MPS Protocol for Securing Grants
November 2014 Edition II Milwaukee Public Schools Protocols for Securing Grants This booklet provides information for principals, school leaders, partners, and district administrators about the standard operating processes and procedures for seeking and securing grant funds for Milwaukee Public Schools. Milwaukee Public Schools 5225 W. Vliet St. Milwaukee, WI 53208 Protocols for Securing Grants Table of Contents INTRODUCTION.................................................................................. ii Contact Information ........................................................................ iii SCHOOL-BASED SMALL GRANTS .................................................. 2 Definition of a School-Based Small Grant...................................................2 Steps to Develop a School-Based Small Grant ..........................................2 Processing an Award ..........................................................................................7 Program and Fiscal Responsibility ...............................................................9 Development Process ...................................................................................... 10 DISTRICT GRANTS ...........................................................................11 Definition of a District Grant ........................................................................ 11 Steps to Develop a District Grant................................................................ 11 Identification of Opportunities .................................................................... 16 Recommendations ............................................................................................ 17 Partnership Grants .........................................................................18 Definition of a Partnership Grant ............................................................... 18 Collaboration with External Partners....................................................... 18 Research................................................................................................................ 18 Steps to Develop a Partnership Grant ...................................................... 20 District Engagement in Partnership Grants ........................................... 23 Letters of Support ............................................................................................. 24 Forms ...................................................................................................25 Grant Intent Form ............................................................................................. 25 Partnership Grant Intent Form ................................................................... 27 Specification Sheet............................................................................................ 29 Gift to School Form ........................................................................................... 31 Assistance in Seeking and Securing Grants ............................ 32 Nondiscrimination Notice ............................................................ 35 i Protocols for Securing Grants INTRODUCTION ii Protocols for Securing Grants Contact Information Department of Grants Development Services Marie Thompson, grants manager [email protected] 475-8203 Gretchen Schuldt, grant coordinator [email protected] 475-8712 Jennifer Roberts, grants-development coordinator-curriculum [email protected] 475-8696 Jace Williams, grants planning assistant [email protected] 475-8260 iii Protocols for Securing Grants School-Based Small Grants Milwaukee Public Schools Grants Development Services SERVICES Milwaukee Public Schools Grants Development Services staff members assist school- and central services-based teams with securing external funding successfully. Grants development staff members help to ensure that grant programs align to the district needs and priorities. To fulfill this work, grants development staff, under the leadership of the Superintendent and Office of Innovation, will: 1 adhere to established district administrative policies and procedures; provide a forecast of district grant opportunities to the Superintendent and the senior executive staff; participate on district grant development teams; facilitate a request for proposal process for grant partners; provide feedback on draft proposals; report award results to the administration and the Milwaukee Board of School Directors; monitor the status of grant projects; facilitate the grants listserv; and provide professional development on grant writing. Protocols for Securing Grants School-Based Small Grants SCHOOL-BASED SMALL GRANTS Definition of a School-Based Small Grant A school-based small grant meets all of the following criteria: Activities will align fully with the goals and objectives of the school improvement plan, and with school-system priorities. The grant award amount is less than $5,000. Steps to Develop a School-Based Small Grant Step 1: Identify School-based staff and potential partners will bring opportunities to the principal/school leader. If the principal/school leader determines the opportunity is worth pursuing, then the grant intent form goes to Grants Development Services, which will then forward it to the regional superintendent. If the principal/school leader determines that the grant is not worth pursuing, the process ends. 2 Protocols for Securing Grants School-Based Small Grants Step 2: Prioritize Before potential applicants seek school-based grants, principals/school leaders must gain approval from their respective regional superintendents. The approval process begins with the principal providing a grant intent form to Grants Development Services (see the “Important Forms” callout menu at http://mps.milwaukee.k12.wi.us/en/District/AboutMPS/Departments/Office-of-Innovation/Grants.htm). 