PROCEDURES FOR GRANT PROPOSAL DEVELOPMENT AND SUBMISSION The checklist by lundentown

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									         PROCEDURES FOR GRANT PROPOSAL DEVELOPMENT AND SUBMISSION


The checklist below is a guideline to assist you in covering the necessary steps needed to develop and submit a
grant proposal in the San Juan Unified School District.

1. Find out all the necessary information about the requirements of the Request For Proposal (REP) when
   pursuing the grant, and establish a timeline. Contact the Special Projects/Grants office (971-7221) and your
   site administrator; indicate your interest in submitting a proposal. Calendar any necessary technical assistance
   time you may need for the proposal at that time.

2. Develop a grant proposal through a group process. Use an inclusive program development method. Talk with
   staff, community parents, district office personnel; brainstorm, hold meetings, have discussion groups (school
   site council, PTA, etc.). Keep records of these meetings including dates and sign-in sheets.

3. Ensure your proposal meets legal requirements, i.e. Blueprint for Success; district’s 3 Operational Goals,
   district policy, Ed Code, district contractual agreements and addresses your district’s department’s goals. If
   your proposal affects areas of personnel, building modifications, school instructional time, technology, indirect
   cost charging, and transportation, you need to contact the appropriate department for discussion of these issues.
   If your proposal has an evaluation component you must contact the Office of Accountability & Organizational
   Evaluation (AOE) to determine evaluation needs and any costs that may be associated with those needs.
   (Please complete the Impact Form for Proposal Development on Page 2).

4. Obtain the site administrator’s approval signature.

5. Submit a final abstract, impact form, budget, and preliminary draft of the proposal to the appropriate directors
   and/or assistant superintendents, and relevant departments, including accounting, for review; obtain their
   approval by having them sign at the bottom of this sheet. It is recommended that this be done at least two
   weeks prior to proposal deadline. If this timeline cannot realistically be met, you must schedule a meeting with
   the directors and/or assistant superintendents to discuss the proposal and establish a date for review.

6. Prepare the Summary/Background sheet for Board approval (sample and form are attached) at least 3
   weeks prior to a Board meeting. No grant/foundation monies can be accepted in the district without prior
   Board approval. Special Projects will not issue the Federal ID# without a copy of the proposed grant.

7. Prepare all application sheets requiring the superintendent or his designee’s signature, and deliver them to
   Special Projects two weeks prior to the proposal’s deadline; they will be returned to you with the signatures.

8. Submit your completed proposal (with the required number of copies) by the due date. Send one complete
   copy to the Special Projects office, to be kept on file.

Required Signatures:    _______________________________________________ Lead Writer

                        _______________________________________________ Principal or Administrator

                        _______________________________________________ Director

                        _______________________________________________ AOE-if evaluation is required

                        _______________________________________________ Accounting

                        _______________________________________________ Other
                         IMPACT FORM FOR PORPOSAL DEVELOPMENT
                     Grant proposals need to meet district and department goals and priorities


Many times grant proposals also impact district support services. These need to be considered and discussed during
the development of the proposal not after having been funded. These areas include those listed below. Please
describe how your proposal addresses these areas:

1.      District Blueprint for Success Goals, the 3 Operational Goals, and Department Priorities.
        (Linda Martin and Michael Dencavage)

        ______________________________________________________________________________________

2.      Personnel, including release time. (Diana Halpenny, Larry Graser, Vernice Womack)

        ______________________________________________________________________________________


3.      Transportation. (Nikki Hughes)

        ______________________________________________________________________________________


4.      Facilities/space, custodial, etc. (Don Meyer, Jim Palmer)

        ______________________________________________________________________________________


5.      Accounting and District Match. (Alyse DeFazio)

        ______________________________________________________________________________________


6.      Scheduling/instructional minutes. (Council Directors)

        ______________________________________________________________________________________


7.      Technology Services.    (Jim Suda)

        ______________________________________________________________________________________


8.      Other.

        ______________________________________________________________________________________

        ______________________________________________________________________________________

        ______________________________________________________________________________________
                                                                  “SAMPLE”
                          Please include ALL information as shown below. (Particularly in Personnel regarding E – Existing or N – New position)




                                                                         SUMMARY/BACKGROUND
                                                                            Date: SAMPLE

                      FUNDING        PROJECT DESCRIPTION       BLUEPRINT FOR     FUNDS      INDIRECT                                      FUNDING              DUE       CONTACT
   PROJECT TITLE      SOURCE           and RESTRICTIONS          SUCCESS       PROPOSED    COSTS & (%)      PERSONNEL INCLUDED             PERIOD    STATUS    DATE      PERSON
                                                                                  FOR

Arcade Creek         U.S.       To establish Arcade Creek      Goals 1 & 2     $95,432      $3,129       .20 FTE Teacher .......E         7/1/04 -   New      6/1/04    E.
Environmental        Dept. Of   as a working outdoor lot for                                (5.7%)                                        6/30/07                       Marquez
Education            Ed.        environmental education at
Program                         Mira Loma High School.
                                No Restrictions.
Encina H.S.          CDE/       To provide academic            Goals 1, 2, 3   $750,000     $42,750      .20 FTE Supervisor ...E          7/1/04 -   New      5/25/04   M. Berry
Bridges After        USDE       assistance and enrichment                       (5 yrs.)     (5.7%)      .75 FTE Intervention             6/30/09                       M. Koerner
School Program                  activities in an after                                                   Specialist...................E
                                school/weekend program for                                               .20 FTE School
                                Encina.                                                                  Community Worker....E
                                No Restrictions.                                                         .50 FTE ICT...............E

E = Existing
N = New
*pending Board approval
                                                                   SUMMARY/BACKGROUND
                                                                   Date: ___________________

                          FUNDING   PROJECT DESCRIPTION   BLUEPRINT FOR      FUNDS        INDIRECT                          FUNDING            DUE    CONTACT
    PROJECT TITLE         SOURCE      and RESTRICTIONS      SUCCESS       PROPOSED FOR   COSTS & (%)   PERSONNEL INCLUDED    PERIOD   STATUS   DATE   PERSON




E = Existing
N = New
*pending Board approval

								
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