Importance of Communication
The grant development office serves as a communication link within RRISD and collaborative entities working on grant proposals. Increased communication can reduce duplication of efforts (e.g., two overlapping or competing proposals) and increase the chances of a grant being funded. Communication is also necessary in order to inform the Superintendent about large proposals and their implications for RRISD as well as to coordinate appropriate channels of approval.
Criteria for Communicating with the Grant Development Office
Efforts to gain funding through state or federal grants should always be discussed with the Grants Department, especially if the proposal meets one or more of the following criteria.
Proposal requires Board and/or Superintendent endorsement
Proposal duplicates or competes with other proposals from RRISD
Proposal requires additional personnel or changes in current personnel
Proposal requires a match in funding from RRISD or another partner
Proposal is for an amount of $10,000 or more per funding year.
The Grant Development office can best support the grant process if information about grants that meet the above criteria is communicated early in the proposal process.
Grant Development Process
The Grant Development Office searches, identifies and screens available grants for alignment, eligibility, and suitability. After a careful review of each Request For Proposal [RFP] (timelines, required fund matching, academic, legal, and political requirements, and implications, etc.) a grant synopsis is prepared and e-mailed to appropriate district personnel including central office and/or campus administrative staff.
Once notified of a potential opportunity, those interested in pursuing the grant should contact the Grant Development Office. A meeting is then scheduled among the interested stakeholders to further examine the available grant and its relation to district/campus needs.
Depending on the grant requirements, a decision is made to apply for the grant collaboratively, individually, or both, or not to pursue the grant. If the grant is pursued, district/campus administrators identify key staff to help develop and submit the grant proposal. The Grant Development Office then provides three levels of assistance in developing and submitting the grant.
Grant Sustainability Worksheet
GrantEmployee Time and Effort Certification Form
Expense Reimbursement Claim
Monthly Time Sheet
Extra Duty Authorization Form
Consultant Services Agreement
Federal W9 Form
Out-of-District Travel Request Form
Local Travel Form
Sales Tax Exemption Form
The RRISD Grant Development Office provides the following three levels of assistance after available grants at the Federal, State and local level are screened:
Level I: Informational Assistance for proposals up to $10,000
Level II: Technical Assistance for proposal of $10,000 to $50,000
Level III: Developmental Assistance for proposals of $50,000 and higher
Below is a chart highlighting what the Grant Development office can provide at these levels of assistance.
(Proposals up to $10,000)
(Proposal of $10,000 to $50,000)
Developmental Assistance (Proposals of $50,000 and higher)
- Information about funding sources
- Organizers and checklists for grant components
- Tips and examples
- Templates of commonly
- Technical Assistance via e-mail
- List of workshop sources
Level I assistance plus:
- RFP analysis for eligibility and planning
- Assistance with needs identification
- Assistance in writing
- Organizational Meetings
- Assistance with budget development
- Peer review of proposal
Level I and II assistance plus:
- On-site technical assistance
- Workshop/staff training
- Contact with funding source to create relationships in key grant areas
-U.S. Department of Education
-Texas Education Agency
- Collaboration on planning and timeline design
- Verify and negotiate timelines
- Contact agencies for critique sheets (if not yet funded)
- Evaluation design
- Facilitate review and editing of proposal
- Contract for notification of award
- Transition support after award of grant to implementation