Grants Guidelines for School Corporation Proposals - Option II Community Foundation of Boone County

Award Size

Varies; partial awards may be necessary. Contact the Foundation for information prior to making a request.

Notification of Action

The School Corporation will be notified in writing of an award or denial. Inclusive areas for proposed project periods should be consistent with published Foundation award announcement dates.

Restrictions/Conditions

Awards will be 'project specific,' that is, the use of funds will be limited to producing the objectives stated in the approval proposal.

Awards will NOT be made for the following purposes:

1. Reduction of budget shortfalls and overdrafts.
2. Expenses normally covered in the general operating budget of the School Corporation.
3. New Construction.
4. Renovation not specifically related to meeting the objectives of an approved proposal.
5. Purposes related to the furtherance of a political party or position, religious activities or controversial issues (as determined by the Foundation).
6. Compensation (including honoraria or stipends for Corporation employees or students; in those cases where this seems critical to the project, contact the executive director of The Community Foundation to discuss.

Awards will be made directly to the School Corporation which will be responsible for:

1. administering the funds according to the conditions of the awards;
2. submitting a brief report describing the degree to which project objectives were produced; and
3. submitting a fiscal accounting of project expenditures.

Reports are to be submitted within eight (8) weeks of the project termination date referenced in the award letter.

Project Award Periods

1. Awarded funds will be available for use only during the project referenced in the award letter.
2. Project periods should not begin prior to the award announcement date.
3. Project periods should normally be limited to one or two semesters, a summer, or some combinations thereof. Normally, a project should not exceed one calendar year.
4. Grant funds in excess of $50 remaining at the end of an approved project period are to be returned to the Foundation within eight (8) weeks of the termination date.
5. In unusual circumstances the Foundation may, at its own discretion, extend the project period of an active grant in response to a written request signed by the Superintendent on behalf of the School Corporation.

Proposal Oversight

1. A proposal may be prepared by anyone who has been authorized by the School Corporation to do so.
2. The person who has been authorized to oversee the daily administration of the proposed project activities should be designated as the Project Director. This person must be an employee of the Corporation and may not be a student.
3. At least one copy of each proposal submitted must have the original authorizing signature of the Superintendent affixed prior to the receipt date deadline.
4. The originally signed proposal plus fifteen (15) additional copies (may be photocopies) are to be submitted prior to 5:00 p.m. on the receipt date.
5. Requests to amend a pending proposal or an active grant should follow the same submission procedure as used to the original proposal. Such request should be discussed informally with a representative of the Foundation prior to submitting a formal request.

Proposal Format/Criteria

Page limit (4 pages):

Cover page	1
Narrative including budget	3
Maximum # of pages	4

1. Appendices: discouraged, but if considered absolutely necessary may not exceed three (3) pages.
2. Paper: 8 1/2 x 11, white
3. Print quality: easily read type must be used; if dot-matrix word processing is used, it must be "letter quality."
4. Conventional single-spacing is to be used throughout with a minimum font size of 12 points. Use only one side of each sheet.
5. Narrative pages must be numbered in the center of the bottom margin. The first page of the narrative is to be page one (1).
6. Proposals are to be stapled in the upper left corner only.
7. All proposals, including related correspondence, must be machine produced and should be of succinct quality to allow subsequent photocopies to be easily read.

Proposal Content

Cover page should provide (only):

1. Project Title (this should be brief)
2. Project Period (inclusive dates during which project will be active). Start dates should be at least eight (8) weeks after the proposal submission.
3. Amount Request (whole dollars only)
4. Project Director (name, building, and school telephone number)
5. Signature Block for Superintendent
6. Original Signature of Superintendent
7. Is this proposal being considered by other funding sources?

Narrative (numbered pages 1-3) should, at a minimum address the following topics in the sequence suggested below.

1. Abstract (brief; succinct overview of the project)
2. Statement of Need (a precise description of the need that exists now)
3. Objectives (numbered list of outcomes or products that will remain after the grant money is sent, this is not to be a list of project activities)
4. Project Activities (a description of the activities that will be possible because of the award that will take place during the project period, and that will produce the objectives or products stated in the proposal.
5. Rationale (a statement of the significance or importance of addressing the need described; must be convincing that the activities "to be purchased" with the grant funds will produce the stated objectives)
6. Personnel (names, titles, schools, and qualifications of those responsible for administering the daily activities to be paid for by the grant)
7. Budget (itemized list of project expenses: use whole dollar only, do not include general operating/administrative expenses associated with the normal operation of the School Corporation e.g., telephone, office supplies, etc.)
8. Evaluation (Present a brief plan for producing evidence for the Foundation's review of the success of its investment. The evidence produced should be suitable for inclusion in a final report to the Foundation)

Proposal Submission

Fifteen (15) copies of each proposal, with at least one having the original inked signature of the Superintendent affixed, must be received prior to 5:00 p.m. No receipt of acknowledgement will be sent to the Corporation unless the proposal is accompanied by a stamped and addressed postcard which will be mailed upon receipt of the proposal by the Foundation.

The proposal deadlines are quarterly (March 15th, June 15th, September 15th, and December 15th).

Additional Information and Assistance:

Address inquires to:

The Community Foundation of Boone County

Mailing Address:
PO Box 92
Zionsville Indiana 46077

Street Address:
60 East Cedar Street
Zionsville Indiana 46077

Voice: 317-873-0210 or 765-482-0024
FAX: 317-873-0219
Email: cfbc@in-motion.net

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