How to Write a Grant for HIV/AIDS

The Centers for Disease Control and Prevention estimates that more than 1 million Americans were infected with HIV as of July 2010. The United States government has spent more than $13 billion on HIV and AIDS-related research since 1986. The government isn't the only place to find funding for your research, however, as there are many private individuals and institutions focused on ensuring further developments in treatment and prevention. These donors understand the importance of research to the eradication of this disease and want to help raise the quality of life among the billions of people who suffer from HIV or AIDS worldwide.

Instructions

Preparation

• 1

  Search for open grants at the Foundation Center's online database or by referencing hospitals and other research centers. Funding directors from other institutions are likely to share their past donors or lead you to probable prospects. There are numerous foundations that reserve funding for just this cause, including the United States government.

• 2

  Certain foundations focus on finding new treatments for HIV/AIDS that reduce the amount of medications ingested.

  Contact individual foundations to acquire their specific proposal requirements. Contact information, and often the requirements themselves, can be found online at a foundation's website. Each foundation has different needs but the general proposal format is relatively consistent. See the Washington Regional Association of Grantmaker's Common Grant Application for an idea of what a proposal entails.

• 3

  Learn about the foundation's mission and particular desires. Study projects the foundation has funded in the past for insights into the foundation's goals. Some foundations favor the benefits of research to the patient, while others are looking for the relationship your research has to other diseases.

• 4

  Gather information regarding your organization as well as data proving the effectiveness of the proposed project from archives and others working on development. Organizational data may include the previous year's financial report, and staff and board lists. The data relating to your project should be tailored to demonstrate to the particular foundation how their money will fund results that match their mission. One example: Previous success rates of similar medications can show the proposed outcomes of your study to a foundation focused on treatment. This data can be acquired through numerical analysis of proposed outcomes or the success rates from previous projects.

The Proposal Executive Summary

• 5

  Include organizational information such as contact information and tax exempt number, as well as a short narrative explaining the mission and history of your group. This section gives the foundation an idea of how long you have been working and what your goals are. Include an operating budget and a description of any past relationship with the particular foundation. Organize the basic information into a "Contact" section and the narrative into one or two paragraphs.

• 6

  Summarize the proposed project and include the requested dollar amount. This section proves how seamlessly the project fits with your organization's overall mission. This is also where the actual asking takes place. This section should also be one to two paragraphs.

• 7

  The AIDS and HIV community is so large that effective research can touch many people.

  Support your point with data showing how many people will be affected, who will benefit and the purpose of the project. This is a limited but powerful chance to prove your project is worth their money. The argument for your request resides in these last few paragraphs.

The Proposal Narrative

• 8

  Highlight the issue that your program addresses and describe in detail how this particular project furthers the mission of your organization. Include an explanation of the mission itself as well as a paragraph on current programs and research. For example, explain how by researching medications for the AIDS/HIV afflicted, you are maintaining your integrity as an organization that focuses on the wellness of AIDS/HIV patients. Be sure to address the severity of the global epidemic and the necessity of your particular program.

• 9

  It is important to have numerical backup for all proposed actions.

  Describe the proposed program by detailing its purpose and implementation. Explain how it has been developed and if possible use a similar program from any organization to use as an example of the success you seek. Elaborate on the program from inception through results. Include measurable data from past years if this is a continuing program. Also include an explanation of how you are planning to measure the success of your program, such as the number of successful colonies in a particular lab research test, or the testimony of patients who take the proposed medication versus a placebo. Make sure to explain what resources you will be using, how you will attain them and who will be performing what tasks. Use charts if they are available. This should be explicit and can take a few pages to detail.

• 10

  Tell the foundation what you are planning on seeing by showing them the numbers you used to attain your proposed outcome. Your program has a purpose and the foundation wants to hear what that means in numbers. Do not be afraid to site studies from other organizations that have conducted similar research as an argument for your proposed outcome. If the medication you are developing works the way you expect it to based on your project planning, then your study should show a certain percentage of patients with improved symptoms. Use available charts or graphs for these few paragraphs.

• 11

  The decision board of the foundation needs to be swayed towards your organization.

  Prove that this program is fundamental in addressing the need stated above in a narrative summary. This is your final chance to show the foundation how imperative it is that your particular organization conducts this exact study because there is an expected success that your data has revealed and it will benefit HIV/AIDS sufferers in the way that both your organization and their foundation have as your missions.

The Proposal Financial Information

• 12

  Include the budget vs. actual spending for your organization for the previous and current year. Also include balance sheets and income statements. The foundation wants to see how well you allocate your funds.

• 13

  Every research component should be accounted for financially.

  Detail where every dollar of the proposed budget for this particular program will be spent. Show the math that got you the projected overhead costs, such as there are four researchers who get paid $30 an hour and are expected to work 100 hours on this project, therefore the overhead for these four researchers is $3,000. Also show what supplies you are expecting to purchase with the grant funding. This is often shown in chart form.

• 14

  Report any funding secured from other foundations but not funding you have applied for but haven't been awarded. The foundation will find out if the program is fully funded by somebody else eventually and will not consider funding further studies if you withhold information.

The Proposal Attachments

• 15

  Attach proof of non-profit status.

• 16

  The foundation wants to know who you are.

  Include lists of the board and staff and short biographies of pertinent staff members, such as the lead researcher, head of the board of directors or medical examiner.

• 17

  Attach the most recent annual report. The foundation will want to ensure the sound structure and success of your organization.

• 18

  Pay attention to any other attachment requests from the foundation. These can vary and may be more detailed financial information, proof of credentials from staff members or a list of collaborative organizations.

Last Steps

• 19

  Edit the proposal. Ideally you should have several people read it over, including someone who does know the proposed project intimately and someone who does not know it. This will ensure the clarity of writing as well as the accuracy of the facts.

• 20

  Grant proposals are still sent via United States Post.

  Submit the proposal only after scrupulous attention to detail. However, keep in mind that it will never be perfect. Print it on clean thick paper and notice if the foundation requested particular packaging details such as paper clips over staples. Usually you are requested to send several copies so the various board members each have their own to look over.

• 21

  Pay attention to the submission date and send your proposal on time. Foundations will not accept late proposals.

• 22

  Follow up with reports and data that the foundation requests over the program time line. They want to see how their money is bringing success to your research.