Project Manager

  The Funding Process

Jump to Proposal Submission and Approval                

Jump to the Process for Administering Funded Grants

Special federal and state projects typically are funded through a proposal writing process. The proposal usually is prepared in response to a request for proposals (RFP) from a funding source, most often federal or state. The RFP is almost always classified as either a "competitive" proposal or an "entitlement" proposal, sometimes called a formula grant. The proposal submission process is described in the section labeled "Grant Proposal Submission and Approval Process" below.

Funded projects are sometimes unable to complete activities within the approved project period. This could result in project goals and objectives that are not achieved. The special projects office may make requests to the funding agency for a project extension. Project time extension requests are not automatically approved, however requests with effective documentation of the need for an extension are more likely to receive approval than requests with little or insufficient documentation.

Grant Proposal Submission and Approval Process

All grant proposals equal to or greater than $25,000 must be submitted to the School Board for approval prior to submission to the funding agency. All grant proposals less than $25,000 do not require school board approval, but must be submitted for superintendent approval. Also, contracts with external vendors require either school board approval or superintendent approval according to the same funding thresholds. The special projects office facilitates the grant proposal and contract approval processes. If school board approval is required, the School Board meeting dates for the current school year are available on-line.

The following procedures must be followed:

School Board Approval

• The school board approval request form must be completed and submitted to the special projects office according to a schedule that is available here. The completed board agenda form becomes part of the board agenda item submitted by the director of special projects.
   

• The completed grant proposal, or the pages requiring signature, are due on or before the Monday prior to the Tuesday board meeting. The same timeline applies to contracts.

Superintendent Approval

• The superintendent approval request form and any cover page that must be signed as well as a budget narrative must be submitted to allow at least one week to process and obtain superintendents' approval signature. The same timeline applies to contracts.
   

• Project managers, or their designees, are requested to be available during the board meeting in the event board members have any questions about the proposal.
   

• After a proposal or contract is signed, the special projects office will make the necessary copies and mail them to the appropriate agency, or return the signed copies for project managers to assemble into a completed proposal and mail to the funding agency. The decision about who has responsibility for this step is made on a case-by-case basis in consultation with project managers.

• When the special projects office is officially notified by the funding agency of a grant's approval, the office requests a district project number from the accounting department. The project manager is then notified in writing, identifying the project number, the name of the special projects office bookkeeper assigned to the project and the process for approving requisitions. In the event a proposal is not funded, the project manager is notified in writing.

Process for Administering Funded Grants

Special Note:  If a grant award check is sent directly to a grant recipient, such as a school or individual, the check must be endorsed and forwarded to the Special Projects Office, unless otherwise notified by the director of special projects.