3 The grants development then edits, proofreads, and forwards the grant intent form to the regional superintendent for signature. Protocols for Securing Grants School-Based Small Grants If the regional superintendent determines that the school should not seek the funding, the process ends. If the regional superintendent signs the grant intent form, the grants department assigns a grant coordinator to the grant to assist with the grant development process. Step 3: Establish a team After the regional superintendent returns the signed grant intent form to Grants Development Services, the principal/school leader should identify staff members to serve on the project development team, and one team member to serve the project lead. Step 4: Develop the Proposal The school-based development team will write the proposal, with assistance from Grants Development Services. The school development team should work together to: create a specification sheet outlining the technical requirements of the grant, including the grant’s required narrative sections and associated point totals 4 Protocols for Securing Grants School-Based Small Grants (teams can locate a specification sheet template at https://mconnect.milwaukee.k12.wi.us/MPSIntranet/Departments/Innovation/Grants-DevelopmentServices.htm in the “Resources” callout menu); create a timeline that allows for the proposal with grant submission at least one week before the deadline; create a project design concept; identify potential partners; meet with all key stakeholders (internal staff and external partners) to discuss the grant opportunity; develop a work plan (a table aligning goals, objectives, activities, timeline, person[s] responsible, and evaluation); and complete assigned tasks. The project lead will: assign development tasks tied to the grant timeline; provide the principal with a copy of the application materials that the team developed; ensure that the team meet grant deadlines; review grant sections written by team members and provide feedback; and organize the draft narrative and executive summary). 5 Protocols for Securing Grants School-Based Small Grants Step 5: Review the Proposal Review of the principal. The principal will review and approve the proposal. The principal then submits the proposal to Grants Development Services. Grants Development Services reviews and forwards proposal of the Superintendent for signature (if applicable). If the proposal requires a district signature (executive director, district administrator, LEA administrator) then the Superintendent must approve it. All grant requests for the Superintendent’s signature require requestors to provide a copy of the proposal, the budget, executive summary, and signature page(s) to the grants manager, at least 10 days before submitting the proposal to the funder. Grants Development Services staff will review and edit all documents, secure the Superintendent’s signature, and notify the school when the signature is ready. 6 Protocols for Securing Grants School-Based Small Grants Signature of the Board of School Directors (if applicable). At least six working days before submitting the grant to the funder, Grants Development Services staff will provide the Office of Board Governance with a memorandum containing a summary of the application, a copy of the complete proposal, and any required signature pages already signed by the Superintendent. Step 6: Submit The school team will be responsible for the timely delivery to Grants Development Services staff that will be responsible for delivery or electronic submission of the final proposal, and distribution of copies to key school personnel and partners. Processing an Award Gift or Grant A small award (less than $5,000) classifies as either a gift or a grant. Process the award as a gift if: the award is not state or federally funded; grant funds will not pay for salaries; award funds do not require matching funds; and the funder does not require financial reporting. Process the award as a grant if: the grant is from state or federal funds; a portion of the grant funds will pay for salaries; award funds require matching funds; or 7 Protocols for Securing Grants School-Based Small Grants the funder requires financial reporting. How to Process a Gift or a Grant Gift: To process an award as a gift: 1. Send a Report of Gift to District / School From Outside Source form to the Office of School Administration at [email protected]. You can find the form at http://mps.milwaukee.k12.wi.us/en/District/AboutMPS/Departments/Office-of-Innovation/Grants.htm in the “Important Forms” callout menu. 2. Deposit the money in the school checking account. Grant: To process the award as a grant: 1. The grants department requests that an awardee completes the grant award form, attaches a copy of the award notice, and submits them to the grants manager. 