Before developing a grant application/responding to a Request for Proposals (RFP): 

District Department:

Special Projects Office:

Inform Special Projects Director of possible funding opportunity of interest.

Inform appropriate department of possible funding opportunity.

Review RFP/ funding opportunity in-depth.

Review RFP/funding opportunity in depth.

Interpret and facilitate thorough understanding of all RFP and application requirements.

Contact appropriate federal, state, or local program officer for any clarifications needed.

Assess eligibility.

Assess eligibility.

Coordinate/organize pre-grant planning meeting.

Attend pre-grant planning meeting. Bring calendars.

Facilitate pre-grant meeting.

Determine whether the funding opportunity aligns with departmental/district priorities, desired enhancements.

Assess potential to compete successfully.

If “GO”-

If “GO”-

Identify leader of the application.

Contact leader of application, if not already involved.

Assure appropriate levels support development, submission, and implementation.

Develop meeting schedule.

Commit and identify key staff to serve on program design/proposal development team.

Coordinate/organize meetings.

Facilitate grant development team during all work session meetings.

Attend technical assistance workshop / conference call, if applicable.

Attend technical assistance workshop / conference call, if applicable.

Identify potential stakeholders/development team (i.e.: schools; teachers; departmental staff; etc.)

Assure identified stakeholders/development team align with RFP requirements and competitive priorities.

Make initial contact re: funding opportunity and impending meeting.

Coordinate & facilitate overview meeting.

Provide overview of program opportunity to stakeholders, potential development team.

Provide overview of funding opportunity to stakeholders, potential development team.

Participate in development team work sessions.

Coordinate development team meetings.

Facilitate all development team work sessions.

Provide follow-up support and information.

Provide program specific related data as requested.

Obtain other related data (District/Sate/National) as may be required.

Conduct data analysis/need assessment.

Facilitate data analysis aligned to RFP.

Develop Needs Statement.

During development of a grant application 

district department: 

special projects office:

Provide research-basis/research on topic to determine most effective/innovative methods, strategies/procedures to address RFP priorities.

Assist with research on topic and provide input regarding alignment with RFP.

Develop program to address all narrative requirements.

Guide program development to strategically align with grant requirements and scoring criteria.

Assist in determining goals, objectives, activities, timelines, and evaluation to assure competitive application.

 Identify necessary budget items and vendors.

Assist in the development of project budget.

Complete budget narrative in alignment with local, state, and federal requirements

Provide technical program expertise.

If taking the lead on proposal writing, prepare narrative.

Submit narrative to development team for review and feedback.

Review project narrative and provide feedback.

Revise narrative to reflect program expert input.

Identify specific in-kind and matching resources.

Assist with identification of appropriate matching and in-kind resources.

If taking the lead on proposal writing, write rough draft of proposal narrative.

Provide technical expertise and assist in the writing/editing/ refinement of competitive proposal to assure language flows, all requirements have been addressed effectively, and all guidelines have been followed.

Complete all required application forms.

Obtain appropriate authorization signatures.

Obtain letters of commitment on letterhead from key stakeholders and partners.

Assist in the development of “draft” letters of commitment as requested.

Identify Project Manager, in the event the proposal gets funded.

Provide technical assistance to assure Project Manager qualifications align to RFP requirements.

Guide Project Manager selection to enhance competitive advantage of proposal.

Provide current resumes of all employees as required for proposal ( e.g., project employees, project manager, if known, consultants)

Identify required resumes to assure competitive proposal.

If lead writer, complete Board Approval form and submit the same to Special Projects Office.

If lead writer, complete Board Approval form, and submit for inclusion in Agenda Book.

Identify contact person for Board Member inquiries and to attend Board meeting, if needed.

Provide date and time of Board Meeting proposal review to project representative.

Upon completion of a grant application 

district Department: 

special projects office:

Complete final review of proposal to assure completeness, accuracy, and alignment to RFP.

Prepare application package for submission.

Submit final proposal to funder.

Retain copy of project application.

Distribute copies of final application package to all development team members.