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HCPSS / POLICIES

Policy 4000 – Grants

The purpose of this policy is to provide guidelines for the pursuit, acceptance, and management of grants.

Policy Document

Implementation Procedures

I. Policy Value Statement

The Board of Education of Howard County (Board) encourages the attainment of external funding from federal, State, local, or private entities that are aligned with the values and key strategies of the Howard County Public School System (HCPSS). The Board, in its commitment to equity and excellence in education, advocates for the pursuit of outside funding in the form of grants to support existing programs which seek to enhance teaching and student learning or grants for research and development of new programs aligned to the school system’s vision and mission.

II. Purpose

The purpose of this policy is to provide guidelines for the pursuit, acceptance, and management of grants.

III. Standards

  1. Board Notification and Approval of Grant Funds

    1. The Board will approve the following prior to the acceptance of funds:

      1. Grant awards for amounts equal to or above $100,000.

      2. Grant awards that require the processing and/or sharing of HCPSS student data with an entity outside of the HCPSS, except for those that are required by State and federal regulations, in accordance with Policy 3060 Student Data Governance and Privacy.

    2. The Board will be provided each January with an annual grant summary report of all HCPSS grants for the prior fiscal year.

  2. Superintendent/designee Requirements and Approval of Grant Funds

    1. The Superintendent/designee will approve all grant awards less than $100,000.

    2. Per Maryland State Department of Education (MSDE) requirements, the Superintendent will sign all grant proposals to be submitted to the MSDE.

    3. The Superintendent will sign all grants that include the addition of a full-time equivalent position.

    4. The Superintendent/designee will annually determine the rate for Federal Insurance Contributions Act (FICA) indirect costs (for grant proposals without restricted rates) upon approval by the MSDE. Other indirect costs will be determined by either the funder or the requirements of the project.

  3. Grant Management

    1. All grant applicants will submit an Intent to Submit a Grant Proposal form to the Superintendent/designee prior to completing a grant application for any amount.

    2. Grant awards that utilize a Memorandum of Understanding (MOU) as the official grant agreement with an outside entity for application, implementation, and/or fulfillment of grant will be reviewed prior to the acceptance of funds.

    3. The grant manager will complete all reports required by the grant and ensure that all awarded grants are accounted for and are used for legitimate education-related expenses solely for HCPSS students and employees.

    4. For school-based grants, the principal will serve as the grant manager and will ensure that all grants awarded to the school are accounted for and are used for legitimate education-related purposes.

    5. A record of all grants that are awarded to HCPSS will be kept by the Superintendent/designee.

    6. The grant manager will keep comprehensive records from the grant award, including completed application, notices of grant award, documentation of receipt of funds, correspondence with funder, and financial reports related to any grant in accordance with Policy 3050 Records Management.

    7. Grants will comply with federal, State, and local laws, regulations, and HCPSS policies. Specifically, the procurement of goods and services must be in accordance with Policy 4050 Procurement of Goods and/or Services.

    8. Disposal of any materials, equipment, or other supplies purchased with grant funds will comply with Policy 4080 Disposition of Property, unless otherwise specified by the provider of the grant.

    9. Grants will comply with federal, State, and local student data and data privacy protections, including those provisions identified in the Annotated Code of Maryland, Education Article, §4-131, and Policy 3060 Student Data Governance and Privacy.

    10. The requirements for grants awarded with non-HCPSS entities (other school districts, government entities, nonprofits) or grants where HCPSS is designated as the subgrantee are in accordance with Section III. of this policy.

    11. The provisions of this policy apply to all HCPSS grants. This policy does not extend to fundraisers or donations given to organizations such as Parent-Teacher Associations, booster clubs, school foundations, bargaining units, and independently chartered student organizations.

    12. Any equipment, goods, or materials purchased with grant funds are solely the property of HCPSS and must remain with the HCPSS school or facility original to the grant until the end of its useful life, and then be disposed of in accordance with Policy 4080 Disposition of Property.

IV. Responsibilities

  1. Grant applicants will complete and submit the Intent to Submit a Grant Proposal form to the Superintendent/designee prior to applying for a grant for any award amount. The Superintendent/designee will provide authorization to move forward with the grant application submission.

  2. Grant managers will ensure completion of all reports required by the grant and maintain comprehensive records in accordance with Policy 3050 Records Management.