8 Protocols for Securing Grants School-Based Small Grants 2. Contact the categorical grants accounting specialist at (414) 475-8486 to set up the grant budget. Spending can only begin once the budget has establishment in IFAS. Program and Fiscal Responsibility Whether a gift or a grant, the principal/school leader is responsible for program and fiscal oversight. The grant implementation checklist should be used as a reference for grant implementation. Whether the proposal is a school or partnership grant, the process remains the same. Recommendations for the Development Process Seek funding sources Complete a grant intent form or a partnership intent form (see “Important Forms” at http://mps.milwaukee.k12.wi.us/en/District/AboutMPS/Departments/Office-of-Innovation/Grants.htm) Check intent form for clarity and correct spelling, grammar, and punctuation before sending to the grants department Wait for approval from the regional superintendent before applying for a grant Start the grants process early Ask for volunteers to help develop and write the grant proposal Identify the development team and project lead Brainstorm projects; visual mapping is helpful Complete work plans for projects Distribute grant application Review with team 9 Protocols for Securing Grants School-Based Small Grants Development Process 10 Receive principal and regional superintendent approval on the grant intent form to begin the grant development process Schedule an initial meeting with the working team and grant development coordinator Provide an agenda for each meeting Create and allow team members access to the grant submission calendar Assign team members sections of for proposal development Provide drafts for review before meetings Provide constructive feedback Plan time for proposal review Plan ahead to obtain required grant application signatures Submit executive summary, narrative, and signature pages to the grant coordinator assigned to the project Protocols for Securing Grants District Grants DISTRICT GRANTS Definition of a District Grant A district grant is one that aligns with MPS’s strategic plan and is at least $5,000. District grants may include one or more of the following criteria: Funding source requires financial reporting Grant requires cash or “in-kind” matching funds, or commitment of Milwaukee Public Schools’ resources Grant funds are to be used to employ personnel (FTE) The funding source may be either state, federal, foundation, or corporation Grant projects provide opportunities for applicants to collaborate with community partners to create solutions, and to support the district’s educational mission. Steps to Develop a District Grant Step 1: Identification Milwaukee Public Schools staff will bring opportunities to Grants Development Services through the grant intent form (see also http://mps.milwaukee.k12.wi.us/en/District/Initiatives/StrategicPlan.htm in the “Important Forms” callout menu). Step 2: Prioritization Grants Development Services will provide the grant intent form, or partnership intent form, to the Superintendent and the appropriate senior executive staff. The Superintendent and/or the senior executive staff will determine if the District will move forward with the grant development process. If the Superintendent and/or senior executive staff determine that Milwaukee Public Schools will not pursue the grant, the process ends. 11 Protocols for Securing Grants District Grants If the Superintendent and the senior executive staff determine that Milwaukee Public Schools will pursue the grant, then staff will proceed with the following development steps, beginning with establishing a team. Step 3: Establish a Team The senior executive staff will appoint a project lead to oversee the writing of the grant application, which usually includes developing a description of needs, a program plan, timelines, a description of methods of implementation and a plan for program evaluation. The project lead will identify a grant development team. Grants development staff will meet with the project lead and the development team. The grants development staff and project 12 Protocols for Securing Grants District Grants lead/content specialist will attend technical assistance meetings and meet with program staff of the funding source, if possible. The following offices are often involved in the creation of grant proposals: Office of the Superintendent Provides strategic direction, supports school improvement and develops and organizes community and business partnerships Curriculum and Instruction Directs curriculum and teaching, provides for specialized services, and manages college and career readiness Office of School Administration Provides leadership support and accountability, manages contracted school services, directs school safety and organizes extended learning opportunities Office of Human Capital Services Oversees the following services: labor relations, recruitment, staffing, and employee evaluation Office of Innovation Researches, promotes, and fosters innovative educational programs and practices designed to accelerate student achievement, manages research and evaluation, oversees grants, and Organizational Development Office Office of Operations Administers environmental services, facilities design and planning, recreation, transportation, technology and nutritional services Office of Finance Manages services include budgeting, risk management, grants administration and procurement 13 Protocols for Securing Grants District Grants Step 4: Develop the proposal The grants department staff will: (a) create a specification sheet (an outline of the technical requirements of the grant, which