BOSTON PUBLIC SCHOOLS
OFFICE OF FEDERAL AND STATE GRANTS NEWSLETTER | SPRING 2017
Welcome back to the Office of Federal and State Grants quarterly newsletter! You have received this because you are a Program Manager, work closely with grants, have entitlement dollars in your budget, oversee a department that manages grants, or work with grant funds. Please forward this to anyone who may be interested and have them "subscribe." 
Look for our next issue, coming out in the summer! For updates before the next issue, or to find any of this information, please visit our website
THE BPS GRANT APPLICATION PROCESS

Click for a listing of Grant Opportunities Click to access the online Intent to Apply Form Click for more information on the BPS Grant Review Team Click for key information in completing your grant application Click for information on submitting your grant
Did you know that BPS has a robust grant application process in place that provides support to applicants, assures there are not competing proposals, and provides resources for finding and applying to grants? Click through the above steps to learn more about the Grant Application Process. Please be sure to submit an online Intent to Apply Form at least 2 weeks before any grant is due!

IN THIS ISSUE
 

RESOURCES
  provides an overview of policies and procedures. 

a detailed breakdown of how to do everything related to grants at BPS. This is a great document to bookmark and use as a "first step" for any grant question.

provides easy-to-find grant information. Resources, processes, forms, contacts, stories, and grant facts are organized here to allow you and the general public to find all grant-related information at BPS. 

If you do not have access to BAIS Financials (PeopleSoft), complete and return this form to sign up for training. 

provides a constantly-updated list of grant opportunities that you, your school, or department might be interested in applying to, as well as a list of helpful places to search for upcoming opportunities. 

the first step in applying to any grant. The online Intent to Apply form should be completed once you make the decision to apply for a grant and no less than 14 days before the grant is due.  

LETTER OF SUPPORT REQUEST FORM
if a Letter of Support is required from the Superintendent, please complete the Letter of Support Form. 

FISCAL POLICIES AND PROCEDURES
outlines the policies and procedures of how the Boston Public Schools fully complies with EDGAR 2 CFR 200 Federal Regulations.

HELPFUL HOW-TOS
Step-by-step instructions on how to do common grant actions. 





Check out the Grants Management Library for many more how-tos! 
 
ACTION ITEM: QUARTERLY SPENDING UPDATE

In an effort to help you understand your grant spending and status, we have created a Spend Down Report of your grants, as of May 10th .
This Spend Down Report contains:
- an Overview of your grant
- the All Funds Report
- an Open Requisition listing
- an Open Purchase Order listing
as well as information on next steps and what to be looking for in each report.

Action Item:
If your grant ends 6/30:  The grant spend down deadline has passed.  Please download the spend down document here and look through each report on your grant. Please review all open PO's and requisitions and make sure the next steps are followed in order to close out the grant.
If your grant ends 8/31:  Please adhere to the upcoming deadlines as outlined in the spending memo.  Please download the spend down document here and look through each report on your grant.
Please reach out if you would like assistance on how to read your report or what to be looking for.
For more information on your spend-down or how to run these reports, see page 18 of the Grants Management Library
Want additional support in reading this report or on managing your grant? Email Bennett Griesmer to set up time for grant management support.

ACTION ITEM: UPCOMING DATES FOR SCHOOL COMMITTEE APPROVAL

Please note the upcoming dates of School Committee Meetings and the due dates for grants to be submitted to the Office of Federal and State Grants. These are the last School Committee dates for the rest of the school year.  All grants must obtain School Committee approval before funds can be accessed.

May 31, 2017 | May 23, 2017
June 7, 2017 | May 30, 2017
June 21, 2017 | June 13, 2017

All grants require approval from the School Committee (SC) before funds can be set up or spent
** The finalized dates for School Committee meeting schedule and due dates are also posted on the Resources section of the website .

The master calendar and draft agenda for each meeting are posted to the Boston School Committee website.
Information on how to submit for SC Approval can be found in the Grants Management Library and are listed below:
Image_ How to submit a grant for SC approval
DO YOU KNOW THE WHOLE GRANTS MANAGEMENT PROCESS?

Check your understanding of the grants management process/life cycle by walking through our Grants Management Overview.  This helps orient you to the process of setting up your grant, managing spend down and successfully closing it out.
This is a great tool for anyone working with grant funds. This not only walks through the grants life cycle from start to finish, but also highlights all new policies and procedures and key dates. 
Image_ View the Grant Management lifecycle
CURRENT GRANT OPPORTUNITIES

While the Federal and State Grants team does not actively prospect for or provide grant writing support we do encourage schools and departments to do so and apply for grant opportunities that fit their priorities. We provide updated listings of current grant opportunities that the Boston Public Schools is aware of can be found in our Current Grant Opportunities page. This listing contains grant opportunities from multiple different sources, as well as additional resources to assist you in locating a grant that may be right for you, your school, or department.
Outcomes Reporting for FY17 Grants Due Soon


FY17 is drawing to a close! Once your grant has ended, you will receive an email asking you to complete your SMART goals outcomes reporting, based on the SMART goals you provided for School Committee approval at the start of your grant. The report is our way of reporting back to the School Committee the outcomes that each grant achieved by the end of fiscal year. 

Please be on the lookout for an email regarding Outcomes Reporting and complete in a timely manner.

BPS Fiscal Policies and Procedures  


In collaboration with the State, the Office of Federal and State Grants has created a Fiscal Policies and Procedures manual, which contains the internal controls and grant management standards used by the District to ensure that all federal funds are lawfully expended. 

The manual describes in detail the District's financial management system, including: cash management procedures; procurement policies; inventory management protocols; procedures for determining the allowability of expenditures; time and effort reporting; record retention; and, sub-recipient monitoring responsibilities. 

New employees of the District, as well as incumbent employees, are expected to review this manual to gain familiarity and understanding of the District's rules and practices.

Image_ View the Policies and Procedures Manual
ContactUs
CONTACT US!

ANU MEDAPPA JAYANTH
BENNETT GRIESMER
CARLOS MARTINEZ
Director of Federal and State Grants
Manager  of Federal and State Grants
Coordinator  of Federal and State Grants
amedappa@bostonpublicschools.org
bgriesmer@bostonpublicschools.org
lcmartinez@bostonpublicschools.org
(617)635-6995
(617)635-8582
(617)635-9084

HOW ARE WE DOING?
We would love to hear from you! We would love your thoughts on our newsletter, our department, what works well, and what our department can do to better assist you. Please take a moment to leave feedback here .