Frequently Asked Questions about Grants and Funding

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Federal, state, private foundation, and corporate grants are available to school districts. The primary source of grant funding for schools is federal funding that is usually administered by the State Education Agency. Federal funding includes both Federal Entitlement, or Formula funds, and Competitive Grant Funds.

What is a competitive grant?

These grants require applicants to submit applications or proposals to obtain funding. Grant awards of funds are based on the quality of the grant proposal and the compliance of the proposal with the grant requirements. In a competitive grant the organization or agency often releases a request for proposal (RFP) or a request for applications (RFA). Eligible applicants typically have four to six weeks to complete an application and submit it for funding. Applications are reviewed by a team of experts and scored. The top scoring applications receive funding.

What is a competitive sub grant?

Several federal programs direct states to make competitive sub grant opportunities available with the funding coming to the state. States manage the federal money and schools and districts apply to the state through a competitive process to receive funding. Reading First, Enhancing Education Through Technology, and 21st Century Community Learning Centers are federal programs that support competitive state sub grant programs.

Do most of the competitive grant programs become available at the state level at basically the same time each year?

For the most part, State Education Agencies will repeat the grant cycles at about the same time each year. As an example, if a state releases Ed Tech funding in September of 2003 and the application is due in November of 2003, then the grant cycle will probably repeat in September and November of 2004. The only exception to this is that because NCLB was not signed into law until January of 2001 (the middle of an academic year), some states took longer to write their state applications. As a result, it could be possible for the 2003-2004 funding cycles to "run into each other." Or the SEA may take longer between funding cycles and therefore change the release and due dates for applications.

What is a non-competitive grant?

Often called "formula" or "entitlement" funding, this money is allocated based on the type of student population. Districts still have to apply for this funding and show the requisite need in order to receive funds. They are notified of their allocations for various programs on an annual basis. Example: Title I, Part A—Improving Basic Programs.

How much money can my school get from a grant?

Grant awards vary according to the particular program and funding agency or organization. Community foundations may provide grants of several hundred dollars while federal grants may be thousands or millions of dollars. Grants are not a means to fast money. The time period from application to award can be as long as nine months. After submitting a grant there is no guarantee that an award will be made. Every grant program has its own unique focus to address a particular need. From year to year funding amounts and program requirements are subject to change.

How does my school get a grant?

There are four basic steps to obtaining a grant:

1. Research: Use Scholastic's Funding Connection to locate your State Education Agency. Once you've decided to which grant program you will apply, locate Scholastic's valuable grant resources such as Grant Assistance Toolkits to assist you with the grant application requirements.
2. Assemble a Team: Put together a team of teachers and administrators at your school who are willing to do the research, write the grant proposal, and, if funded, lead the project.
3. Develop a Plan: Using academic achievement data, as well as demographic data, identify your school's need and develop a concrete plan to solve it. Make sure you take the time to think through everything you will need to successfully implement your plan.
4. Write and Submit the Proposal: Carefully follow the grant application guidelines. Write the proposal, prepare the budget, and submit the proposal before the grant deadline.

How much time does it take to prepare a grant proposal?

The amount of time and work that it takes to prepare a grant application is a direct function of the number of people on your project team. Most grants have four to six weeks from the time the application is released until the application is due. For larger, more complex grant proposals, this may not be enough time. Planning well in advance of the application release date can give you a head start and alleviate some of the pressure.

Who are some of the educators and key administrators within my district that should be involved when organizing a Grant Writing Team?

In addition to classroom teachers, every Grant Writing Team should include key administrators, who can make administrative decisions for the project. Because school districts are organized differently, it is sometimes difficult to know whom to contact about different funding programs. Below are a few examples of administrators to consider when planning a grant project:

• Assistant Superintendent of Curriculum and Instruction
• Elementary or Secondary Director of Curriculum
• Special Programs Director
• Coordinator of Bilingual, ESL, or ELL Services
• Director of Special Education Services
• Grants & Funding Coordinator
• Instructional Technology Director
• Career & Technology Coordinator
• Community Relations Coordinator
• Campus Administrators

The district Business Office will probably know the most appropriate person to whom you need to address your questions since federal and state funds are, as a rule, fiscally managed by the Business Office.

What are the key components of the grant proposal?

Competitive grant applications require a specific type of application. Although state and federal agencies differ in formatting requirements, the basic parts of a grant application remain the same. Those components are:

 

• Summary or Abstract—The summary or abstract encapsulates all the components of the proposal and provides an overview of the proposed project.

 

• Needs Statement—The needs statement specifies the educational needs that the project proposes to address and indicates how the needs were identified. Relevant data, such as standardized test scores or demographic data, is used to substantiate the needs of the targeted population.

 

• Educational Goals & Objectives—First and foremost, educational goals must be aligned with the project's identified needs. An educational goal states the planned outcome that will solve the problem addressed in the needs statement. Objectives help meet the educational goals; they are specific, attainable, and quantifiable.

 

• Activities & Timeline—Activities are even more specific than objectives. They explain who will do what, when, where, and for how long. A timeline describes project activities in an organized fashion, such as around quarterly deadlines.

 

• Evaluation plan—Evaluation is the most critical component of the grant application, especially with the heightened level of accountability within NCLB. Applicants must detail a comprehensive evaluation plan with specific accountability measures and procedures. Evaluation measures must directly relate to the previously stated educational needs, goals, objectives, and activities within the proposed timeline.

 

• Budget—The budget is an estimate of the project costs, as accurately as possible at the time of submission. The budget and narrative should align directly. It is best to make a list of budgetary costs, based upon the narrative sections. Make sure that the budget includes a line item for every cost that the narrative describes.

What does it take to win a grant?

Many grant applications are accompanied by scoring criteria or rubrics. Read them carefully, because they will give you specific guidelines for creating a winning proposal. In the absence of a scoring rubric, read through the grant application and make a careful list of all the items you must answer in your proposal. As you fill out the application, check off each item so that your proposal is in full compliance with the grant requirements.

Can I apply for more than one grant program at a time for the same academic program?

Yes, you can file more than one application for an academic program, provided your budgets do not request funds from both funding programs for the same activities or services. In other words, if you are awarded both grant awards, you will be required to coordinate the grant funds.

Can we coordinate funding sources between competitive and formula grant programs?

Yes! Not only can you coordinate funding sources, but the NCLB legislation now requires that school districts coordinate funding and resources when planning the budget for a competitive grant proposal. In many state applications, additional priority points are given to an application that coordinates funding from several different resources both within a school district and among community partners.

How do we coordinate more than one funding source within a grant program?

Coordinating resources can be accomplished easily and by several different methods. First, applicants are advised to consult with their local Business or Finance Office to understand the procedures for coordinating funds within the district's business structure. Secondly, applicants are advised to consult the state or federal regulations of the programs that they wish to coordinate. Specific state and federal regulations govern the coordination of state and federal funds. Federal Entitlement funds allow for flexible transferability of funds among specific programs provided several requirements are met. Competitive grant funds usually allow a percentage of transferability of funds between budget codes, without filing a budget amendment with the SEA. However, the overall rule for coordinating funds is to consult the funding agency and its regulations BEFORE expending any funds.

How long does it take to finally receive grant funds?

Competitive grants are not a means to fast money! The time period from application to award can be as long as 9 months. Additionally, once a grant award has been made, the funding agency will negotiate the final award amount with the recipient. After the grant award is made, typically grant funds do not start to "flow" for another two to three months. Applicants are best advised to plan for a three month "start-up" period at the beginning of a grant project for such activities as hiring personnel, ordering and acquiring supplies, and setting up any hardware, software, or infrastructure.

How do I apply for private or corporate funds?

Private and corporate foundations generally fund within the geographic region or area where they have established their business. Private and corporate grant funds are usually awarded quarterly. Like state and federal grant applications, private applications have specific requirements and formats to follow. Applicants will need to request these application requirements from the private or corporate foundation to which they are applying.

Can I use a grant template to help me write my application?

A grant template is a complete application that has been written by a company or organization. Some educational companies will provide you with grant templates that provide "scripting" for a grant application. State and federal grant reviewers easily recognize applications that have used these grant templates. If they discover that a grant template was used, the application will lose points in the scoring process, which typically leads to no funding.

Can I get grant support from organizations or publishers?

Yes, various organizations and publishers, including Scholastic, can provide you with key information on their products and services and you can add this information to your grant application. Scholastic has also developed Grant Assistance Toolkits, aligned to specific grant program requirements that can help you in preparing your application. Scholastic Grant Assistance Toolkits provide examples of successful grant components, without specific "scripting" for your application. Scholastic also offers electronic review of grant applications prior to submission. Please contact your Scholastic Representative for more information on how we can assist you!

How do I request assistance from Scholastic?

Scholastic has created the Office of Educational Assistance to help you blend educational funding. Depending upon your needs, we offer a variety of services. To receive services from the Office of Educational Assistance, please contact your Scholastic Representative at one of our Regional Offices:

 

 

Northeast
800-878-8398

 

 

California
800-342-5331

 

 

Southeast
800-348-3750

 

 

Southwest
800-221-5312

 

 

West/Midwest
800-225-4625

 

What are some of the latest educational funding trends resulting from the NCLB legislation?

The NCLB legislation has forced educators to look more closely at how state and federal education dollars are spent. Here are some of the latest results of this query:

On the Federal Level:

Increased emphasis on scientifically based research is evident in all of the NCLB Entitlement and Competitive grant programs. Educators are examining instructional materials more closely to determine if they meet the federal requirements for scientifically based research.

On the State Level:

More and more grant programs are now tied to the percentage of Title I student population within a school district. Some states are limiting grant competitions to only those schools or districts with more than 40% Title I student population. Some states are awarding additional priority points in the scoring process of a competitive grant application for those schools or districts with more than 40% Title I student population.

On the Local Level:

Because more and more federal programs are focusing on assisting Title I student populations, district administrators have become more creative when planning for instructional expenditures. One of the largest trends in educational funding is the shift in how the Federal Entitlement funds are used. NCLB allows for increased flexibility in the transfer of funds among programs. Scholastic has provided a handout outlining the federal regulations for the transferability of Federal Entitlement funds. For more information, please consult the regulations and procedures from your State Education Agency.

Grant Assistance Toolkits
Scholastic's Office of Educational Assistance has developed Grant Assistance Toolkits, aligned to specific federal grant program requirements that can help you in preparing your applications. They include examples of successful grant components, without specific scripting for your application.

Federal Funding Resources
Use these links to gather information about different federal funding programs.

Federal Entitlement Programs
Find out about Scholastic products and services aligned to Federal Entitlement programs, or Formula Funds.