DIVISION OF ACCOUNTABILITY

WELCOME TO THE DEPARTMENT OF STRATEGIC PLANNING & GRANTS DEVELOPMENT

NEW & UPDATED INFORMATION AND GRANT OPPORTUNITIES

GRANT PROCESSING PROCEDURES

1. Intent to apply – Contact Department of Grants IMMEDIATELY

2. Send a copy of the Request for Proposal (RFP) and an abstract of what’s being processed to Department of Grants.

3. All applications must align with Prince George’s County Public School system initiatives.

4. Department of Grants schedules grant applicant to appear before Executive Council to give overview of grant. If approved by Executive Council, continue with Department of Grants procedures.

5. Applicant sends draft of application to the Department of Grants for review/comments on different selection criteria sections via e-mail.

6. A timeline will be developed for providing technical assistance and support throughout the grant writing process to ensure that the grant is technically correct and meets the guidelines outlined by the school system and the funding agency.

7. Appropriate sections of evaluation and budget selection criteria sections should be sent to the following personnel: Program Evaluation Supervisor for Research, Evaluation, and Accountability (REA), at 301- 952-6240. The fax number is 301-952-6199.  For budget assistance, contact Darrell Haley at 301-952-6329. His fax number is: 301-952-6177. His e-mail address is dhaley@pgcps.org. 

8. Department of Grants reviews proposal for content and editorial consistency then forwards edited version to applicant.

9. All grant proposals are required to include a budget expenditure line item for indirect costs per the guidelines by the funding agency. If the grant RFP or grant guidelines specifically exclude indirect costs as an allowed expenditure then indirect cost shall not be a part of the grant proposal. If you have any questions about indirect cost, please contact the Budget Director. The phone number is 301-952-6092 and the fax number is 301-952-6177.

10. Applicant makes corrections as indicated by Department of Grants and prepares application in final form for delivery to the Department of Grants to be processed for official signature.

11. Delivered application (with disk and grant cover signature sheet that has signature of the program director) is logged in by Department of Grants. The Department of Grants ensures that cover signature sheet is signed at the time of delivery, makes a copy, and logs name of who will be responsible for picking up the application once it has been signed and who will deliver the grant to the funding agent.

12. Department of Grants reviews final proposal for RFP and editorial consistency (changes made to final disk as necessary) and attached an abstract (summary) to the proposal. The application is e-mailed to Executive Council for a final presentation by the grant originator to the Executive Council.

13. Department of Grants senior managers review and sign final proposal once all of the recommendations by Executive Council have been appropriately addressed.

14. Department of Grants then delivers the proposal to Shauna Battle, Legal Officer in Upper Marlboro for review.

15. Application is tracked by the Department of Grants through the system.

16. Once application has been signed, Department of Grants receives proposal and contacts grant originator for pick up. Office of Grants ensures that a copy of the final application is forwarded to the state point of contact (SPOC), if appropriate.

NOTES: When there are exceptions to these procedures, the grant seeker must speak directly with the Director of the Department of Grants to get written permission to proceed with the processing of an application that is not in alignment with the department’s grant processing guidelines. Then the Supervisor informs the grants staff on the procedures for processing that particular request.

If an evaluation component is required, then a budget expenditure line item with a 3%-5% of requested amount must be included in the application.

Grant Partnership Initiatives and Request for Letters of Support

• All agencies interested in forging a grant partnership with Prince George’s County Public Schools must seek input and guidance from the members of the Executive Council prior to including the school system in the grant application and requesting support letters.

• Please review the Department of Grants Procedural Manual Link in its entirety for Processing Grants.

• Contact personnel in the Department of Grants at 301-386-6182, if assistance is needed in completing the Executive Council Advisor Form or the Presentation to the Council Form.

• The Director, Gwendolyn Holland, will schedule a date for information to be presented to members of the Executive Council.