Teacher Grants: Application Procedures and Helpful Hints toward Developing a Winning Proposal
Thank you for your interest in the Grants for Teachers program sponsored by Ithaca Public Education initiative (IPEI). The following information has been prepared to help you complete the application and to develop a winning proposal. A member of IPEI is available to further assist you should you have questions about the Grant program or the application process.
Grants for Teachers Application Form consists of four parts:
Grant Checklist
Each grant application must have an attached, completed grant checklist. The completeness of the grant application will be considered in the grant review process.
Cover Page
The Cover Page requests basic information about your proposed project as well as necessary Contact information.
- Try to think of a short and fun name for your project, one that both captures the essence of your idea and will be viewed as enticing to participants (and the Grant Review Committee!).
- If your project involves more than one grade level or classroom, select an individual to serve as “teacher coordinator” and contact person for the Grant Review Committee. The coordinator is expected to act as project spokesperson, be responsible for the accounting of funds spent, and assure that a final report on the results of the project is submitted. Identify other participating teachers under “Collaborating Teachers and/or Other Community Partners.”
- Identifying a Community Partner. A primary element of the Grants for Teachers program is to promote collaboration between the Ithaca City School District and community businesses/organizations. Thus, as you develop your proposal, attention should be given to the identification of a “community partner’ with whom the project will be carried out. For example, a music and arts project might include representatives from several area performing arts organizations; similarly, a science project might involve a professor from Cornell and/or someone in local industry as a community partner. If you do not have a relationship with, or cannot find “the right” community partner for your project, identify the type of partner you would like to work with and members of IPEI will try to help link you with an appropriate community partner. The community partner(s) MUST be identified prior to the grant deadline and contact information included.
- Be sure to ask your school principal to sign your application. This assures that appropriate administrative personnel are aware and supportive of your efforts.
Project Narrative
Your Project Narrative is a description of your project and should be no more than three pages in length and preferably typewritten. Take time to plan and work out the details of your project before writing the narrative portion of your proposal, keeping in mind the criteria by which all proposals will be evaluated when reviewed by the Grant Review Committee.
- Include in your narrative a description of: the goals of the project (i.e., what you hope to accomplish); the population to be served; numbers of children involved/impacted; specific activities that will be completed and the timetable that will be followed; the role and benefits to be derived by community partners; and plans for evaluating the results.
- Begin your narrative with a brief description of your project and goals you hope to achieve, using words that the general public will understand.
- When describing the population to be served, be sure to include not only a description of who will be served (e.g., grade level), but also the number of students expected to participate.
- The Description of Activities and Timetable will undoubtedly be the longest and most detailed part of your proposal. Present your ideas using a student-centered approach. Specify clearly what students will be doing along the way and how they will benefit. Emphasize the innovative features of your project — i.e., unique ways to motivate students, ignite intellectual curiosity, or foster responsibility.
- As you plan your timetable, keep in mind that, in general, it is expected that projects will be completed within the same school year as the award thereby providing continuity for students and avoiding potential disruptions due to changes in teacher assignments or workloads. Identify the proposed date(s) of the grant activities.
- Think about ways to involve your community partner in a manner that makes your project a truly collaborative effort. Chances are that the stronger this relationship is, the more resources the community partner will bring to the project.
- Use opportunities, which are readily available to you to communicate the results of your project to participants and school representatives. For example, post results on school bulletin boards, include a story in the school newspaper, etc. Note that IPEI will also promote the results of your project within the community and through public media outlets.
- Before submitting your proposal, test the content against the Criteria for Evaluation of Proposals shown below.
Criteria for Evaluation of Proposals
- Scholastic Impact/ Relationship to NYS Standards: In what ways does the project help to achieve established NYS education standards? In what ways will it address the skills and knowledge identified as ICSD student exit outcomes? Make sure and refer to specific NYS Standards within the proposal.
- Innovation: To what extent does the project contain innovative approaches to learning and to preparing students for a more dynamic world? To what extent is the project designed to pilot new techniques creating substantive change in approaches to learning and education?
- Exposure/ Long-term benefits/Impact: Who and how many will benefit from the project? If the project is individual classroom based, to what extent would the project serve as a model (i.e., can the project be replicated and/or expanded upon) for others in the future? How will students and others be informed about the project and how will the results be communicated upon completion?
- Community Partnership: What organizations, groups and individuals were consulted in the design of the project? How will each project “partner’ be involved? Each partner will derive what benefits?
- Cost: What specifically will funds be used for and in what way will grant funds be used to achieve maximum benefit? What other resources and in-kind support has been secured for the project? How does the project augment (rather than replace) existing resources provided through the school district budget? Are mechanisms in place to assure financial accountability?
- Project Content and Viability: Are the goals and anticipated products or outcomes of the project clearly delineated? What is the timetable for completion? How will the project be evaluated upon completion? What is the project potential for success?
Budget
The budget is an itemized listing of all required expenses and anticipated revenues necessary to carry out your project.
