthew (Education & Training Officer) and Rebecca Gridley (Vice Chair) on behalf of ECPN

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Bonus Tips!

ECPN asked Eric Pourchot, Institutional Advancement Director for FAIC, for some common reasons applications are not funded. Keep these in mind when drafting your application!

1. The proposal did not meet the eligibility requirements or did not address the purpose of the grant or scholarship. For example, a professional development proposal might address the institution’s need for the proposed training, but not the benefit for the individual, which is the purpose of the grant. Read the guidelines carefully and think like a reviewer as you write the proposal.
2. The proposal is incomplete. Be sure to double-check attachments, any required letters of support, etc.
3. The project’s cost is out of proportion to the scale of the grant or scholarship. For example, a proposal might show $20,000-$30,000 in expenses, with no firm source of funding.  If the grant limit is $1,000, reviewers may ask how likely it is that the project will be completed.
4. The proposal has errors or inconsistencies. These sometimes can be overlooked, but when competition is stiff, a proposal that doesn’t appear to be well thought-out will often be rated lower than more polished proposals.
5. The budget is inflated, has errors, or isn’t justified. This is not always a fatal flaw, but often puts a proposal at a disadvantage.  If airfare or hotel prices are listed as much higher than what can be found online, for example, reviewers may question the overall proposal.  Conversely (but more rarely), a budget that doesn’t appear to reflect the real costs of a project may be seen as not feasible.  If there is a factor that distorts the budget, that should be indicated and justified in the narrative.  For example, scheduling might not allow the applicant to travel over a weekend, raising the cost of a round trip flight, or the applicant may be staying with friends and not require a hotel.

Recent recipients of the George Stout grant presenting at AIC’s Annual Meeting.