By Dr. Marc Smithers, Grants Development Associate (Higher Education)
Time is an important consideration for those working on grant proposals, particularly for those new to grantseeking.
How much time does it take to apply for a grant? When do grant application windows open and how long do we have before the deadline? When will we get the money that we have been awarded?
The unfortunate answer to each of these questions is: it depends. Timelines vary considerably from funder to funder, and particularly between the federal, state, and foundation levels of grantmaking. Though there are no hard and fast answers to these questions generally, there are some common timeframe characteristics for federal grants that you as a grantseeker should know to help you prepare a maximally competitive application and allow your organization to set realistic expectations for the federal grantseeking process.
Writing a Grant Application Takes Time
The first and perhaps most important aspect to remember is that grants take time. At their core, grants are a means by which funders invest in your organization and the grant application process is a way to demonstrate to the funder that your project is worthy of their investment. A rushed application often contains a poorly conceived project, misaligned goals, and/or unrealistic outcomes. Funders need to choose between hundreds or sometimes thousands of applications and can often quickly spot the difference between proposals crafted over time and those thrown together at the last minute. Give yourself ample time to develop a competitive project and craft a thorough proposal for federal opportunities. Estimates of time spent on federal proposals vary by department, with the Health Resources and Services Administration (HRSA) encouraging applicants to allow at least 40 hours for writing a grant application (https://www.hrsa.gov/grants/apply-for-a-grant/prepare-your-application), and the National Endowment for the Arts (NEA) estimating the process to take at least 26 hours (https://www.arts.gov/grants/grants-for-arts-projects/how-to-apply). To ensure you do not run out of time before the deadline, prepare to spend at least 40-60 hours preparing a federal grant application from start to finish.
Grant Application Windows are Short
While the time spent preparing a proposal can feel extensive, the window that a grant is open and accepting applications is comparatively short. The average time between the published announcement of available funding/application instructions for a federal grant opportunity, and the deadline for submission is about 45 days. This short window of time is why organizations should plan ahead, using the time before a grant is announced to begin developing a project plan, establishing partnerships, and crafting a realistic and easily justifiable budget for the initiative. The application window is enough time for an organization to draft and submit a proposal, but a maximally competitive grant application is one that an organization has been developing well before the application window has opened. Fortunately, the submission process and application content expectations for many federal programs do not change significantly from year to year, meaning that organizations can often use the previous year’s application guidance to get a head start on crafting their project plan and submission materials. Ensuring your organization is grant-ready is a way for you to, as John F. Kennedy said, “use time as a tool, not as a couch.”
Reviewing and Awarding Grant Proposals Takes Time
Just as writing a proposal takes an investment of time, the process of reviewing and awarding proposals takes a considerable amount of time. Federal departments estimate different amounts of time for reviewing and awarding proposals. The National Science Foundation (NSF), for instance, takes about six months to complete its proposal review process and announce the selected proposals for support (https://www.nsf.gov/bfa/dias/policy/merit_review/). The United States Department of Agriculture (USDA) works on a similar timeline, estimating that the review and award process takes between six and nine months (https://www.youtube.com/watch?v=yhtIK27XLsE). In general, expect that your awarded funds from federal grant programs will be made no sooner than six months after you apply.
Grants are Worth Your Time
As you consider the time needed for your organization to spend crafting a winning federal grant proposal and waiting to hear if you are awarded funds, remind yourself and your team that grants are a way you are investing in your organization. The work spent developing a compelling and innovative project, establishing or deepening collaborations with others, and seeking new opportunities will pay off. Hopefully, this investment results in an awarded proposal but even if you are not successful in your first application, the time spent planning in areas for strategic growth will benefit your organization, for future applications, and more broadly for your organization as a whole. Grants are worth investing in, both for the potential for additional streams of funding and for the ways it strengthens your organization for innovation and growth.