1. 1  Today’s grant workshop presentation can be found on the FCS Website under Strategy and Innovation/Grant Development: http://www.fultonschools.org/en/divisions/strategy/Grants/Pages/Grant%20Development.aspx  What is your school’s primary interest in today’s workshop? www.govote.at Enter code 37 16 25 www.govote.at Ashley Garrison, garrisona@fultonschools.org and Kelly Hopkins, hopkinsk@fultonschools.orggarrisona@fultonschools.orghopkinsk@fultonschools.org Office of Grant DevelopmentOffice of Grant Development @FCSGrantChamps@FCSGrantChamps GRANT CHAMPIONS STEM WORKSHOP 3/9/2016

2. Topics of Discussion for today’s workshop Introductions Grant Champions Overview Creating a Logic Model Breakout Session – STEM Grant Goals and Outcomes Reporting Out Creating a Grant Budget Breakout Session – STEM Grant Budget Reporting Out 2

3. Introductions Share a bit about yourself including… – Where you work? – What you do? – Have you written any grants before? – Have you received any grant awards? – Your school’s interest in STEM 3

4. Grant Champions Program Overview Participating in Grant Champions is an opportunity to build your grant development skills and secure additional funding for your school or department. The Office of Grant Development provides grant resources and consultative support to help you navigate the grant approval process and develop competitive grant proposals. As a Grant Champion, you will lead the grant development efforts for your school and try to submit at least one grant proposal during the school year. The time Grant Champions invest in the program will vary, from an hour a month to an hour a week, based on the needs of your school/department and the structure you develop. 4

5. Logic Model Development Department of Research and Program Evaluation Office of Accountability March 9, 2016 5

6. Goals for Today’s Presentation Definition of Logic Model – Logic Model Template – Everyday Example Strategies for Integrating Logic Model in your work Next Steps: Develop Logic Model with scenarios from Grant team 6

7. 7 Theory of Change Conceptual Map Outcome Map Program Logic Logic model may also be called

8. 8 Many people say a logic model is a road map Where are you going? How will you get there? What will show that you have arrived?

9. What resources, including people, do I need? Activities What we do? Participation Who am I trying to impact? What do I hope to see as a result? With my students In my classroom At my school How? Why? A map of if-then relationships that helps to visualize what the program will do and accomplish Outputs Logic Model Template InputsOutcomes 9

10. Everyday Example Situation: Planning for a Family Camping Trip Family Schedules Budget Food Tent Transportation Activities Campfire Hiking Fishing Swimming Participation Parents Children Family members learn about each other Family bonds Family enjoy vacation and have a good time OutputsInputs Outcomes 10

11. Staff Volunteers Time Money Equipment Materials Partners Research Base Technology Logic Model Basic Components Outputs Outcomes Activities Conduct workshops Train or teach Deliver Services Develop curriculum Partner with other departments Assess Participation Students Teachers District leaders Schools Administrators Parents Community Short Term(Leading) Changes in:  Awareness  Attitudes  Behavior  Knowledge  Motivation  Skills Long Term(Lagging) Changes in:  Academic Achievement  College & Career Readiness  Social/Emotional Well- Being 11

12. Sample Detailed Logic Model Situation: Project-based learning (PBL) FCS Academics Division (central office) PBL facilitator Funding Equipment, Materials, and Supplies PBL Experts (i.e. Buck Institute) Community Members Participants Teachers Students Short term: Increase in teacher knowledge and skills in PBL facilitation Increase in student engagement Long term: Increase in critical thinking skills Increase in student academic achievement Outputs Outcomes Activities Train teachers in PBL instructional practices Develop and implement PBL activities aligned to the curriculum Field Trips 12

13. Now let’s create a logic model 13

14. Now let’s create a logic model 14 PLEASE SEE THE PRINTED OUT DOCMENT

15. 15 Breakout Session – STEM Logic Model Get into smaller groups based similar needs for STEM funding Define your team’s need based on the scenario selected Identify goals for your grant based on need Identify outcomes for your grant Create a logic model for your grant Assign one person to share your logic model

16. Scenario 1: Supporting STEM initiatives school-wide Considerations: Furniture, e.g., whiteboard tables, mobile workstations Equipment, e.g., 3D printers Supplies STEM Curriculum STEM Professional Learning STEM Certification STEM Labs FIRST Robotics Lego League Scenario 2: Supporting STEM initiatives at the classroom or grade-level Considerations: STEM project-based learning activities, e.g., using data probes to collect data on how fast a car is travelling STEM personalized learning activities, e.g., letting students select a specific STEM project based on interest 16 Sample STEM Grant Scenarios

