HBDA-AP: Grants, Fund Proposals, & Applications

The staff of West Fargo Public Schools is eligible to seek external funding for initiatives through grant opportunities.  A proposal must be submitted to the appropriate Assistant Superintendent and receive authorization prior to completion and submission of the actual grant application to the granting agency.  The Assistant Superintendent for Elementary Education will review all PK-5 requests, and the Assistant Superintendent for Secondary Education will review all 6-12 requests.

West Fargo Public Schools will consider supporting proposals for grant applications that:

1. Have a purpose consistent with those of the mission and goals of the district
2. Are consistent with the district’s educational standards for students
3. Clearly reveal and evaluate any long term financial obligation to the district
4. Are consistent with district policy, school code and public law

Employees must follow the steps listed below to develop and receive approval for proposals for projects to be funded by outside sources, to submit grant applications, and to administer projects funded by outside sources.

1. The employee will review preliminary plans with his/her immediate supervisor and then develop a proposal for submission to the appropriate Assistant Superintendent.
   1. The proposal should not be more than one page, and should contain the type of grant being applied for, the project the funds would be used for, a proposed method for funding any needs unmet by the grant, a proposed method for continuing the grant initiative after funding has expired, and any other supporting data the employee deems necessary. 
2. Once completed, the proposal should be directed to the appropriate Assistant Superintendent for review.  It is the responsibility of the Assistant Superintendent to confer with any other administrator whose responsibilities may be affected by the receipt of the grant.
3. After review of the proposal, the Assistant Superintendent will provide a decision to the employee regarding the status of their project.
   1. If approved, the employee is now eligible to submit the actual grant application to the granting agency.  Note that some grant applications require signatures from district administration and/or the School Board in order to be submitted.     
   2. If denied, the employee will have the opportunity to discuss the rationale for the decision with the Assistant Superintendent. 

If the grant application is successful, the employee must:

1. Provide a signed grant application, agreement and/or contract to the appropriate Assistant Superintendent.
2. Appoint a project manager, who will be responsible for:
   1. Providing information on funded projects to the Assistant Superintendent and developing a request for inclusion of project funds in the annual operating budget. Throughout the project, the project manager will be responsible for ensuring the project’s solvency and seeing that the project is carried out in accordance with the terms of the contract.
   2. Submitting all data necessary for the establishment of an account for project funds to the business office for submission to the accounting office.
   3. Ensuring that positions funded by the grant are staffed by the personnel department; prepare reports required by the grant; ensure that all project charges are encumbered prior to the expiration date of the project; and provide general administrative oversight to the project.

Adopted: 07/26/16

Reviewed:

Revised: