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HCPSS / POLICIES

Policy 4000 Implementation Procedures - Grants

Policy Document

Implementation Procedures

I. Seeking Grant Funding

  1. The Superintendent/designee will provide grant-seeking and related services to Howard County Public School System (HCPSS) employees by:

    1. Identifying possible funding opportunities through outreach and involvement with community, philanthropic and business entities, and through relationships with federal, state, and local agencies.

    2. Identifying and facilitating grant funding opportunities through information gathered directly from needs assessments and meetings with employees.

    3. Providing resources for grant research and grant writing and training in the use of those resources to HCPSS employees.

  2. HCPSS employees who are seeking grant funds will follow these procedures:

    1. Grant applicants are encouraged to collaborate with the Superintendent/designee to complete a grant application.

    2. Regardless of the grant award amount, grant applicants are required to complete the HCPSS Intent to Submit a Grant Proposal form and submit it to the Superintendent/designee.

    3. Grant managers must complete the grant management online training course prior to the submission of a grant application. The completion of the course only needs to occur annually.

    4. For grants over $1,000, grant applicants will contact the Offices of Accounting and Budget for guidance on costs of the proposed project, including indirect costs, and obtaining any necessary accounting approvals. All personnel costs are to be paid at rates shown in the HCPSS approved budget.

    5. The Offices of Accounting and Budget will fiscally manage any grant that meets one or more of the following criteria:

      1. Funding sources that include restricted funds and program financial reports.

      2. Grant requires cash, in-kind matching funds, or commitment of HCPSS resources.

      3. Grant funds will be used for salaries, substitute teachers, or workshop wages.

      4. Funding request is equal to or exceeds the amount requiring Board approval.

    6. 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 memorandum of understanding or similar agreement is needed, a review from the Partnerships Office will be requested.

    7. 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.

    8. If the grant proposal requests $100,000 or more in funding, the grant applicant, with guidance from the Superintendent/designee and the Offices of Accounting and Budget, will prepare a Board report, requesting approval to accept grant funding. Prior to Board reports, using established administrative processes, the Superintendent/designee will periodically inform the Board about the external funds HCPSS is pursuing.

  3. If the grant proposal 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.

  4. The provisions in Section I. also apply to all grants awarded with non-HCPSS entities (other school districts, government entities, nonprofits) or grants where HCPSS is designated as the subgrantee.

II. Receiving and Administering Grant Funds

  1. Upon receiving grant funding, the grant manager assigned to a particular grant or grants will:

    1. 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.

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

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

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

  2. If the grant amount is over $1,000, the grant manager will submit a copy of the notice of grant award along with a copy of the approved budget from the grant proposal to the Superintendent/designee and the Offices of Accounting and Budget so that an account can be created.

  3. All grant funds awarded to the HCPSS must be made payable to the HCPSS. The grant manager, in collaboration with the Offices of 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.

  4. All grant funds awarded to a school must be made payable to that school. The principal 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. When grants to schools are over $1,000, principals must collaborate with the Offices of Accounting and Budget.

  5. If a grant is for a group of schools, a grant manager, in collaboration with the Offices of 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.

  6. 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 Superintendent/designee on any proposed fiscal and program changes.

  7. In cooperation with the Superintendent/designee, 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.

  8. 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.

  9. The provisions in Section II. also apply to all grants awarded with non-HCPSS entities (other school districts, government entities, nonprofits) or grants where HCPSS is designated as the subgrantee.

III. Completion of Grants

  1. The Superintendent/designee will monitor project spending during the life of a project and provide notice of termination to the grant manager.

  2. The Offices of Accounting and Budget will provide a final financial report to the funding source as required.

  3. The grant manager is responsible for completing any final project status reports and filing a copy with the Superintendent/designee.

  4. When a school monitors spending during the life of the grant, the principal is responsible for completing all final financial and project status reports.

  5. Principals are responsible for submitting an annual report of all grants received during the fiscal year to the Superintendent/designee.

  6. Unless otherwise specified, the tenure of all positions funded by grants is conditional upon continued grant funding. The grant manager will work with the Office of Human Resources to provide guidance to temporary and permanent HCPSS employees about their rights and responsibilities regarding employment with HCPSS upon termination of the grant.

  7. Any equipment 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 the lifecycle of the equipment. Once the equipment is determined to be obsolete, unsafe, outdated, or when the items no longer have significant use to the instructional or support programs of HCPSS, they will be collected from the site for data wiping, then sold, traded, destroyed, or disposed of by other means.

  8. The provisions in Section III. also apply to all grants awarded with non-HCPSS entities (other school districts, government entities, nonprofits) or grants where HCPSS is designated as the subgrantee.

IV. Monitoring

Policy 4000 implementation procedures will be overseen by the Office of the Deputy Superintendent.

V. History

ADOPTED: June 14, 2001

REVIEWED: December 20, 2017

MODIFIED: January 12, 2023

REVISED:

  • May 12, 2011

  • April 11, 2019

EFFECTIVE: January 12, 2023

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.