Policy 4000 Implementation Procedures - Grants

Identify potential funding opportunities through outreach and involvement with community, philanthropic, and business entities, through relationships with federal, State, and local agencies, and through collaboration with the HCPSS Grants Office.

Identify and facilitate grant funding opportunities through information gathered directly from needs assessments and meetings with stakeholders.

Access resources and training provided by the HCPSS Grants Office for grant seeking research and grant writing.

Regardless of the potential grant award amount, HCPSS employees who intend to apply for a grant are required to complete the HCPSS Intent to Submit a Grant Proposal form and submit it to the Superintendent/designee.

The HCPSS Grants Office will prescreen the grant funding opportunity, in collaboration with the Offices of Budget, Accounting, Human Resources, Procurement, and Data Privacy (as applicable), to ensure awareness, alignment, and feasibility of implementing the proposed grant activities.

Grant applicants must complete the grant management online training course prior to the submission of a grant application. The completion of the course must occur at least annually for the lifetime of the grant.

Grant applicants should collaborate with the HCPSS Grants Office to complete a grant application.

When developing the proposed grant budget, grant applicants will follow all guidance provided by the Offices of Grants, Accounting and Budget when calculating costs of the proposed project, including indirect costs and personnel costs (salaries, wages, health benefits, retirement, etc.).

For grants requiring HCPSS to pay matching or additional funds, grant applicants must consult with the HCPSS Budget Office to confirm availability and source of these additional funds, prior to submitting the grant application.

For grants proposing to fund any salaried position, grant applicants must consult with the Human Resources Classification and Compensation Team to determine the appropriate position classification, cost, and other specifications, prior to submitting the grant application.

For grants proposing to use a third party supplier for the provision of goods and/or services in the amount of $10,000 or higher, grant applicants must consult with the Director of Procurement and Materials Management, prior to submitting the grant application, to determine the appropriate steps that must be followed in seeking a grant-related requisition.

For grants requiring the sharing of student-level information or images, and/or the collection of student-level data, grant applicants must ensure compliance with Policy 3060 Student Data Governance and Privacy.

For grants proposing to purchase any type of instructional resources (including curricula, assessments, textbooks, digital materials, and/or online subscriptions), grant applicants must consult with the Executive Director of Curriculum, Instruction, and Assessment, prior to submitting the grant application, to ensure the resources are in alignment with HCPSS Policy 8040 Selection of Instructional Resources.

For grants proposing to purchase any type of technological device or software (including laptops, desktop computers, projectors, printers, tablets, phones, online subscriptions, and/or software programs), grant applicants must consult with the Executive Director of Information Technology, prior to submitting the grant application, to ensure the device or software meets HCPSS required specifications.

The grant applicant and the Superintendent/designee may request letters of support from community organizations to be included in the grant proposal. Securing these letters is the responsibility of the grant applicant and must accompany the grant proposal.

If a partnership agreement is needed, a review from the Strategic Partnerships Office will be requested.

The HCPSS Grants Office, Budget Office, Chief Financial Officer, and the Superintendent/designee must review and approve a completed grant application package, including a detailed budget narrative, prior to the grant applicant submitting the package to the grantor organization.

After all approvals have been obtained, the grant applicant, with guidance from the Superintendent/designee, will prepare the final grant proposal and submit the grant proposal to the funding source.

If the grant proposal requests $100,000 or more in funding, or otherwise requires Board approval, the HCPSS Grants Office, with collaboration from the grant manager, will prepare a Board report, requesting approval to accept grant funding.

If the grant award does not require Board approval, it will be included in an annual summary report of all grant awards presented to the Board as an Information Item by the Superintendent/designee.

Grant awards that utilize a Memorandum of Understanding (MOU) as the official grant agreement with an outside entity for implementation and/or fulfillment of grant must be reviewed by the following HCPSS offices prior to the setup or spending of grant funds:

The Offices of Accounting and Budget will create a centrally managed account in Workday for any grant that meets one or more of the following criteria:

For school-based grant awards that do not meet the criteria above, the school principal, with approval from the Grants Administrator, may create a new sub-account within the School Activity Fund (Section 300.0.00 for Grants) where the grant will be locally managed.

Manage the implementation of the grant(s) in compliance with applicable federal, State and local laws, as well as the terms of the Grant Agreement.

Ensure that the tasks and terms set forth in the grant are completed in accordance with the approved budget and timeline.

Ensure the quality and timeliness of products, reports, financial statements, and other materials to be delivered under the terms of the grant.

Coordinate with the Superintendent/designee, the HCPSS Grants Office, and other HCPSS employees as appropriate for the completion of required evaluations, reports, billings, and audits.

All grant funds awarded to the HCPSS must be made payable to the HCPSS. The grant manager, with support from the Offices of Grants, Accounting, and Budget, is responsible for receiving grant funds, overseeing the project, accounting for grant funds, and ensuring that financial and program reports are completed and submitted to the funding source.

No grant funds will be expended prior to the receipt of the official award notification and the fully executed official grant agreement.

All grant funds awarded to a school must be made payable to that school. The school principal, with support from the principal’s secretary (or bookkeeper for high school), and from the Offices of Grants, Accounting, and Budget, is responsible for receiving grant funds, overseeing the project, accounting for grant funds, and ensuring that financial and program reports are completed and submitted to the funding source.

If a grant is for a group of schools, the designated grant manager, with support from the Offices of Grants, Accounting, and Budget, is responsible for overseeing the project, accounting for grant funds, and ensuring that financial and program reports are completed and submitted to the funding source.

The grant manager will ensure that the terms of the grant are not changed without the written authorization of HCPSS and the funding source. The grant manager will inform the appropriate division management and work with the Offices of Grants, Accounting, and Budget to follow the prescribed amendment process to seek approval on any proposed fiscal and program changes.

In cooperation with the Offices of Grants, Accounting, and Budget, the grant manager will oversee the continuation of a multiyear project and the proper termination of a completed project by ensuring that grant funds are expended. Otherwise, the grant manager will seek written authorization from the funding source to extend the life of the grant.

Grant awards may be subject to requirements in Policy 3060 Student Data Governance and Privacy, Policy 4010 Donations, Policy 4020 Fund Raising, Policy 4050 Procurement of Goods and/or Services, Policy 4080 Disposition of Property, and/or Policy 6060 Community Improvements to School Sites or School Facilities.