Brockton Grants Management

1. Brockton Grants Management A Guide to Brockton Grants Management and Resource Development If we teach today as we taught yesterday, we rob our children oftomorrow. John Dewey

2. Brockton Grants Management Meet The Brockton Grants Office Crosby Administration Building 43 Crescent Street, 2nd Floor Phone: 508-894-4366 Fax: 508-894-4367 Email: karenwatts@bpsma.org Susan Dukess, Ed.D., Deputy Superintendent Karen Watts, M.B.A., Grants Administrator Dianne Metta, Grants Secretary 508-580-7535

3. Brockton Grants Management • Grant Authorization Procedures • Grants Set-up & Financial Management • MA DOE Grants Drawdown Procedure • Grant Proposal Writing, Technical Assistance and Quality Assurance • Questions & Answers

4. Brockton Grants Management Grants Authorization Procedures • The Grants Office is the central clearing house and file repository for the district and oversees QA for all Brockton grants. • Submit all grant requests to the Grants Office for authorization ten working days prior to School Committee meetings. • Complete a School Committee Meeting Agenda Summary form. • The Grant Manager should attend School Committee meeting.

5. Brockton Grants Management Grants Set-Up & Financial Management MUNIS Set-up Grants Record Keeping & Reconciliation Requisitions Budget Amendments Final Reports

6. Brockton Grants Management Grants Set-Up & Financial Management • MUNIS Set up complete and attach the grant approval letter and the approved budget. Submit it to the Grants Accountant. • Grants Record Keeping & Reconciliation Keep accurate, detailed records and reconcile with the MUNIS accounting system.

7. Brockton Grants Management Grants Set-Up & Financial Management • Requisitions are completed by the Grant Manager, signed by the supervising administrator, and submitted to the Office of Financial Services. • The Purchase Order (blue copy) will be sent to the Grant Manager. • Once order/services are received, the Grant Manager signs and returns the P.O. to Accounts Payable.

8. Brockton Grants Management Grants Set-Up & Financial Management • Budget Amendments are required by the MA Department of Education if there is: 1) a significant change in program objectives; 2) an increase or decrease in the total grant; or 3) an increase in a line of the budget that exceeds $100 or 10% of the line (whichever is greater) or exceeds $10,000. • Budget Amendments should be submitted 30 days before the desired change and must be submitted30 days before the grant end date.

9. Brockton Grants Management Grants Set-Up & Financial Management • Final Reports for the MA Department of Education are due 60 daysafter the grant end date. • Final Reports must reconcile with the MUNIS accounting system.

10. Brockton Grants Management MA DOE Grants Drawdown Procedure • “New” process to automate grant payment requests • Monthly, on-line, paper free system • Eliminates quarterly, 2-page Requests for Funds Form (RF1) • Monetary savings of staff time, paper, and postage

11. Brockton Grants Management MA DOE Grants Drawdown Procedure • The Department will disburse grants of $5,000 or less in full • Grants over $5,000 will receive first pro-rated installment, then monthly requests thereafter. • Monthly funds requests can be made from the 20th to the end of the month (10-day window).

12. Brockton Grants Management MA DOE Grants Drawdown Procedure • Grant Managers will input Requests for Funds on MS Excel spreadsheet on Central Office P: Public Drive no later than the 15th of each month: 1) Funds Paid/Received to Date 2) Funds Expended 3) Monthly Allocation 4) Funds Request 5) Justification Narrative (if exceeds adjusted Monthly Allocation)

13. Brockton Grants Management MA DOE Grants Drawdown Procedure • Monthly Allocation = Total Grant – MTRS/No. of months in grant period. • The “Maximum Cash Balance Allowed on Hand” should not exceed 10% of Monthly Allocation. • Include payroll and other expenses anticipated by month end. • Do not submit Funds for Request if no expenditures are anticipated by month end.

14. Brockton Grants Management MA DOE Grants Drawdown Procedure • The Grants Office/Financial Services will review/OK the Grants Drawdown/Funds Requests. • Data Entry Staff will access the DOE system and input approved requests from the 20th of each month to no later than month end.

15. Brockton Grants Management Grant Proposal Writing, Technical Assistance & Quality Assurance • The Grants Office encourages new grant opportunities to advance Brockton teaching and learning initiatives. • We welcome the opportunity to assist you with identifying funding sources, grant research, grant writing or review. • Provide timely notice prior to grant deadlines.

16. Brockton Grants Management Grant Proposal Writing, Technical Assistance & Quality Assurance Tips for Writing Winning Grants! • Plan your project! Convene your project team; See Project/Proposal Worksheet. • Adhere to District/School Improvement Plans. • Identify and engage collaborative partners early! • Develop an outline.

17. Brockton Grants Management Grant Proposal Writing, Technical Assistance & Quality Assurance Tips for Writing Winning Grants! • Develop an outline: • Goals • Objectives • Target audience (who will benefit from the project) • Activities • Indicators/Measures of success • Timeline

18. Brockton Grants Management Grant Proposal Writing, Technical Assistance & Quality Assurance Tips for Writing Winning Grants! • Sources of Grant Funds (Sample list): • MA Department of Education • US Department of Education and www.Grants.gov • National Education Association • The Foundation Center • Education Week • Grant Centers in Public Libraries • The Internet • The Grants Office!

19. Brockton Grants Management Grant Proposal Writing, Technical Assistance & Quality Assurance Tips for Writing Winning Grants! • Parts of the Application: • Abstract or Summary • Introduction • Needs Statement • Goals and Objectives • Activities (and Timeline) • Evaluation • Sustainability and Collaborations • Budget • Appendices

20. Brockton Grants Management Grant Proposal Writing, Technical Assistance & Quality Assurance Tips for Writing Winning Grants! • Adhere to grantor guidelines exactly. • Follow 3 Cs: Be Clear, Concise and Complete. • Use simple, straight-forward language. • Use positive verb tense. • Use funder’s terminology; align your mission.

21. Brockton Grants Management Grant Proposal Writing, Technical Assistance & Quality Assurance Tips for Writing Winning Grants! • Use short paragraphs (white space) • Align headings with those of the grantor. • Use bullets, tables, bold titles and headings. • Adhere to page limits and required font size or use easy-to-read, standard font. • Proofread. Use spell check, then visual check. Check math.

22. Brockton Grants Management Grant Proposal Writing, Technical Assistance & Quality Assurance Tips for Writing Winning Grants! • Winning Grants……. • Meet Funder Requirements • Significant Need • Wide Impact • Financially Sound • Measurable, Sustainable Impact • Qualified Staff • Meet the Grant Deadline!

23. Brockton Grants Management Questions & Answers! We are not what we know, but what we are willing to learn. Mary Catherine Bateson