Grant Checklist and Forms

NEW GRANT:

• TIMELINES FOR SUBMISSION OF GRANTS
• PROCUREMENT METHODS FOR GRANTS
• Grant Tentative Timeline – Checklist designed to assist with the development of a tentative timeline for the Grant Packet

DOCUMENTS REQUIRED TO APPROVE METHODOLOGY AND REVIEW SOLICITATION 

• Submission Form (Methodology) – Must be submitted and approved prior to the release of an RFP or RFA.
• Submission Form   (Grant Award)

BOARD ITEM

• Methodology  – Request for Application (RFA)
• Methodology Competitive and Discretionary – EIR (RFA) and Request for Proposal (RFP)

DOCUMENTS TO BE COMPLETED FOR A SOLICITATION 

• Grant Submission Form – Attach methodology
• Budget Forms – Amendment – For revised budgets only
• Advertisement Letter
• Facilitator Agreement
• Rubric

Solicitation for REQUEST FOR APPLICATION (RFA)

• RFA Template – (Budgets completed before SBE approval)
• RFA Template – (Budgets completed after SBE approval
• RFA Template – Educator in Residence (EIR)

Solicitation for REQUEST FOR PROPOSAL (RFP)

• RFP Template – (Competitive and Discretionary)

SOLICITATION QUESTIONS AND ANSWERS

• Acknowledgement of Amendment

EVALUATION FORMS TO BE OBTAINED BY THE REQUESTING OFFICE, if applicable:

• Evaluation Plan Procedures
• Not Evaluated Form – Applications/Proposals/Qualifications 
• Evaluator Sign-in Sheet
• Conflict of Interest Form
• Confidentiality Form
• Evaluator Tally Sheet
• End-of-Review Form

AWARD or Non-AWARD OF GRANT(S)

• Award Letter
• Non-Award Letter

AWARDING OF GRANTS

• Grant Award Justification
  • Approved Methodology
  • List detailing the amount awarded to each grantee
• List detailing the number of proposals received, rejected (reason), evaluated, awarded and not awarded (reason)

GRANT TEMPLATES (select the appropriate grant agreement below):

Districts

• Grant Agreement – without cost categories
• Grant Agreement – with cost categories
• SAMPLE Grant Agreement (Multi-Year)
• Grant Agreement – Multi-Year or Renewal options included

Organizations/Entities/State Agencies

• Grant Agreement – for multi-year grant, review multi-year SAMPLE Grant Agreement signature page

Please attached the following to each grant agreement, if applicable

• Cover Page
• Budget

BOARD ITEM, if applicable

• Legislative Grant
• Formula/Application Grant
• Competitive Grant
• Discretionary Grant
• Multi-Year/Renewal Grant

GRANT MODIFICATION

Forms to be completed by awarding office:

• Educator in Residence (EIR) Modification Letter
• Grant Award Modification Justification
• Grant Modification/Renewal Signature Sheet and Budget Summary
• Multi-Year Modification Signature Sheet and Budget Summary

BOARD ITEM, if applicable – Refer to Timelines for Submissions of Grants

• Modification of Grant – Agreement
• Modification – Board Item

How to submit a packet for processing:

DESIGNATED EMAIL