teams can locate in the “Resources” callout menu at https://mconnect.milwaukee.k12.wi.us/MPSIntranet/Departments/Innovation/Grants-DevelopmentServices.htm) based on the request for proposal (RFP); (b) develop a template with the grant questions; and (c) work with the grant-writing team to create a timeline for completing the proposal. The grant development team should hold an initial internal meeting to determine the timeline for completion, create a project design concept, identify internal staff to help plan, and identify potential partners, including an external evaluator, if needed. External partners need approval through a competitive bid, or request for proposal (RFP) process, in order to qualify to be in a grant for a contract over $10,000 over the life of the project. After the initial internal meeting(s), the identified project lead will convene a meeting of all key stakeholders (internal staff, approved external partners and the identified evaluator), to discuss the grant opportunity. Grants Development Services staff will guide the team through the requirements and format of the specific RFP. The grant-writing team and partners will develop a logic model and assign development tasks tied to the timeline. Grants Development Services staff and the project lead will coordinate with all appropriate Milwaukee Public Schools offices. Grants department staff will provide information, including copies of the RFP, to stakeholders. The project lead will organize the draft narrative and an executive summary. The executive summary is necessary to secure the Superintendent’s signature. 14 Protocols for Securing Grants District Grants Step 5: Review Review by Grants Development Services At least 10 working days before the deadline, Grants Development Services staff will review and edit the draft of the completed proposal and budget, to ensure that the proposal articulates a coherent program that is in alignment with Milwaukee Public Schools’ priorities. The grants department staff will provide feedback, and additional assistance to the team, if necessary. Review and Signature of the Superintendent (if applicable) At least eight working days before the deadline, grants department staff and the project director will provide the Chief of Staff and the Superintendent a memorandum highlighting the proposal’s important details, an executive summary, and any required signature pages. Signature of the Board of School Directors (if applicable) At least six working days before the deadline, the Grants Development Services Department staff will provide the Office of Board Governance with a grants memorandum, any documentation that requires the board to take any action if the grant obligates the District to do so, a copy of the complete proposal, and any required signature pages. Step 6: Submit The grants department will be responsible for the timely delivery or electronic submission of the proposal, and distribution of copies to the relevant Milwaukee Public Schools personnel and partners. 15 Protocols for Securing Grants District Grants Flowchart: Applying for District Grants Identification of Opportunities 16 Milwaukee Public Schools staff identifies grant opportunities through various means (networking, mailings, listservs, and websites). Protocols for Securing Grants District Grants The first step toward pursuing a grant opportunity is to fill out a grant intent form and deliver it to the Grants Development Services Manager (see the “Important Forms” callout menu at http://mps.milwaukee.k12.wi.us/en/District/AboutMPS/Departments/Office-of-Innovation/Grants.htm). The grants development manager will present the grant opportunities to the regional superintendent for approval. The senior executive staff makes a strategic decision whether Milwaukee Public Schools will pursue the grant. If the senior executive staff approves pursuing the grant, the grants department will assign a coordinator to the project and the grant development process begins. Recommendations 17 Ensure timely submission of grant proposals. The identified project lead may want to work with the supervisor to identify a writing team. The writing team, collaborating with the grants department, may want to create a timeline for submission. The writing team should work together to create a framework for the project. Early in the process, the grant writing team may want to identify partners, plan with partners, and request required partner documentation. Create drafts during the development process to share with team members prior to meetings. Plan ahead to obtain required signatures early. A grant intent form, executive summary, and project narrative are requirements for obtaining the Superintendent’s signature (see “Important Forms” at http://mps.milwaukee.k12.wi.us/en/District/AboutMPS/Departments/Office-of-Innovation/Grants.htm). Protocols for Securing Grants Partnership Grants Partnership Grants Definition of a Partnership Grant A partnership grant is one in which an organization outside of the District is the applicant. Upon award of the grant, the outside organization is the fiscal agent. In a partnership grant, Milwaukee Public Schools District staff work collaboratively with the applicant organization in the development of the grant to ensure its alignment with the District’s strategic plan. Each partnership grant will have a central service staff member assigned to it as a contact person. Collaboration with External Partners The