17. Break We will start back in 10 minutes! 17

18. Budgets 18 Understanding the Grant Budget Accounting Process Grant Management and Reporting

19. Definition School-based grants of $5000.00 or more (any amount if salaries are included in the grant), or department-based grants of any amount are referred to by the Accounting and Budget Departments as miscellaneous/ private grants. In addition to the dollar amount thresholds, the grantor has to be a non-state and non-federal agency in order to be classified as a miscellaneous/ private grant. 19

20. Grant Award When the award notification letter has been received for a miscellaneous grant, usually the grantor will have a portion or the entire amount of the award attached to the letter in the form of a check. If the award letter and/or check is received at the school or department, make a copy for your records. With a memo, forward the original award letter and the check to the Accounting Office. A copy will be provided to the Budget Office by the Accounting Office. In the event the grantor does not send the actual funds to cover the total award amount, the grant manager should be prepared to cover, within their cost center budget, any obligations of the grant not reimbursed by the grantor. 20

21. Budget Allocation After the Budget Office receives the grant award notification letter, a budget allocation form (Grant Budget Form) is sent electronically to the grant manager. The grant manager completes the allocation form in accordance with the award letter by allocating (budgeting) the award by commitment item for SAP set-up. (note: The total budget should equal the total award of the grant). The completed Grant Budget Form is returned electronically to the Budget Office. The Budget Office will assign the SAP grant number and input the budget outlined on the Grant Budget Form. The grant manager will be notified via email when the set-up in SAP has been completed. 21

22. Grant Budget Form 22

23. Grant Management Tips & Pointers Refer to your Student Activity Manual for grant awards that are less than $5000.00 Be very familiar with ARRN(Allocable, Allowable, Reasonable, and Necessary) for determining expenses to be funded by your grant. Be very knowledgeable of FCS’ S procurement process. Review grant with PA/bookkeeper on a weekly or monthly schedule. 23

24. If your school/department receives the invoice for a purchase order (PO), make a copy for your records and forward to the Accounting Office immediately. The Accounting Office is required to have a three way match before paying a PO. The three way match is the PO, goods receipt, and invoice. Express to your team the importance of entering a goods receipt (in a timely manner), only if the order has been physically received. Ensure an adequate budget is in place in the correct commitment item, and correct internal order number prior to submitting direct payments to the Accounting Department (ex. independent contractor payments, travel payments, etc.) 24

25. Schedule a monthly or quarterly meeting with the Accounting Department’s Grants Accountant. The regularity of the meetings should be based on the volume of activity for your grant. If time restraints do not allow a face-to-face meeting, a conference call meeting is also acceptable. The purpose of the meeting is to review expenditures with the Grants Accountant to determine if any posting corrections are required, to confirm received draw-downs in relation to expenditures, and to discuss any approaching reporting requirements. 25

26. Summary In summary, the final financial picture of your grant should be a beautiful portrait that mirrors the purpose outlined by the grantor in the award notification. If you adhere to FCS’s fiscal guidelines, and the grantors’ spending and reporting guidelines, managing your grant will be an enjoyable and rewarding experience. 26

27. Creating a Grant Budget Follow the funder’s directions related to budget expenditures – Do not include food if that is an ineligible expense Follow school / district policies and procedures – For example, Additional Pay ‘Stipends’ are $28/hour – Be familiar with the district’s procurement guidelines Be accurate, consistent and thorough – Show the math if the funder asks for a budget narrative Align the budget to your proposal – Everything in your budget should tie back to your grant narrative Have someone else review your grant budget – Does is make sense 27 Source: Glasbergen

28. 28 Breakout Session – Grant Budget Create a grant budget that will enable you to achieve your grant goals and address your needs Assign one person to share your grant budget

29. Next Steps Discuss your STEM needs with your grant committee Assign a grant committee lead and identify who will do what, when Schedule next grant committee meeting Research STEM grant opportunities on our website at http://www.fultonschools.org/en/divisions/strategy/Grants/Pages/Grant%20Development.aspx Gain agreement with your school leadership team on your funding strategy Send the Grant Approval Form to the Office of Grant Development Start applying for STEM grants! 29

30. Closing Exercise What grant tools did you find most helpful? – Go back to www.govote.at (code 75 05 50) and answer the second questionwww.govote.at Complete our survey so that we can continuously improve… 30

31. For additional information contact: Ashley Garrison470-254-4573 garrisona@fultonschools.orggarrisona@fultonschools.org Kelly Hopkins470-254-6773hopkinsk@fultonschools.orghopkinsk@fultonschools.org Beryl Otumfuor, Ph.D.470-254-4906Otumfuor@fultonschools.orgOtumfuor@fultonschools.org Cassandra Maddox470-254-5516MaddoxCA@fultonschools.orgMaddoxCA@fultonschools.org 31