2017/18 Fiscal Year[1]

Purposes of Grant Program:

The primary purpose of the Sublette BOCES grant program is to assist in achieving three goals. The grants are meant to open avenues for reaching these goals with community organizations. The goals follow:

  • Sublette BOCES will place an emphasis on maintaining and expanding programs that will enrich educational opportunities for Sublette County School District #1 (S.C.S.D. #1) students.
  • Sublette BOCES will support continuing education and enrichment for adult learners in the community.
  • Sublette BOCES will support early childhood education, youth classes, and enrichment opportunities for S.C.S.D. #1 students and prospective students.

Requirements for Proposal:

Sublette BOCES is committed to enriching education in our community and we encourage community organizations to submit grants designed to enrich education. Read all of the guidelines and prepare your proposal in accordance with them. Deadline for completed submissions is April 17th.

Submission Guidelines:

  • Incomplete applications will not be considered for funding.
  • Schedule an informal meeting with the Sublette BOCES Director before you submit your grant. The meeting is required and its purpose is to help grant-seekers successfully match their proposals to the goals of Sublette BOCES, as well as to insure applicants meet all of the requirements of our submission process.
  • It is mandatory to have a knowledgeable representative of your organization attend the Sublette BOCES Grant Hearing. The purpose of attendance at the grant hearing to answer board questions about the Grant Application (below).
  • Include a cover letter with the Grant Application. The cover letter should explain, in detail, how your organization and the proposed project will help achieve at least one of the goals listed above. It is not necessary to demonstrate that the project relates to each goal, but it must be linked clearly to one of our goals.
  • A detailed budget of your proposed project must be submitted. That budget must include dollar amounts for the major expenses and explain other sources of funding, including funds provided by your own organization. In addition, your budget should include information about the proportion of your organization’s funds (you can include in-kind funding if you explain how that amount was figured in the budget narrative) that will be used for the project.
  • Your application must include a budget narrative, and that narrative should explain each part of the budget and how the funds will be expended.
  • As an educational institution, Sublette BOCES is committed to learning about the effectiveness of its programs and we require a thorough evaluation of our grants (see more below). Your proposal should include a plan for completing the evaluation, as well as how you plan to report it. Evaluation tools are a helpful addition to the proposal.
  • Submit Grant Qualifications of the Organization (below) with signatures requested by mail, scan, fax, or delivery to our office. This is the only part of the application that we do not require to be submitted electronically.
  • Email the organization’s Cover Letter, Grant Application, Budget Worksheet and any additional information to .

Proposal Schedule:

January through MarchDrafting Proposal

MarchMeeting with the Director of Sublette BOCES to review draft proposal

AprilRevise and complete grant application

April 17Grant application due

May 4Attend grant hearing

May 31Grants awarded

End of ProjectSubmit invoices and completed evaluation report[2]

Grant Evaluation:

Evaluation research includes three types of information. One type of evaluation is known as “inputs” and they primarily represent what goes into a project. Our requirement for input evaluation is simple and mostly covered by your budget, and invoices. We require grantees to submit a short report of what they put into the program in the form of expenses and an account of the personnel involved. Another typical form of evaluation is to measure “outputs.” We require output data in the form of the number of participants in the programs and some idea about what they did. The gold standard in evaluation would be “outcome” information, or how the program changed lives. We also require an attempt to measure outcomes, but it may be far less formal than the other two forms of evaluation we require. Your outcomes should be tied to our program goals.

Much of what we want from the evaluation is simple to collect and report. In most cases, a simple evaluation tool that asks participants what they learned from the program is enough to provide you with the information you need to write your evaluation report. Most often, having questions for participants that tie the experience to our goals will work best if you give them closed responses, or responses with boxes by the responses (e.g., strongly agree □). In almost every case, you will need to write and submit an evaluation report at the end of your grant before you can be reimbursed. In general, the format of your evaluation can be organized around what worked and what needs improvement.

Organization Information[3]
Name of Organization:
Contact Person: / Date of Application:
Address:
City: / State: / Zip:
Phone: / Email:
Website: / Fax:
Name of person administering this grant:
Title and general purpose of the grant:
Project date: / Amount requested: / Total project cost:
Contact Person Signature:
Brief description of your organization:
For Public School
Principal Signature:
Superintendent Signature:
Program or Project Information
Description of your program/project:
Description of program/project goals and objectives:
Number of program/project participants:
Ages of participants: / Geographical area served:
Project or Program Information Continued
How will you evaluate what worked and what needs improvement in the proposed project/program?
How is this program/project aligned with Sublette BOCES goals?Be sure to identify the goal(s) and develop a fairly thorough explanation of how your work is aligned with our goals.
Describe the timetable of the program/project and explain why the proposal should be funded now. What are your organizations plans to secure future funding for this project?
How will Sublette BOCES be recognized in your program/ project?
Grant Budget Worksheet
Description / Sublette BOCES Amount / Other Funding Amount[4] / Total
Amount / % of Total Budget derived from BOCES Funding
Revenues
Total Revenues
Expenses
Totals Expenses
Budget Narrative (use as much space as necessary to explain your budget in detail):

[1] Sublette BOCES fiscal year begins on July 1, 2017 and ends on June 30, 2018. All funds need to be expended before the end of this fiscal year.

[2] We will not reimburse for invoices without the submission of a completed evaluation report. Contact the Director if completing the evaluation report is a problem.

[3] This page must be submitted with signatures either in person, via fax or scanned document.

[4] If you include “in-kind” sources of support, please explain in detail in the budget narrative.