HEF Grant Guidelines

2008–2009 Grant Program Guidelines

 The Hilliard Education Foundation (HEF) Grant Program provides the opportunity for teachers and staff members of the Hilliard City School District to provide the "extras" that strengthen learning environments and student achievement.  The foundation recognizes that traditional sources of school funding do not always allow teachers to initiate new and creative learning experiences for students. 

All Hilliard City School District teachers and staff members are eligible to apply for a Hilliard Education Foundation grant.  Applications and criteria for submission are available in all school offices and on the foundation’s website at www.hilliardeducationfoundation.org.  Grants are awarded each spring for the following school year.

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 2008 - 2009 Application Process

Application packages for the 2008-2009 Hilliard Education Foundation Grant Program are available either through the school secretary at each Hilliard school building, Central Office or on the foundation’s website. 

Applications are due at Central Office by Friday, April 4, 2008 at 4:30 p.m.  The Hilliard Education Foundation offers technical assistance for completing the grant application and/or information regarding other Foundation programs.  Each building has been assigned an HEF board liaison that will schedule time with the building staff to present the 2008-2009 grant program guidelines and to answer questions.  Additionally, any grant applicant may contact the grant committee chairperson, Christy Farnbauch ( Christy_Farnbauch@hboe.org ) with questions. 

 Most of the foundation's grant funds are raised through various fundraising activities throughout the year.  However, individual Hilliard residents have also made targeted donations to encourage the development of specific programming. These grants may be limited by donor specification to a single school or educational area; however, these special funding categories tend to be less competitive in terms of the number of competing applications.  Applicants should check these categories for eligibility.

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 Background

The Hilliard Education Foundation is a nonprofit foundation, established in 1989, to provide grants and scholarships that promote excellence in the Hilliard City Schools.  In partnership with the Hilliard City Schools, but separate from the Board of Education, HEF works cooperatively with the Board to provide students with new and unique learning experiences.

 The Hilliard Education Foundation's annual grant program is intended to:

1. Support Hilliard City Schools staff in the development of innovative programs that would not be supported through traditional funding sources; and
2. Ensure that students have opportunities to participate in unique learning experiences that advance the tradition of excellence and student achievement in Hilliard City Schools.

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 Eligible Applicants

Any educator or staff person employed by Hilliard City Schools may submit an application for funding. The appropriate principal or school administrator authorized to approve the proposed program must sign the application. Application packages are available from the school secretary at each Hilliard City School, at Central Office or on the foundation’s website.   

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Grant Categories

Applications may be submitted in one of four categories:

1.       Discretionary - Any project that does not fall within the parameters of the special funding categories (listed next) should be submitted under this category.

2.       Weaver Memorial Endowment - One-time purchases or events for Weaver Middle School.

3.       Jean Schmidt Fund - Middle school projects which promote or expand the arts.

4.       Jessica Grové Fund for the Performing Arts – Performing arts projects from the high schools.

5.       Non-competitive, limited to:

·        Authors in Schools 

·        Renaissance Programs

·        Publishing Shop Start-up Costs in newly opening schools

·        Continuing multi-year programs 

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 Funding Priorities

The Hilliard Education Foundation funds programs that support the long-range development needs of students, and equip them to positively impact their families, communities and their chosen professions in the years to come.  Projects in a variety of areas have been funded, such as:  integrating technology in the classroom; English as a second language; leadership and teamwork; diversity; mentorship; career awareness and the arts.  Priority will be given to applications that creatively address needs that are not met by traditional funding, and which:

• Serve ELL students and their families in new or creative ways.
• Focus on ways to assess student achievement in new or creative ways.
• Demonstrate clear linkages to curriculum and approved standards in all areas.
• Exhibit long-range educational benefits that will improve student achievement.
• Are innovative in nature. 
• Have potential for replication in other Hilliard City Schools or have district-wide impact. 
• Promote parental and/or community involvement within the school. 

 In general, the amount of funding requested should not exceed $2,500. All funding requests will be considered, and no project will be denied simply because the budget exceeds $2,500. Program funding priorities for the 2008-2009 grant year; however, may focus on awarding a larger number of smaller grant awards. 

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 Funding Limitations

Hilliard Education Foundation grant funds may not be used to pay for:

• Transportation costs 
• Staff salaries or the cost of substitute staff 
• Consumable supplies (non-permanent items or items discarded after use)    
• Purchase of equipment simply to expand an existing program without the addition of a new program dimension. 
• Programs which are, or have the potential to be, funded through traditional school or public funding sources.
• The continuation or repeat of existing programs and/or programs previously funded by HEF.

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 Application Submission Process

One (1) original and ten (10) copies of the application must be:

Submitted to:

Christy Farnbauch, School/Business and Community Partnership Coordinator at the Administrative Office at 5323 Cemetery Road.             

