1. Brockton Grants Management
A Guide to Brockton Grants Management and Resource Development
If we teach today as
we taught yesterday,
we rob our children of tomorrow. John Dewey
2/19/2019

2. Brockton Grants Management
Meet The Brockton Grants Office
Crosby Administration Building
43 Crescent Street, 2nd Floor
Phone: Fax:
Susan Dukess, Ed.D., Deputy Superintendent
Karen Watts, M.B.A., Grants Administrator
Dianne Metta, Grants Secretary

3. Brockton Grants Management
Grant Authorization Procedures
Grants Set-up & Financial Management
MA DOE Grants Drawdown Procedure
Grant Proposal Writing, Technical Assistance and Quality Assurance
Questions & Answers
2/19/2019

4. Brockton Grants Management
Grants Authorization Procedures
The Grants Office is the central clearing house and file repository for the district and oversees QA for all Brockton grants.
Submit all grant requests to the Grants Office for authorization ten working days prior to School Committee meetings.
Complete a School Committee Meeting Agenda Summary form.
The Grant Manager should attend School Committee meeting.
2/19/2019

5. Brockton Grants Management
Grants Set-Up & Financial Management
MUNIS Set-up
Grants Record Keeping & Reconciliation
Requisitions
Budget Amendments
Final Reports
2/19/2019

6. Brockton Grants Management
Grants Set-Up & Financial Management
MUNIS Set up complete and attach the grant approval letter and the approved budget. Submit it to the Grants Accountant.
Grants Record Keeping & Reconciliation Keep accurate, detailed records and reconcile with the MUNIS accounting system.
2/19/2019

7. Brockton Grants Management
Grants Set-Up & Financial Management
Requisitions are completed by the Grant Manager, signed by the supervising administrator, and submitted to the Office of Financial Services.
The Purchase Order (blue copy) will be sent to the Grant Manager.
Once order/services are received, the Grant Manager signs and returns the P.O. to Accounts Payable.
2/19/2019

8. Brockton Grants Management
Grants Set-Up & Financial Management
Budget Amendments are required by the MA Department of Education if there is:
1) a significant change in program objectives;
2) an increase or decrease in the total grant; or
3) an increase in a line of the budget that exceeds $100 or 10% of the line (whichever is greater) or exceeds $10,000.
Budget Amendments should be submitted 30 days before the desired change and must be submitted 30 days before the grant end date.
2/19/2019

9. Brockton Grants Management
Grants Set-Up & Financial Management
Final Reports for the MA Department of Education are due 60 days after the grant end date.
Final Reports must reconcile with the MUNIS accounting system.
2/19/2019

10. Brockton Grants Management
MA DOE Grants Drawdown Procedure
“New” process to automate grant payment requests
Monthly, on-line, paper free system
Eliminates quarterly, 2-page Requests for Funds Form (RF1)
Monetary savings of staff time,
paper, and postage

11. Brockton Grants Management
MA DOE Grants Drawdown Procedure
The Department will disburse grants of
$5,000 or less in full
Grants over $5,000 will receive first pro-rated installment, then monthly requests thereafter.
Monthly funds requests can be made from the 20th to the end of the month (10-day window).

12. Brockton Grants Management
MA DOE Grants Drawdown Procedure
Grant Managers will input Requests for Funds on MS Excel spreadsheet on Central Office P: Public Drive no later than the 15th of each month:
1) Funds Paid/Received to Date
2) Funds Expended
3) Monthly Allocation
4) Funds Request
5) Justification Narrative (if exceeds adjusted Monthly Allocation)

13. Brockton Grants Management
MA DOE Grants Drawdown Procedure
Monthly Allocation = Total Grant – MTRS/No. of months in grant period.
The “Maximum Cash Balance Allowed on Hand” should not exceed 10% of Monthly Allocation.
Include payroll and other expenses anticipated by month end.
Do not submit Funds for Request if no expenditures are anticipated by month end.

14. Brockton Grants Management
MA DOE Grants Drawdown Procedure
The Grants Office/Financial Services will review/OK the Grants Drawdown/Funds Requests.
Data Entry Staff will access the DOE system and input approved requests from the 20th of each month to no later than month end.

15. Brockton Grants Management
Grant Proposal Writing, Technical Assistance & Quality Assurance
The Grants Office encourages new grant opportunities to advance Brockton teaching and learning initiatives.
We welcome the opportunity to assist you with identifying funding sources, grant research, grant writing or review.
Provide timely notice prior to grant deadlines.
2/19/2019

16. Brockton Grants Management
Grant Proposal Writing, Technical Assistance & Quality Assurance
Tips for Writing Winning Grants!
Plan your project! Convene your project team;
See Project/Proposal Worksheet.
Adhere to District/School Improvement
Plans.
Identify and engage collaborative
partners early!
Develop an outline.

17. Brockton Grants Management
Grant Proposal Writing, Technical Assistance & Quality Assurance
Tips for Writing Winning Grants!
Develop an outline:
Goals
Objectives
Target audience (who will benefit from the project)
Activities
Indicators/Measures of success
Timeline

18. Brockton Grants Management
Grant Proposal Writing, Technical Assistance & Quality Assurance
Tips for Writing Winning Grants!
Sources of Grant Funds (Sample list):
MA Department of Education
US Department of Education and
National Education Association
The Foundation Center
Education Week
Grant Centers in Public Libraries
The Internet
The Grants Office!

19. Brockton Grants Management
Grant Proposal Writing, Technical Assistance & Quality Assurance
Tips for Writing Winning Grants!
Parts of the Application:
Abstract or Summary
Introduction
Needs Statement
Goals and Objectives
Activities (and Timeline)
Evaluation
Sustainability and Collaborations
Budget
Appendices

20. Brockton Grants Management
Grant Proposal Writing, Technical Assistance & Quality Assurance
Tips for Writing Winning Grants!
Adhere to grantor guidelines exactly.
Follow 3 Cs: Be Clear, Concise and Complete.
Use simple, straight-forward language.
Use positive verb tense.
Use funder’s terminology; align your mission.

21. Brockton Grants Management
Grant Proposal Writing, Technical Assistance & Quality Assurance
Tips for Writing Winning Grants!
Use short paragraphs (white space)
Align headings with those of the grantor.
Use bullets, tables, bold titles and headings.
Adhere to page limits and required font size or use easy-to-read, standard font.
Proofread. Use spell check, then visual check. Check math.

22. Brockton Grants Management
Grant Proposal Writing, Technical Assistance & Quality Assurance
Tips for Writing Winning Grants!
Winning Grants…….
Meet Funder Requirements
Significant Need
Wide Impact
Financially Sound
Measurable, Sustainable Impact
Qualified Staff
Meet the Grant Deadline!

23. Brockton Grants Management
Questions & Answers!
We are not what we know, but what we are willing to learn. Mary Catherine Bateson
2/19/2019