Questions for the Program Officer

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Tell your program officer you have studied the program guidelines carefully and you have some additional questions. Realize, however, that your credibility will decrease if you ask questions that are answered in their written guidelines. Use this contact as an opportunity to obtain "between the lines" information. Start by asking if he or she could answer some questions now or would prefer to schedule a 10-minute call at a later time. When you have your chance to ask questions, begin by briefly describing your project, stressing its objectives and outcomes. Then ask:

1. Does the project fall within your current priorities? If it doesn't, explore different objectives that might yield a better fit or ask for suggestions of other grant makers who might be interested in your project.
2. Do you expect last year's award of $XXX to change this year? This answer should help you determine your project budget size.
3.  What is your current budget? This answer will tell you how much money is allocated to your grant program.
4. How much of that money will be available for new awards as opposed to noncompeting continuation awards? This answer will tell you how much money is actually available for new projects like the one you are proposing.
5. Will awards be made on the basis of special criteria, e.g., geography or type of organization? This answer will help to reveal any hidden agenda. For instance, they may be especially interested in receiving proposals from small organizations in the Midwest or private hospitals in the Southeast.
6. Does the program provide one-time-only support or will it permit other funding opportunities? This answer will let you know if you can go back for future funding requests or are likely to receive only one award.
7. What is the anticipated application/award ratio? These funding odds will tell you your mathematical chances for success. There are no guarantees in the grant seeking business. Funding odds are highly variable among grant programs, ranging from 5 percent to 50 percent.
8. Are there any unannounced programs or unsolicited funds to support my project? Sometimes you will discover unobligated or uncommitted funds by asking this question.
9. What are the most common mistakes in proposals you receive? Pay particular attention to the answers, for these are things you want to be sure to avoid.
10. What would you like to see addressed in a proposal that other applicants may have overlooked? Many program officers like to feel a part of the proposal development process. This question provides them with an opportunity to articulate their "pet ideas."
11. Would you review our pre-proposal (two- or three-page concept paper)? If they will (and many do), then you will have an important opportunity to better match your proposal to their priorities.
12. Would you review our draft proposal if we got it to you early? Again, a favorable response will help you cast your proposal to their expectations. Be sure to give them enough response time; don't expect them to do this three weeks before the program deadline.
13. Would you recommend a previously funded proposal for us to read for format and style? Sometimes a model proposal is helpful to review.
14. How do you review proposals? Who does it? Outside experts? Board members? Staff? This information will help you analyze your reviewer audience.
15. Should the proposal be written for reviewers with non-technical backgrounds? The level of technicality in your proposal should be geared to the background of your reviewers.
16. What percentage of your awards is made in response to unsolicited proposals? If they fund few unsolicited proposals, you may be wasting your time.
17. Can you have a copy of the Reviewer's Evaluation Form? Use the same headers and sub headers on your proposal.

Source:
Miner, Jeremy A. and Lynn E. A Guide to Proposal Planning and Writing. Miner and Associates. August 23, 2004.

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