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Accountability

Strategic Planning and Resource Management

Grants Development & Management

Managing Partner Requests

To leverage existing resources, Prince George’s County Public Schools (PGCPS) offices and schools continue to partner with community organizations and universities to deliver much-needed services that align with PGCPS’ strategic imperatives while supporting the school district’s mission of providing a transformative experience characterized by excellence in equity—enabling each student’s unique talents and brilliance to flourish in order to build empowered communities and more inclusive and just world.

Organizations requesting Letters of Support/Commitment are typically engaged in preparing a competitive proposal, which includes a project design that engages PGCPS as a recipient to benefit from project-related services identified in the proposal. Should the proposal receive a grant award, PGCPS and the partner organization will enter into a Memorandum of Understanding.

The processes and procedures for partnership support via the use of a Memorandum of Understanding (MOU), Letter of Support (LoS), or Letter of Commitment (LoC) are designed to ensure that PGCPS has a system in place to review and make final decisions on engaging in partnership with external organizations.

Letters of Commitment (LoC)

Written often used to establish formal legal agreements after the grant funding has been awarded.

Letters of Support (LoS)

Positive written testimonials from other organizations and used by an organization seeking funds and used to establish informal sponsorship. These letters help to demonstrate the organization’s impact in its community.

Memorandum of Understanding (MOU)

A memorandum of understanding is a formal agreement, not necessarily a legally binding document, between two or more parties. The parties identified clearly outline respective roles and responsibilities. The MOU depends on the signatories' intent and the language in the agreement but signals the willingness of the parties to move forward with a contract.

Often new grant applications, Letters of Support, Letters of Commitment/Collaboration (LoS/C) and/or MOUs, require the internal executive approval and, where needed, the Superintendent and CFO signatures. Therefore, Executive Sponsors and Program Managers must follow the steps for processing partner requests for LoS, LoC and MOU.

Steps for Processing Partner Request for LoS/C

Letter of Support (LoS)/Letter of Commitment (LoC) and MOU Process Flow Chart

Step 1	The partner organization contacts PGCPS program manager to request LoS/LoC
Step 2	Program Managers obtain the following documents from the requesting organization: Proposed proposal abstract/summary. Name of funding agency and grant program for which the organization is requesting a LoS/C and plans to submit a proposal. Contact information to be used in the address section of the final LoS/C. Contact person/s email address(s) where the final LoS/C should be sent.
Step 3	Program Managers meet with their supervisor to share information on the partner organization’s request and obtain approval to move forward with preparing a LoS/C.
*Note: If all PGCPS staff involved agree to move forward, then the Program Manager will engage in the steps below.*
Step 4	Program Managers will contact the partner organization seeking a LoS/C and request a draft template LoS/C. The draft LoS/C will be reviewed, edited and finalized by the grants team. The grants team will notify the program manager via an email when the LoS/C is approved as submission-ready.
Step 5	Program Managers will email the documents to the executive sponsor(s) for e-approval.
Step 6	The Executive Sponsor(s) will forward the final approved documents to the grants team.
Step 7	The Grants Team will provide a copy of the final LoS/C to the program managers and appropriate executive sponsors for final review and signature.
*Note: All LoC must be signed by PGCPS’ Superintendent.*
Step 8	The Grants Team will email the signed LoS/C to the appropriate contact for the requesting partner organization.

Steps for Processing Partner Request for MOU

Step 1	It is the responsibility of the requesting organization to contact PGCPS with information regarding their proposal award status.
Step 2	If awarded, the requesting organization must contact the Program Manager to inform of their grant award and plans for implementation of their program design.
Step 3	The Program Manager and the requesting organization will begin to prepare the memorandum of understanding clearly defining roles and responsibilities.
Step 4	The final MOU will be reviewed by each organization’s legal office. Once approved by the legal offices, the MOU will be signed by each organization’s authorized representative and implemented.