  3. Grant managers will ensure compliant financial grant performance with the support of staff and other departments.

  4. Principals or designated school-based administrators will submit an annual report to the Superintendent/designee of all grants awarded to the school during the fiscal year.

  5. The Superintendent/designee will annually present a grant summary report for all grants received during the fiscal year to the Board.

  6. The Superintendent/designee will provide central coordination to the grants management process. The Superintendent/designee will:

    1. Collaborate with all grant managers and their teams to ensure compliant and effective administration of all grants to maximize grant funding opportunities.

    2. Ensure all HCPSS employees are informed of appropriate grants management practices, including the provisions of this policy.

V. Delegation of Authority

The Superintendent/designee is authorized to develop appropriate procedures for the implementation of this policy within the limits set forth by the policy.

VI. Definitions

Within the context of this policy, the following definitions apply:

  1. Data Privacy – The protection of student data from unauthorized creation, collection, use, maintenance, disclosure, and/or destruction.

  2. Equipment – An item that is a moveable or fixed unit (furnishing, instrument, machine, apparatus) that typically has a life expectancy of more than one (1) year, and is better to repair than replace (unlike supplies/materials which are consumed).

  3. Grant – Non-repayable funds given by an external source that requires a written proposal or other means of commitment for a particular purpose over a specific period of time.

    1. A grant can be newly awarded or provide continuous renewal of funding.

    2. A grant can be awarded based on a formula (statistical criteria with allocations for specific recipients) or awarded based on a competitive process to garner discretionary funds.

    3. The spending of grant award funds is restricted to the specific purpose(s) and time period as determined by the grantor.

    4. A grant award is not a donation, gift, sponsorship, or fundraiser.

    5. Grants can be given by a government agency, foundation, corporation, or other external source. The giving organization is the “Grantor.”

    6. For purposes of this policy, the recipient of the funds (“the Grantee”) is HCPSS (or a school or program within HCPSS).

  4. Grant Applicant – A HCPSS employee authorized by the Superintendent/designee to prepare and submit a grant proposal, report on, or prepare materials in response to a Request for Proposal or other grant attainment requirement.

  5. Grant Manager – The HCPSS employee responsible for managing the implementation of the grant in compliance with the grant agreement and applicable federal, State and local laws and policies. The principal must serve as the grant manager for school-based awards.

  6. HCPSS Employee – Any individual who is a permanent or temporary employee of the HCPSS whose compensation is paid in whole or part by the Board, including but not limited to, school-based administrators, teachers, substitute teachers, paraeducators, and other school-based and Central Office support staff.

  7. Indirect Costs –Represent the expenses of doing business that are not readily identified with a particular grant, contract, project function, or activity, but necessary for the general operation of the organization and the conduct of activities it performs.

  8. Memorandum of Understanding (MOU) or Agreement – An agreement between two or more parties used to define rules of engagement.

  9. Program Manager – Person responsible for day-to-day operation of the grant, under the direction of the grant manager.

  10. Request for Proposal – An offer distributed by a funder that solicits a written proposal for funding or other resources. (Not the same as a formal solicitation in the procurement process which invites quotes or bids.)

  11. Student Data – Any personally identifiable information relating to an identified or identifiable student.

  12. Supplies – Articles or materials that are consumed, expendable, and/or inexpensive. Supplies typically last for less than one year and are better to replace than repair.

VII. References

A. Legal

  • Md. Ann. Code, Education Article, §4-131

  • Md. Ann. Code, Education Article, §5-105(d)

B. Board Policies

C. Relevant Data Sources

D. Other

Intent to Submit a Grant Proposal Form

VIII. History

ADOPTED: June 14, 2001

REVIEWED: January 27, 2023

MODIFIED:

REVISED:

  • May 12, 2011

  • April 11, 2019

  • December 12, 2024

EFFECTIVE: December 12, 2024

Policy History Key

  • Adopted-Original date the Board took action to approve a policy
  • Reviewed-The date the status of a policy was assessed by the Superintendent’s Standing Policy Group
  • Modified-The date the Board took action to alter a policy that based on the recommendation of the Superintendent/designee did not require a comprehensive examination
  • Revised-The date the Board took action on a that policy based on the recommendation of the Superintendent/designee needed a comprehensive examination
  • Effective-The date a policy is implemented throughout the HCPSS, typically July 1 following Board action.