Request for proposals (RFP) – the funding source publishes a notice about a grant opportunity.
Inquiry – the Grants Office contacts the funding source and gets more information about the opportunity, then meets with the Director of Academics about the possibility of pursuing the grant and seeks support
Decision to apply – School leaders or administrative personnel check with the Office of Grants Management to determine whether the grant is open for application. Generally, a local or regional foundation or corporate opportunity is open, and will accept more than one application from the district. Most national foundation opportunities are open to the district rather than schools. State and federal grant opportunities are open only to the district. Schools that wish to participate in a state or federal grant application should call the Office of Grants Management and request to be a part of the planning process.
Proposal development – a team agrees to a plan that will meet the funding source’s requirements, a supervisor (principal) approves the plan and a writer prepares a proposal and a budget. If using technology, involve the Office of Instructional/Information Technology.
Proposal submission – the proposal is submitted to the Office of Grants Management for approval by the Superintendent and submitted to the funding source three (3) days prior to the deadline set by the funding source.
Grant award – the funding source decides to award the grant and sends and award notice to the Superintendent’s office.
Account set up – An award letter is forwarded to the Office of Grants Management. The contact person listed on the applications is notified of the award and the budget is prepared for posting with LDOE. NOTE: Although proposed budget was submitted with the application, a Budget Detail and Budget Summary must be submitted to LDOE Grants Management for posting and final approval. Refer to Attachment 5- Budget Summary/Budget Detail. Schools, offices/departments cannot receive money directly. Once the posted award has been approved, the Office of Grants Management provides copy of the award notification and approved, posted budget to the designated grants accountant to set up an account. Grants and gifts may not be placed in school activity accounts.[1]
Funds expenditures – the school office/department uses the money to carry out a program for project during the time allotted by the funding source. Positions are filled, stipends are paid, goods and services are purchased, and the money is used for the purposes for which it was awarded.
Reporting to funding source – Individuals or schools responsible for the grant are responsible for the collecting data about activities and results of the grant program ad reporting to the funding source.
Sustaining the funded program – successful programs can be sustained by moving some or all elements to other funding or by obtaining another grant. There is no guarantee of sustainability.
[1] Exception to this rule is the Laura Bush Foundation Grant