District Grants Procedure

		Grants Resource Center

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District Grants Procedure

1. Intent to Apply:

The first step in the grants process is to fill out the Intent to Apply form and return it to the Grants Resource Center (GRC). As soon as you know that you will be applying for a grant, send the Intent to Apply form to the GRC.

The GRC must review all grant proposals for $20,000 or more before they are submitted to the funder. The GRC will fax the Intent to Apply form back to you with a review deadline.
The review deadlines are generally 7-10 days in advance of the funder's deadline. You must e-mail your proposal to the GRC by this deadline.

2. Grants Resource Center Review:

· Consult the Grant Proposal Writing section of this website and the funder guidelines to write the proposal.

· Have the draft of the proposal, including budget, proofread by one person involved in the program and one person who is less familiar with the program.

· Submit the proofread draft to the GRC by the deadline stated on the returned Intent to Apply form.

· The GRC will return the draft with questions and suggestions for revision. After changes have been made the GRC will approve the final draft for submission to the funder.

3. Signatures and Letters of Support:

Signature requirements are determined by the Request for Proposal or the funder’s guidelines. The GRC will obtain signatures from the Superintendent and/or Board President.

NOTE: These signatures can only be obtained after an Area Superintendent has signed the Intent to Apply form and the proposal has gone through the GRC review process.

If a Superintendent Support Letter is requested by a funder, use the template provided, include specific information about your program, and submit it to the GRC with the proposal for review: the GRC will obtain a signature on letterhead and will return it with the final proposal draft.

4. Attachments :

· Attachments are the supplemental documents that the funder requests in addition to the proposal. Attachments should be listed in the table of contents of the proposal as attachments or appendices. Some of the more commonly requested Attachments are available here.

5. Submission:

· Submission of the proposal to the funder is the responsibility of the applicant not the GRC.

· Compile all necessary documents and submit to funder on or before the deadline: note whether proposals must be delivered or postmarked by the due date.

· Send a copy of the complete proposal to the GRC to keep on file.

6. Grant Award Notification Form:

· When you have received a grant, fill out the Grant Award Notification Form submit them to the GRC with the Award Letter, Reporting Guidelines, and the check from the funder if available.

· The GRC will process the Grant Award Notification and send it to the Grants Accountant who will contact the Grants Manager with an account number.

The Grant Manager should be the person who will be responsible for overseeing the grant funded program, and for reporting to the funder.

· Send a thank you letter to the Funder.

· Follow the Funders guidelines for reporting. Use the Common Grant Report if the funder has not supplied reporting forms.

7. Contract & Subcontract Approval:

All contracts/subcontracts attached to a grant application or award must be reviewed by Legal and approved by the appropriate DPS official.
Submit contracts/subcontracts to GRC for delivery to Legal. Please allow at least 10 days lead-time for contract review and signature approval!
The list of authorizing DPS Officials, by dollar-level, is at the following link:

Policy DJA - Officials by Dollar Level

8. Grants over $250,000 per year:

Grant awards of over $250,000 per year must be approved by the Board of Education. Please email to GRC a completed Board Report or an electronic copy of the grant narrative, from which GRC may prepare a report.
Click here on Board Report Forms.

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This page was last updated: Thursday, November 9, 2006 at 3:22:17 PM

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