NORTH PENN SCHOOL DISTRICT
Administrative Regulations
2602(a) ADMINISTRATION
Administrative Operations
Grant Development and Approval
In order to offer the best educational opportunities possible for students, the North Penn School District
will encourage the development of grants to supplement and enhance existing educational programs. All
grants will be in accordance with the district vision, mission goals and strategic plan and must follow the
approval and development steps listed below.
Commitment Required
A grant proposal is a plan for change not a request for funds. The development and writing of a grant is
the beginning of a long process. If you are fortunate enough to be the recipient of a grant, the real work is
just beginning. The implementation of the grant according the prescribed guidelines and the management
of the program and finances of the program is the detailed work that you are committing to.
If a need has been identified and grant funding is desired, the following procedures and forms must be used
to clearly articulate the need and proposed implementation plan. Any grant that requires matching
funds must follow the procedures outlined for Category 2 grants regardless of the dollar amount
being requested.
Grant requests submitted to and approved by the North Penn School District Educational Foundation and
the Montgomery County Intermediate Unit Foundation will follow the established procedures of the
Foundation and therefore are not subject to the provisions of this regulation
Requesting Approval to Apply for a Grant
Employees should follow the guidelines listed below and complete Form G-1.
Category 1: Grants less than $1,000
Preliminary plans for grant applications for less than $1,000 require written approval from the
building principal and the appropriate curriculum supervisor. If a technology purchase is included in
the grant, then the preliminary plans must also be submitted to the Technology Manager for approval.
If the preliminary plans are approved, then the grant application may be developed. The
application must then be sent to the building principal and curriculum supervisor for final approval before
submission to the sponsoring organization or institution.
Category 2: Grants equal to or greater than $1,000 or grants requiring matching funds
Preliminary plans for grant applications equal to or greater than $1,000, or grants
with matching funds, require written approval from the building principal and the
appropriate curriculum supervisor. If a technology purchase is included in the
grant, then the preliminary plans must also be approved by the technology
manager. Once approved the preliminary plans must then be approved by the
Superintendent or their designee as part of a Cabinet meeting. The plans
should be forwarded to the office of the Assistant Superintendent who will
include them as part of a Cabinet agenda. This approval is required prior to
submission of the grant to the institution or organization sponsoring the grant.
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2602(b)
Approval at the Cabinet level may also involve a review of budget and financial
issues with Business Director , a review of legal issues with the District Solicitor, and
a review of the matching grant requirements – review with Cabinet.
If the preliminary plans are approved, the Superintendent will submit to the School Board of
Directors for permission to apply prior to submission.
(Form G-1 is listed on the next page.)
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2602(c)
NORTH PENN SCHOOL DISTRICT
GRANT INFORMATION FORM
FORM G1: Intent to apply for grant
This form must be completed and signed prior to forwarding to your immediate supervisor along with
the grant application.
Date:
Name:
Building/Location:
Position/Title:
Contact Information:
Email
Phone
Fax
Purpose: To facilitate the process of securing outside funding through the grant application process
Grant Due Date:
Anticipated Grant Amount:
Are matching funds required (Cabinet approval is required for any grant that requires matching funds.)?
Funding Organization: Who is offering the funding (if known)?
Estimated Budget: What are the details of the project cost?
Estimated Matching Funds:
Target Population: Who will the project benefit?
Goals or Anticipated Outcomes: What benefit will the project have on the target population?
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2602(d)
Documentation/Evidence of need: Why does the target population need this project?
Strategic Plan alignment: What part of the strategic plan does this address?
Curriculum alignment: How does this enhance into the adopted curriculum?
Objectives: What objectives need to be met in order to achieve the goal?
Required Authorization:
APPROVED FOR APPLICATION:
1)
< $1,000
Principal’s Signature
Date
2) Greater than or equal to $1,000 or requiring matching funds
Principal’s Signature
Date
Curriculum Supervisor’s Signature
Date
Superintendent’s Signature
Date
(or designee)
DECLINED FOR APPLICATION:
Principal’s Signature
Curriculum Supervisor’s Signature
Superintendent’s Signature
(or designee)
Date
Date
Date
EXPLANATION:
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Grants Awarded
Upon notification of receiving a grant award, applicant must do the following:
1. Complete grant information Form G2 Notification of Grant Received and distribute as follows:
a. Attach completed form to copy of grant award letter received from funder and approved
budget and send package to accounting department attn: Controller
b. Forward a copy of form G2 Notification of Grant Received to Coordinator of School and
Community Relations for press coverage
2. Send a thank you to the funder
Grant Implementation
1. Set up an oversight process for grant period including:
a.
b.
c.
d.
Establish grant implementation team and have kick off meeting
A timeline for implementation (if not part of the proposal)
Assign responsibilities for management and tasks
Determine methods for tracking due dates and completion of key tasks
2. In coordination with the Controller,
a. Determine method to track funds committed and spent
b. Review a quarterly budget report for expenditures to ensure funds are spent in a timely
manner and in compliance with project
3. Contact and coordinate with funder as required – this is the responsibility of project director.
(Form G-2 is listed on the next page)
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ADM. REG. 2602
7-17-14 srk
NORTH PENN SCHOOL DISTRICT
2602(e)
GRANT INFORMATION FORM
Form G2: Notification of Grant Received
This form must be completed as soon as you have been notified of receiving a grant. Attach a copy of
the grant award letter and or grant agreement and forward to the business office attn: Controller
Date:
Building/Location:
Name:
Position/Title:
Contact Information:
Email
Phone
Fax
Grantee Organization:
Purpose:
Amount Received:
Anticipated Payment Date(s):
Matching Funds committed:
Time Period Covered by Grant:
Project Manager:
Grant Implementation Team members:
Reports Due:
Due Date
ADM. REG. 2602
7-17-14 srk
Description