- Your budget should accurately reflect the cost of materials (don’t forget to check if you will need to pay sales tax and shipping charges) and services you need to implement your project. Your efforts to identify appropriate suppliers and actual costs, rather than automatically requesting the maximum amount available, are viewed as important and appreciated by Review Committee members.
- The budget should include all costs and resources needed to carry out your project, including in-kind contributions and funds obtained from sources other than the IPEI Teacher Grants program.
- In general, grants in an amount Up To $ 1000.00 are awarded through the Teacher Grants program.
- As you prepare your budget, keep in mind the following general guidelines regarding the kinds of items that the Teacher Grants program tends to support:
Often supported
Generally Not Supported:
Necessary supplies and materials Items such as food, prizes, etc. Equipment, provided it is needed for completion of a larger project and not the sole basis for your request Equipment such as VCR's, TV's, computers, etc. which it typically available through the school district Fees/honoraria for outside consultants providing technical assistance Payments to other ICSD teachers or individuals serving as guest speakers Transportation costs Funding for overnight field trips - Review Committee members commonly ask whether the funds requested could or should come from existing avenues of support within your school or the school district. If you are requesting funds for items such as books, travel for field trips, software or lab supplies, it is important to distinguish how these items augment rather than replace support that may be provided through the school district.
- Efforts to obtain in-kind contributions or additional funds from other sources to enhance the success of your project are looked upon favorably by the Grants Review Committee. Please identify, by name and amount, the other sources of support you have secured for the project in the column provided. If your project is rated highly and you have tried, but have not been able to secure supplementary support for all items, Review Committee members will offer additional suggestions or assistance wherever possible.
Notification of Awards
Applicants will be notified of grant awards in late December. Official paperwork will reach awardees by January 15th. At that time, successful applicants will be asked to sign a Letter of Agreement outlining grant acceptance requirements and procedures for the accounting of all funds.
Grant checks must be cashed or returned to IPEI by June 30 of the grant year. Summary reports and accounting forms are also due by June 30.
Application Submission Procedure
Please submit your proposal using the Application Form supplied by IPEI by November 1. The form is readily available through IPEI’s web site (ipei.org), the ITA office, the IPEI manual at each school, or the Board building on Lake Street.
Two hard copies of the application are to be submitted and if able an additional electronic copy to ipei.org. Completed Applications may be dropped off at the ITA Office or mailed to: Ithaca Public Education Initiative, P.O. Box 4268, Ithaca, NY 14852. All applications must be received no later than November 1.
Frequently Asked Questions
Q.What happens if several teachers from one school submit proposals? Will my chances of receiving a grant be diminished?
A.There is no limit on the number of proposals that may be submitted by teachers from any one school. However, in order that IPEI may have the broadest impact with limited dollars available, the teachers who have submitted proposals within individual schools may be asked to prioritize proposals when multiple requests have been submitted.
Q.I have an idea but am not ready to submit a proposal at this time. Can I submit an application at some point in the future?
A. Yes. Teacher grants will be awarded on an annual basis.
Q. What are my responsibilities if I apply for and receive a grant? Is there a lot of paperwork?
A. No. Acceptance of a teacher grant requires that the teacher serving as project coordinator:
- submit a summary report at the completion of the project;
- and a final accounting of all expenses by June 30;
- agree to mention IPEI as a sponsor in any printed or published materials and at events related to the project.
Q. I know that my proposal will be reviewed on a competitive basis. Who will be reviewing the proposals and making the decisions?
A. The Grant Review Committee, composed primarily of individuals from the community from which funds were raised for the Grants for Teachers program, carries the responsibility for accepting, rejecting or suggesting revisions to submitted proposals. The Committee consists of eight to ten members as follows:
- 1 representative appointed by the ICSD Superintendent
- 1 representative appointed by the Ithaca Teachers Association
- 4-6 representatives from area businesses, community foundations, institutions of higher education, and not-for-profit organizations
- 1 representative from the IPEI Board of Directors
Q. What if someone in the community has approached me about an exciting project but it is not appropriate for my grade level?
A. If you are not able to link this individual with a teacher who might be appropriate to carry out the project, suggest that the person contact lPEl directly. Representatives from IPEI will attempt to find an interested teacher to work jointly with the community partner if the project is viable and is consistent with the objectives of the Teacher Grants program.
Q.What does it mean if all or part of a grant is BOCES Aidable?
A. The BOCES Arts in Education programs provides funding for approved services that include dance, music, theatre, visual and media arts, and writing and literary arts, the environment and science. This funding comes from IPEI/ICSD and is passed on to BOCES, which then pays for those services. The following year, ICSD is reimbursed by New York State for a percentage of the costs. Using this BOCES program generates additional aid to the Ithaca District General Fund, the following year.
Q.What is the timeline for receiving payment for artists/art groups if the grant is deemed BOCES aidable?
A. This information will be outlined in the IPEI cover letter along with the IPEI contract agreement. The artist/art group can generally be paid in the early spring if all the paperwork was completed in December/January and approved.
Other Questions? Contact Sandy True (Phone: 257-4864 or e-mail: sandytrue@webtv.net)