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Process for Grant Applications

Pre-Approval of Grant Applications

APS schools and departments may apply for grants to enhance instruction and learning. These grants may be from federal, state or local agencies, foundations or private donors. All grant applications must be pre-approved and coordinated through the district administration to ensure that they are consistent with district goals and policies, and are not competitive with APS grant applications to the same agencies or donors. This process applies to grant applications that involve one or more of the following:

  • Award amounts in excess of $5,000 (unless an exception is granted).
  • Reporting requirements to the funding agency that require detailed financial and/or evaluative information.
  • Expense reimbursement requests to the funding agency.
  • Allocation of grant funds to multiple district sites and/or full/partial FTE.

Review and Approval Process

Following is the procedure required prior to submitting any grant application on behalf of the district:

  1. The applicant is to complete and submit the Grant Concept Form advising of the applicant’s interest and requesting permission to apply for the proposed grant. Commitments of current or future APS staffing, resources, space, or financial requirements must be fully disclosed and will be carefully reviewed before approval is granted.
  2. The leadership team will review the Grant Concept Form and the Superintendent will grant or deny permission for the Grants Manager to proceed with submission of the grant application to the funding agency.
  3. If the Grant Concept Form is approved, the applicant must work with the Grants Manager to submit draft copies of the application including a complete budget with sufficient time for all documents to be reviewed thoroughly.
  4. The Grants Manager will coordinate with Grants Management to review the application budget for legality, completeness, district obligations and any additional commitment of district resources.*
  5. After finalizing the application and budget, the Grants Manager will coordinate and steward the application and submit it to the appropriate funder.

* Unless specifically disallowed by the funding agency, all grants must include a budget item for audit fees and indirect costs if the grant is to be administered by the Grants Management Office.

Process for Grants: Post-Award Phase

Grant Awards

After approval by the funding agency, the following process is required in order to meet NM Public Education Department (PED) regulations and legally establish a district budget for the grant. Please keep in mind that this process may take 30-45 days and plan accordingly.