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How to Review a Proposal

How to Review a Proposal. Department of Public Safety Office of Justice Programs June 2019. Why Use Volunteer Reviewers?. To include a wide variety of perspectives and experiences that can inform the grant making process &

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How to Review a Proposal

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  1. How to Review a Proposal Department of Public Safety Office of Justice Programs June 2019

  2. Why Use Volunteer Reviewers? To include a wide variety of perspectives and experiences that can inform the grant making process & make the granting process more inclusive, transparent, fair, and as free from influence and bias as possible.

  3. Who are the Reviewers? Thank you! Your time and expertise are appreciated. Governmental and community-based stakeholders Subject matter experts Community members Researchers

  4. What’s in it for you? Being a proposal reviewer is one of the best ways to learn how to write a good proposal! Learn about the grant making process Better understanding of OJP Learn about innovative programs and best practices across Minnesota Have a voice in the process

  5. Overall Expectation of Grant Reviewers Keep proposals and scores confidential – this is not public information UNTIL the grants are awarded. Review the selection criteria in the Request for Proposal (RFP) and score each proposal for how well it addresses that criteria. Report any conflict of interest to OJP and do not score proposals in which you have a conflict .

  6. Reviewing Proposals: Step 1 • Read OJP’s Request for Proposal • Become familiar with: • The goals of the RFP • The requirements of the proposals • The scoring criteria and point allocations • Read and understand the Reviewer Scoring Sheet • Please make sure to set aside enough time to review each of your proposals thoroughly. This is NOT a quick process.

  7. Reviewing Proposals: Step 2 Do an initial read of each proposal but don’t score them this time. Use this initial review of the proposals to get a general sense of what they are proposing and where to find details important for scoring.

  8. Reviewing Proposals: Step 3 Re-read each proposal and begin scoring. Use the questions on the scoring sheet to guide your scores. Make sure to write down proposal strengths and weaknesses to support your scores.

  9. Reviewing Proposals: Step 4 • Attend In-Person Review Meeting • Arrive on time & ready to discuss the proposals. • Have all scoring sheets complete and legible. • Have your conflict of interest form filled in, signed, and ready to hand in. • Group discusses strengths, weaknesses, and scoring of each proposal. • Reviewers may change scores based on discussion. • Meeting ends with group recommendations for funding.

  10. Range of Scores Scores of a perfect 100 should be rare – this means there were no weaknesses in the proposal. Just as rare is a score of 0 – this means there are no strengths in the proposal. If you do feel like a score of 100 or 0 are warranted, please document your justifications completely.

  11. Tips for Scoring Everyone scores differently – that’s ok! Just make sure to be consistent in your scoring. Only score a proposal based on the information provided – don’t assume anything. Score proposals against the criteria in the RFP– not against other proposals. No fractions or decimals – whole number scores only please!

  12. More Tips Deduct points if not all questions on the score sheet are answered. Scores should vary based on the completeness of the answers. You can deduct points for a disorganized proposal but make sure your score is primarily based on the quality of the responses. Just having an answer to each question in the RFP does not justify a high score.

  13. More Rules and Tips Proposals should make a strong case, show a compelling need and show that the proposed activities will effectively address that need. Proposals should employ promising practices and improve the criminal/juvenile justice system or crime victim services.

  14. Final Tips For every RFP process there is not enough funding to fund all proposals. There is always more than one review group scoring different proposals. It is important for reviewers to carefully score proposals. We rely on reviewers to recommend the proposals with the strongest chances of being successful.

  15. Thank you! For more information or questions please contact the Minnesota Department of Public Safety Office of Justice Programs Claire Cambridge Claire.Cambridge@state.mn.us 651-201-7307

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