Superintendent and the District’s senior executive staff must have ample time to review and approve partnering opportunities to ensure the proposal’s alignment with the strategic direction and capacity of the District. Research MPS has a process for external organizations conducting research within Milwaukee Public Schools, whether a grant funds the research or not. All research conducted in Milwaukee Public Schools must have approval through an IRB type process. A Mediasite presentation, “Conducting Research in MPS,” can be found at http://mslweb.milwaukee.k12.wi.us/Mediasite/Catalog/ca talogs/default . Research information can be found at: http://mps.milwaukee.k12.wi.us/en/District/Initiatives/Re search-Development/Conducting-Research-in-MPS.htm and an application is located at: https://mpsresearch.co1.qualtrics.com/SE/?SID=SV_dnZc9 KRDks2Kjlz. 18 Protocols for Securing Grants Partnership Grants Milwaukee Public Schools has a policy on conducting research in the District. Policy requires that requests to conduct research to meet the following criteria: (a) Significance: Focuses on matters of concern and potential usefulness to the District, and promises worthwhile contribution to the field of education. (b) Alignment: Is consistent with the District’s Strategic Plan and goals, as well as with local values and standards. (c) Design: Basis is on an adequate conceptual framework, research questions, data collection, analysis, and inference procedures. (d) Protection of Human Rights: Has the approval of the Human Subjects Committee of the sponsoring university or other sponsoring organization, demonstrates procedures for informed consent to participate, maintains confidentiality of information pertaining to students, staff, and the District. (e) Logistics: Entails minimum disruption of district, school, and classroom operations. Requires a minimum of time contribution from students and staff. (f) Reporting: Proposes clear and timely arrangements for the dissemination of results to District staff. (g) Costs: The research applicant shall assume responsibility of any additional costs to the District related to the proposal (e.g., duplicating or programming). 19 Protocols for Securing Grants Partnership Grants Steps to Develop a Partnership Grant Step 1: Identification Milwaukee Public Schools staff, and external organizations, will bring opportunities for partnership grants to the Milwaukee Public Schools’ grants manager through the partnership grant intent form (see the “Important Forms” callout menu at http://mps.milwaukee.k12.wi.us/en/District/AboutMPS/Departments/Office-of-Innovation/Grants.htm). Grants Development Services staff will create a grants funding forecast, if senior executive staff requests it. Step 2: Prioritization The grants manager will provide the grants funding forecast to the Superintendent and the senior executive staff for consideration. If the Superintendent and senior executive staff determine that Milwaukee Public Schools will not pursue the partnership grant, the process ends with notification to the applicant organization. If the Superintendent and the senior executive staff determine that Milwaukee Public Schools will pursue the partnership grant with the applicant organization, staff will then proceed with the following co-development steps. 20 Protocols for Securing Grants Partnership Grants Step 3: Identify a District Lead The senior executive staff will appoint a district lead to collaborate with the applicant organization in the development of the grant application. The district lead will include the supervisor and the grants manager in communications with the applicant organization including meeting dates and times. Step 4: Co-Develop with the applicant’s team Grants development staff and the district lead will meet with the applicant organization. Grants development staff and the district lead will coordinate with all appropriate Milwaukee Public Schools divisions. Grants development staff will also provide information, including copies of the RFP, to stakeholders. Other District staff will be invited to future development meetings, as appropriate. The district lead will be responsible for ensuring the draft narrative and budget, executive summary, and draft letter of support are provided to the Grants Development. The executive summary will be used to secure the Superintendent’s signature on the letter of support. 21 Protocols for Securing Grants Partnership Grants Step 5: Review Review by the Office of Grants Development Services At least 10 working days before the deadline, grants development staff and the MPS project lead will review the draft of the proposal and budget, to ensure that the proposal articulates a coherent program in alignment with Milwaukee Public Schools’ priorities. The Grants Development staff will provide feedback and work with the applicant organization for any necessary adjustments. Review and Signature of the Superintendent At least eight working days before the deadline, the grants development staff and the district lead will provide the Chief of Staff and the Superintendent a memorandum describing the grant, an executive summary, and any required signature pages. 