For all grants:

• The decision to prepare and submit a grant application must be based upon alignment with district goals, compatibility with other initiatives, and a cost/benefit analysis.
• Although the majority of district grants are written or facilitated by Grants Office staff, other departments and individuals within the district may prepare grant applications.
• The Grants Office is to be advised of all grant applications impacting the district regardless of the dollar amount and lead agency. This is to be done as soon as a decision is made to consider applying for a grant or collaborating with another agency on a grant application.
• As soon as the Grants Office is notified of an application, this information will be entered into the Grants Register.
• The Grants Office is responsible for obtaining letters of support for outside agency applications and all district signatures on grant forms.
• Copies of all completed grant applications must be submitted to the Grants Office.
• The Grants Register serves as the district's centralized information clearinghouse for grant applications. As soon as the Grants Office becomes aware of plans to prepare and submit a grant application, this information is placed on the Grants Register and funding outcomes are tracked.
• Another data base Funded Grants provides information about grants received since 2000.
• The Grants Office obtains required signatures on grant acceptance forms and forwards a Grant Award Notification to the program contact, Fiscal Services, and the appropriate Assistant Superintendent(s)/Department Heads. The Grant Award Notification Form highlights any special conditions (e.g., matching fund requirements, subcontract agreements, required conferences, etc) associated with the grant.
• The Grants Office maintains hard copies of all district grant applications and award letters. Individauls who prepare grant applications must forward copies of all applications to the Grant Office.

For grants less than $5,000:

• For grants under $5,000, the Notification of Intent to Submit Form is to be completed and forwarded to the Grants Office prior to submitting the grant application.
• Although there is no formal approval process for grants of this amount, the grant writer is responsible for consulting with their principal/department head to ensure the grant supports District goals and is aligned with other initiatives at the school/department.
  

For grants $5,000 and above:

For grants of $5,000 and above, a formal review process has been established. Prior to preparing a grant application, the grant writer(s) should complete the Request to Submit Form. This form will require the approval of the principal/department head and the Grants Office prior to initiating the grant preparation process.
Upon receipt of this form, the Grants Office will consult with other appropriate individuals in the District to ensure alignment with district activities and availability of appropriate support for proposed/required grant activities (e.g., data collection, etc.). A copy of the complete form will be forwarded to all appropriate Assistant Superintendents.

District grants of $15,000 or more require Board of Education approval prior to submission.
Agenda items for all grants requiring Board of Education approval are to be generated by the Grants Office. It is important that the Grants Office receive timely notification of intent to submit grants so that agenda items can be taken forward for approval prior to the grant submission deadline. Contact the Grants Office 6-7 weeks prior to the submission deadline for assistance on the Board agenda item