General Procedural Guidelines for All Grant Funds

All district policies will apply to programs funded by grants. This includes but is not limited to policies and regulations related to hiring, employee compensation, procurement, finance, research and privacy of student information.

Impact on the District’s Operations and Budget

All applicants for potential grant awards must determine the impact of the grant on the district’s operations and budget in relation to space, utilities, personnel, additional reporting, evaluation and data requirements, in-kind/matching contribution requirements and maintenance of effort beyond the funding period of the grant.

Unless agreed to in the grant application and approved by the Grant Oversight Committee, grant applicants must understand that the district is under no obligation to provide additional resources, or sustain FTE funded by the grant or continue grant activities and programs beyond the funding period of the grant.

The applicant must also consult with all departments potentially affected by the grant award. Any grant involving research studies with students, staff, parents, etc. must be cleared by the district’s office of Research, Development and Accountability (RDA) to insure that all legal and ethical requirements are met.  This information must be reported on the Grant Concept Form prior to being submitted.

Education Department General Administrative Regulations: (EDGAR-limited)

Restricted Use of Funds

All grant-related expenditures are restricted to the allowable use of funds outlined in the respective grant application approved by the funding agency. A statement of justification must accompany all grant expenditures to insure compliance with the intent of the specific grant.

Reasonable Cost

EDGAR  C.2 states that "A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost." This principle will be enforced by program managers and the Grant Management Department as grant funds are expended for goods and services.

APS staff involved in grant-funded programs should follow established district procedures for payroll, journal entries, reimbursements, and budget management. These processes help ensure compliance with federal, state, and district regulations.

For detailed procedures, forms, and submission timelines, please visit the Grant Management Page on the APS Intranet.