22 Protocols for Securing Grants Partnership Grants Signature of the Board of School Directors (if applicable) At least six working days before the deadline, the Grants Development staff will provide the Office of Board Governance with a grants memorandum, a copy of the complete proposal, including the budget, and any required signature pages. Step 6: Submit The applicant organization will be responsible for the timely delivery or electronic submission of the proposal. The applicant organization will provide Milwaukee Public Schools’ Office of Grants Development and the district lead with a copy of the final submitted proposal, including the budget. District Engagement in Partnership Grants 23 Contact Grants Development Services directly to facilitate early engagement of the district on grant decisions. Milwaukee Public Schools applies for grants in a strategic manner. Grant opportunities must address the needs of the students and align to district goals and initiatives. When an organization wishes to partner with Milwaukee Public Schools for a grant opportunity, it must fill out a grant intent form and email it to the grants department Manager (see “Important Forms” at http://mps.milwaukee.k12.wi.us/en/District/AboutMPS/Departments/Office-of-Innovation/Grants.htm). The grants department manager will present the grant opportunities to the senior executive staff for approval. The senior executive staff decides as to whether Milwaukee Public Schools will pursue the partnership grant Protocols for Securing Grants Partnership Grants Letters of Support 24 Only the Superintendent of Schools has the authorization to issue a letter of support, or commitment, to accompany a funding proposal that involves Milwaukee Public Schools. To receive a letter of commitment or support, the requesting organization must provide Grants Development Services with the partnership intent form and executive summary about the proposed project at least three weeks prior to the grant deadline. Plan at least 10 working days to obtain required signatures. A draft of the requested letter, executive summary of the grant project, the narrative, and budget are requirements (see “Important Forms” at http://mps.milwaukee.k12.wi.us/en/District/AboutMPS/Departments/Office-of-Innovation/Grants.htm). Protocols for Securing Grants Forms Forms Grant Intent Form 25 Protocols for Securing Grants Forms 26 Protocols for Securing Grants Forms Partnership Grant Intent Form 27 Protocols for Securing Grants Forms 28 Protocols for Securing Grants Forms Specification Sheet 29 Protocols for Securing Grants Forms Grant Award Form 30 Protocols for Securing Grants Forms Gift to School Form 31 Protocols for Securing Grants Assistance in Seeking and Securing Grants Assistance in Seeking and Securing Grants Professional Development Grants Development Services provides the following professional development opportunities: Face-to-face Basics of Grant Writing Workshop sessions, which provide introductory information regarding proposal development, budgeting, and locating funding (register through MPS Professional Development Assistant) A two-graduate-credit Basics of Grant Writing online course, for more in-depth study of grant writing (register through Viterbo) Mediasite presentations that provide viewers an overview of the process, from grant development to implementation (or visit mConnect at https://mconnect.milwaukee.k12.wi.us/MPSIntranet/Login.htm?Login=1&returnurl=%2f) Web-Based Support Funding sources and grant development information: Please refer to the Office of Grants Development Services information at Milwaukee Public Schools mConnect, after logging in at https://mconnect.milwaukee.k12.wi.us/MPSIntranet/Login.htm?Login=1&returnurl=%2f, under “Departments,” for information on: Milwaukee Public Schools Grants Development Services Proposal writing Funding sources Proposal development Frequently Asked Questions (FAQs) 32 Protocols for Securing Grants Notes 33 Protocols for Securing Grants Notes 34 Protocols for Securing Grants Milwaukee Board of School Directors Michael Bonds, Ph.D. Meagan Holman Mark Sain Jeff Spence Annie Woodward Larry Miller Tatiana Joseph, Ph.D. Claire Zautke Terrence Falk Jacqueline Mann Robert DelGhingaro President – District 3 Vice-President – District 8 District 1 District 2 District 4 District 5 District 6 District 7 At-Large Board Clerk Chief Accountability Officer Superintendent Darienne B. Driver, Ed.D. Senior Team, Administration Erbert Johnson, CPA Chief of Staff Ruth Maegli Acting Chief Innovation Officer Tina Flood Chief Academic Officer Karen Jackson, Ph.D. Chief Human Capital Services Officer Michelle Nate Chief Operations Officer Gerald Pace, Esq. Chief Financial Officer Keith Posley, Ed.D. Chief School Administration Officer Sue Saller Executive Coordinator, Superintendent’s Initiatives Nondiscrimination Notice It is the policy of the Milwaukee Public Schools, as required by section 118.13, Wisconsin Statutes, that no person will be denied admission to any public school or be denied the benefits of, or be discriminated against in any curricular, extracurricular, pupil services, recreational or other program or activity because of the person’s sex, race, color, religion, national origin, ancestry, creed, pregnancy, marital or parental status, sexual orientation or physical, mental, emotional or learning disability. This policy also prohibits discrimination under related federal statutes, including Title VI of the Civil Rights Act of 1964 (race, color, and national origin), Title IX of the Education Amendments of 1972 (sex), and Section 504 of the Rehabilitation Act of 1973 (disability), and the Americans with Disabilities Act of 1990 (disability). Protocols for Securing Grants
© Copyright 2025