Or, sent by certified mail, return receipt requested, to:

 Hilliard Education Foundation 
 2008-2009 HEF Grant Program 
 ATTN: Christy Farnbauch 
 5323 Cemetery Road 
 Hilliard, Ohio 43026 

All applications must be received by Friday, April 4, 2008 at 4:30 p.m.  Any application received after the deadline will be returned.  Applicants will be notified in writing of funding decisions in May 2008.   

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Conditions of Grant Award

By accepting a Hilliard Education Foundation grant award, grantees agree to comply with the following conditions:

Funding Acknowledgment:  All materials developed or distributed under grant activities, including, but not limited to:  advertisements, press releases, general news articles must include a printed acknowledgment of Hilliard Education Foundation as the funding source.  Verbal or other acknowledgment of the funding source, as appropriate, must be included at all events supported by HEF funds. 

Permanent Acquisitions:  Equipment acquired with Hilliard Education Foundation grant funds must include some form of designation identifying Hilliard Education Foundation as the funding source. 

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Documentation and Presentation of Final Project

At the end of the project, each grant recipient is expected to present a short (3-5 minute) verbal report to the HEF Board about the project's implementation and outcome. Multi-year programs are required to make a status report at the close of each program/school year.  This report is informal, and gives the HEF Board feedback on the project’s success, along with much deserved recognition for the grant recipient.

A one-page summary and 3-4 pictures must also be submitted at the completion of the project. This summary can be sent via e-mail to Christy Farnbauch at christy_farnbauch@hboe.org (to display on the Foundation’s website) or you may choose to bring these materials to the presentation. The summary should include the following:

• Project Description and Title
• Overview and number of the Population Served
• Benefit and Impact of the Project
• Unexpected Challenges and Solutions
• Plans for Sustaining or Continuing the Project
• Overview of what you learned and any changes that were needed

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 Technical Assistance/School Presentation

Hilliard Education Foundation representatives are available to attend staff meetings to answer questions and provide a brief overview of the purpose of the grant program and the types of grant funding available. 

Any school interested in a presentation should contact your assigned liaison (see below) or HEF Grant Committee Chairperson, Christy Farnbauch, for scheduling.  

School Liaisons for the 2008-2009 Grants Program are as follows:

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 Tips for Preparing the Application

Your proposal should be typed on 8 ½ x 11” plain white paper, according to the grant application format.   Refer to the HEF Grant Writing Tip Sheet for specific guidance on each section of the application.

General Grant Writing Tips:

• Proposal should be neat and orderly, with no typographical errors. 
• When laying out the proposal, guide the reader's eye to key points by using good spacing, underlining, bold face, or a bulleted format when appropriate.
• Write your proposal in simple English. Explain all abbreviations and acronyms and avoid jargon.
• Avoid unsupported assumptions. Common pitfalls include: 1) assuming that your reader is familiar with your school, program, or system; or 2) assuming that your reader knows that you have the knowledge and experience to do this project.  Explain everything clearly.
• Use positive and affirmative language.  Avoid phrases like “we might”, “we could”, and “we’re thinking about”.
• Be as specific as possible.  Avoid phrases like:  “various evaluation methods will be used”.  Explain everything.  Remember, “Modest specificity is better than blind ambition.”
• Arrange for a colleague to read your application for typographical errors, clarity, and presentation.  It may also be beneficial to have someone score your application using the HEF evaluation sheet.
• Examples of successful grants from previous years are available on the HEF website to aid you in your grant preparation.

• To assist in grant preparation, the funding criteria used by the grant committee members are listed below.

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Funding Criteria

• The proposed project will help make the learning environment more meaningful for Hilliard students.
• A unique learning activity or innovative approach to an educational need is clearly presented.
• Planning appears to be solid and reasonable.  It appears that the project will work.
• All details of the project are clearly explained and it is easy to understand exactly how the program will work.
• Commitment and support for the project has been secured from the essential people (e.g., principal, supporting schools staff, parents, outside partners).
• The proposed timeline appears appropriate for the activities outlined.
• The project clearly supports one of HEF’s funding priorities. 
• A clear plan is in place for collecting evidence that will demonstrate the effectiveness and overall impact of the project.
• Project cost is reasonable in relation to what will be accomplished and the number of students that will be impacted.

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 Reasons for Denying a Funding Request

• The request is for a non-allowable expense, i.e. transportation, staff time, consumables, etc.
• A lack of detail makes it unclear how the program will work. Reviewers are unable to gain answers from the application and/or the writer assumes knowledge about the program that reviewers do not possess.
• Proper authorization for the proposed project is not clear; for example, a permanent outdoor exhibit will be erected without evidence of approval from the Building and Grounds Committee.
• The project is proposing to buy equipment without adding a new element to the program; simply expanding a program does not qualify as a new dimension or innovation.
• The budget/student benefit ratio is low.  The project does not appear to give as much “bang for the buck” as competing projects. With limited funds, it is necessary to consider how many children will benefit from the project.
• Request appears to be for an item(s) that should be assumed by the school/district, and for which there are designated funds. There is an alternate source of funding known to the reviewers.
• It is unclear how the proposed project integrates with an existing program.
• The application doesn't follow the required format.

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