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BOSTON PUBLIC SCHOOLS
OFFICE OF FEDERAL AND STATE GRANTS NEWSLETTER | SPRING 2017
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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.
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THE BPS GRANT APPLICATION PROCESS
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!
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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.
FISCAL POLICIES AND PROCEDURES
outlines the policies and procedures of how the Boston Public Schools fully complies with EDGAR 2 CFR 200 Federal Regulations.
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Step-by-step instructions on how to do common grant actions.
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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
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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.
Want additional support in reading this report or on managing your grant? Email
Bennett Griesmer
to set up time for grant management support.
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ACTION ITEM: UPCOMING DATES FOR SCHOOL COMMITTEE APPROVAL
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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
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DO YOU KNOW THE WHOLE GRANTS MANAGEMENT PROCESS?
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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.
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CURRENT GRANT OPPORTUNITIES
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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.
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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.
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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.
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ANU MEDAPPA JAYANTH
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BENNETT GRIESMER
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CARLOS MARTINEZ
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Director of Federal and State Grants
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Manager
of Federal and State Grants
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Coordinator
of Federal and State Grants
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amedappa@bostonpublicschools.org
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bgriesmer@bostonpublicschools.org
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lcmartinez@bostonpublicschools.org
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(617)635-6995
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(617)635-8582
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(617)635-9084
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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
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