Guidelines

Staffing and Contact Information:

Annelle Prefontaine, Director of Federal Pgms. And Grants
50 Vine Street
E. Stroudsburg, Pa. 18301
570-424-8500

Rita Dunn, Secretary to Director
50 Vine Street Street
E. Stroudsburg, Pa. 18301
570-424-8500

The following guidelines were developed to assist staff in requesting services from the ESASD grant writer. These guidelines have been developed to ensure the most efficient use of time and to allow the greatest degree of coordination between the director and school district staff.

Time Commitment: Preparing a proposal for funding takes time, no matter how small or large the funding amount requested is. The question that should be answered is: If we receive the grant is it large enough to warrant the time used to get the grant? If we don’t receive the grant was it still worth the time we spent on it? Can the information gathered be used with other funding opportunities??

All requests for grant writing will attempt to be met by the grant writer: Priority will be given to larger grant opportunities (e.g. projects in excess of $20,000, which involve whole schools, multiple schools, the entire district, or which require multi-year support, etc.). This does not mean that you should not request assistance. Your ideas and needs are important!

Other-than–writing requests: The grant writer can provide other-than-writing services that may help meet your funding need. In most cases, these services do not require a major time commitment of the grant writer (over 10 hours). The following types of services are open to all staff and do not include a minimum funding level. They are, however, subject to grant writer’s workload and time of request.

Example of such services:

  • Critique of team or individual’s draft
  • Proposal or project editor
  • Contact with funding source program officer
  • Funding Source Search
  • Consultation

PROCESS FOR REQUESTING SERVICES OF THE GRANT WRITER

Generally, the following process should be followed whether the request is for major or minor services. This will allow for maximum collaboration of projects and ideas.

School Staff:

Each school staff should bring their ideas/needs to the school principal. The principal will coordinate the request with the appropriate district administrator and other staff as needed. Communicating your request with the principal will facilitate coordination across the school and the district. Sometimes your needs can be met by existing resources, incorporated into existing grants and/or with a similar request.

Principals:

1. Consider the amount of funding required to meet the request.

2. Determine if existing resources can meet the request.

3. Consider if the request can be incorporated into other such requests, or other schools needs, to develop a larger concept or larger request.

If you feel existing resources cannot meet the request, and it is of sufficient monetary need to justify the large time commitment then share this request with appropriate administrative staff. At this time, have a designated staff person complete the REQUEST TO ACCESS SERVICES OF THE GRANTS AND FUND DEVELOPMENT OFFICE (GFDO)- AVAILABLE ON THE WEBSITE.

4. Together, develop the general proposed project concept and consider who will serve as project team leader and project team. (For additional information on the leader and the team see page 3). The program concept should include an estimate of funds needed to carry out the project. Once these are in place, meet with the grant writer to discuss the proposed project.

5. If the request is small and resources are not available to meet the need, share the request with the grant writer. The grant writer may be aware, or may be able to locate, grants or other resources to meet this need. For small grants (generally less than $20, 00) the grant writer will serve as a resource person as stated on page 1.

Next Steps:

1. The grant writer will share all requests with the Assistant Superintendents and the Superintendent for further discussion and final approval for funding search and/or application process to begin.

2. Following the above meeting, the grant writer will contact the principal and the project team leader to discuss the current status of the proposal.

3. If the grant request is approved, the writer will work very closely with the project team and leader to fully develop the project concept, determine the amount of funds needed, and secure any partner/community support.

FACTORS THAT WILL BE CONSIDERED BY CENTRAL ADMINISTRATION 

1. Project award is sufficiently large (at least $20,000).

2. Eligibility of ESASD as an applicant is strong and fits funder’s interests.

3. OR – ESASD has strong partnership to create a consortium.

4. Project idea is consistent with ESASD goals, policies, strategic plan and standards. Potential to advance ESASD priorities.

5. Adequate resources are available to carry out the project.

6. Evidence of a strong project idea already available.

7. Leadership for the project in place and willing to work diligently and cooperatively with the grant writer.

8. Sufficient time to do a good job of proposal development.

9. Weigh the competitive odds.

10. Potential for developing important community relationships for ESASD.

EXPECTATIONS OF THE PROJECT TEAM 

1. Choose a project leader that will serve as a point of contact for the grant writer and team members.

2. Possess an in-depth knowledge of the project idea. Be committed to the project. Think creatively – out side the box.

3. Attend all team meetings with grant writer.

1. Help secure support letters when needed.

2. Be responsive to friendly critiques from the grant writer.

3. Be willing to communicate by phone, fax and e-mail.

EXPECTATIONS OF THE GRANT WRITER 

1. Funding source research- Identify possible funders that may support a particular project idea. Conduct initial inquiries to funder’s program officer (s). Identify and selectively pursue federal grant opportunities according to how the funding matches the district strategic plan.

2. Grant Guideline Assessment – Assess the application guidelines. Determine the feasibility of pursuing the grant opportunity for a specific project. Offer consultation on methods for approaching a particular funder or type of funding.

3. Fundraising Consultation- Provide consultation on alternative fundraising strategies.

4. Coordination – Serve a grant coordinator; organizing the efforts of team members and others. Assist with project development. Facilitate team discussions. Prepare proposal components.

5. Information and Referral – Provide quick question and answer sessions on aspects of grant development. Offer information and other resources to support other ESASD staff seeking grant funding.

6. Workshop/Training – Provide/ schedule staff development associated with grant development or grant proposals.

PLEASE NOTE: A COPY OF ALL WRITTEN GRANT PROPOSALS, WHETHER YOU HAVE AVAILED THE SERVICES OF THE DISTRICT GRANT WRITER OR NOT, MUST BE SENT TO THE GFDO NO MATTER HOW LARGE OR SMALL. AN ACCOUNT MUST BE SET UP BY THE DISTRICT DIRECTOR OF GRANTS AND ALL MONIES IN OR DISPERSED MUST COME FROM THIS ACCOUNT NUMBER.

THANK YOU FOR YOUR COOPERATION WITH THE ABOVE DIRECTIVES.