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Policies and Procedures

 

All grant proposals must be submitted to the Office of Grants Coordination (OGC) for preapproval prior to submission to the grant funder, with the exception of applications to the Henrico Education Foundation (HEF).  This requirement applies to all district and school-based grants as well as grant partnerships with external organizations – regardless of whether or not the District is named as a formal recipient of funds.

 

The preapproval process will ensure: 1) the project is consistent with District goals, objectives and program efforts; 2) the District has the capacity to accomplish proposed activities; and 3) the grant conditions and stipulations can be met without conflicting with policies of the Board or with State and Federal law. Additionally, in some cases, the district is allowed only one application under a particular grant competition and the review process will assist to prevent eligibility conflicts.

 

PREAPPROVAL PROCESS:

If you are unsure of where your project falls in the process below, please contact Britt Nelson, Grants Coordinator, at grants@henrico.k12.va.us or 652-3675 for assistance.

 

  • ALL grants must be reviewed for preapproval by submitting a complete copy of your grant application, including an itemized budget, to the Office of Grants Coordination one week prior to the application deadline. The OGC will review and forward the application to appropriate district administrators for approval.

    NOTE: If you are writing a grant for more than $25,000, one going to a federal agency, or one that requires cash-matching funds, you must submit an Intent to Apply form to the Office of Grants Coordination at least three weeks prior to the application deadline.
    Recognizing the ongoing nature of the grant development process, complete information is not required for the Intent to Apply; however, the form should be filled out as accurately as possible. The OGC will review and forward the Intent to Apply to appropriate district administrators for consideration. This review process insures that the district is aware of and approves the purpose, amount, and action plan of complex grants prior to dedicating significant time to the application's development.
  • The OGC is to be the initial point of contact for all outside entities who wish to collaborate with the District on grant proposals or grant-funded initiatives that support its mission and goals as outlined in the Strategic Plan. This requirement applies to partnerships regardless of whether or not the District is named as a formal recipient of funds. Organizations who wish to partner with the District must complete an Outside Entity Intent to Apply form and submit electronically to the OGC at least three weeks prior to the application deadline. The OGC will review and forward the request to appropriate district administrators for consideration of the partnership's impact on the District which includes, but is not limited to, the proposal's scope, budget, evaluation plan, and required resources. Once approval is received, the OGC will serve as the point of contact to the outside entity for assistance needed during the proposal and/or implementation process.

Please submit all preapproval and partnership request materials electronically to grants@henrico.k12.va.us.

 

FORMS & DOCUMENTS:

REMINDERS:

  • If a decision not to apply is made after receiving pre-approval, please advise the OGC.

  •  Regardless of funding decision, contact the OGC immediately upon receipt of notification. If approved, forward award letter to OGC to initiate acceptance of award.

  • All grants must be accepted by the School Board prior to implementation and expenditure of funds. The OGC will prepare the request for the Board’s agenda and will alert Central Office Finance of incoming funds.

  • Project leaders are responsible for implementation and reporting in accordance with requirements of the grant funder and within district policy relating to purchasing and management of grant funds.

  • All grant funds are to be deposited and administered by Central Office Finance to ensure funder compliance and fiscal accountability. Please consult your school bookkeeper or the Finance Procedures Manual (Section VII) regarding account set-up and reimbursement processes.


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