HOW TO APPLY FOR A LEXINGTON EDUCATION FOUNDATION GRANT: 2004-2005

WHAT IS THE LEXINGTON EDUCATION FOUNDATION?
Founded in 1989, the Lexington Education Foundation (LEF) is an independent, nonprofit community organization supporting educational excellence in Lexington Public Schools. The Foundation provides grant funding for ongoing professional development, teacher mentoring, experts-in-residence, and curriculum innovations outside of the regular school budget. Directed by a non-salaried board of community members and supported exclusively by contributions from Lexington residents and local area businesses, LEF manifests the spirit of a community that takes pride in, and responsibility for, the public education of its children. To learn more about LEF, please visit the LEF web site at www.lexedfoundation.org.

WHO CAN APPLY?
Grant proposals are welcome from any Lexington Public School certified staff, parent or town resident working with a faculty member. LEF has awarded grants to teachers, specialists, department heads, administrators, counselors, nurses, special education personnel, parents and town residents. LEF also encourages collaboration across grades, schools, or departments.

WHAT WILL BE FUNDED?
A listing of LEF 2003-2004 funded grants is on our web site. Grant funds may be used for:
• innovative educational projects that fall outside the normal school budget
• consultants, guest speakers, artists, or performers who assist the project’s implementation
• tuition, training, and travel expenses related to the project’s goals
• stipends of $33/hour or $150/day for staff time beyond contracted hours.
• equipment, materials, supplies required for carrying out the project. All equipment and materials purchased with LEF funds become the property of the Lexington Public Schools.

WHAT WILL NOT BE FUNDED?
Grant funds are not intended to replace or relieve existing responsibility for public funding of school programs, nor are they intended to substitute for normal budget growth and maintenance. Grants will not be awarded for:

• salaried positions
• programs, equipment or services cut from the school budget
• substitute teacher stipends
• regular school activities and programs
• retroactive compensation
• capital improvements
• equipment purchases not part of a larger project.

WHAT ARE LEF’S FUNDING CRITERIA?

Grant proposals should reflect some or all of these LEF funding criteria:

• Indicate the support of a building administrator, and appropriate curriculum personnel, and expressed interest of other proposed participants
• Explore new and imaginative curriculum ideas and teaching practices
• Reflect the existing core values, priorities, and goals of LPS*
• Can be replicated in other Lexington schools or classrooms
• Demonstrate an initiative that is not within the purview of the regular school budget.
• Build upon a previously funded LEF grant with demonstrated success.

* LPS Core Values, Priorities and Goals are available in the LPS Handbook and on the LPS Website.


WHAT IS THE FIRST STEP IN THE GRANT APPLICATION PROCESS?
All grant proposals must have an administrator’s support. Please discuss your idea with at least one of the following: school principal, department head, elementary specialist, or the Director of Elementary Education Richard Grandmont, or Assistant to the Superintendent Carol Pilarski, or Grants Manager Elaine Sterzin. Solicit comments for improving the proposal and for departmental equipment recommendations. If your project includes purchasing new computer equipment, please consult with the Coordinator of Educational Technology Shelley Chamberlain. Discuss the project with the teachers who will be affected by your proposal for their input and agreement to participate. These colleagues should write a general letter expressing interest in participating.

WHAT IS A “CONCEPT PAPER”?

A “Concept Paper” is a short (one-page) description of a potential grant proposal that is submitted via email to LEF for feedback, if desired, prior to preparing the more comprehensive Grant Application. Concept Papers must be submitted for any proposals involving the purchase of educational technology or requests for funds in excess of $7,500. A sample Concept Paper is attached to this application.

Upon review of any Concept Paper, LEF will provide comment on the strengths and weaknesses in the proposal and areas for improvement, as well as confirming consistency with LEF’s mission, LPS educational priorities or other aspects of LEF funding criteria, and are optional for all other proposals.

Positive feedback received from LEF is no guarantee of funding.


HOW DO YOU SUMBIT A “CONCEPT PAPER” TO LEF?

Concept Papers should contain the following information:
1. The names of the grant authors and their titles.
2. The name and email address of the person(s) to whom we should reply.
3. A brief description of the proposed project.
4. A ball-park estimate of the cost, including a rough breakdown of the costs of the proposal.

Concept Papers must be sent by email to:
LEFconceptpaper@aol.com BY FEBRUARY 13; RESPONSES WILL BE PROVIDED BY FEBRUARY 28.

HOW CAN YOU LEARN MORE ABOUT WRITING A PROPOSAL?
A file of previously funded proposals is located at the School Administration Building and is available by contacting Communications Coordinator Lisa McGuire. You may read proposals in the building and make copies; but please do not remove any originals. We encourage you to consult with colleagues who have written proposals in previous years. If you are applying for an LEF Grant for the first time, we strongly recommend that you attend an LEF workshop on “How to Apply for an LEF Grant” on January 14 (room 147 at LHS) or January 22 (room 167 at LHS), at 3:30 p.m. The session will include reviewing one or more grants funded for 2003-2004. The room assignment will be announced in early January.

WHAT IS THE FORMAT OF A GRANT PROPOSAL?
Please complete the application form and clearly address all the points requested in the guidelines but also keep your proposal brief. An ideal proposal is no more than seven printed pages, excluding recommendations. Sample grants from previous years may be viewed at the School Administration Office. Additional copies of the grant application can be downloaded from the LEF web site, www.lexedfoundation.org.

TIPS FOR WRITING A GOOD GRANT PROPOSAL:

• Attend a Grant Workshop on January 14 (room 143 at LHS) or January 22 (room 167 at LHS).
• Review successful grant applications on file at the Central Office to use as models.
• Talk to past LEF Grant Recipients.
• Contact LEF to discuss the feasibility of an idea for a grant several weeks ahead of the deadline. We may be able to give you ideas about how to restructure the grant to be successful.
• Consider submitting a Concept Paper to LEF to test the feasibility of an idea before you complete your application. (Note: Concept Papers must be submitted for grant requests in excess of $7,500 or requests for technology).
• If your grant involves technology, you must (a) submit a Concept Paper and (b) discuss your grant idea and the specific equipment you are requesting with LPS’s Coordinator of Educational Technology.
• Read and follow the instructions in the Application carefully, especially the descriptions of the expenses that the grants can and cannot fund. Address all issues that are listed in the guidelines, and that are required by the application. Adhere to the page limit requirement.
• Explain how your proposal introduces an innovative approach to the curriculum, and/or exemplifies excellence in teaching.
• Include a detailed budget. This is one of the most important elements of your grant application. Include back-up information (price lists; program or course brochures); and details of travel and lodging expenses (estimates are not as effective). See the sample budget below.
• Specify which expenses are funded from other sources.
• Talk to your principal to obtain his or her endorsement of your grant project, especially if it involves several teachers at your school. Also obtain support from all teachers and staff who will be involved in your grant and have them write a letter in support of your grant application.
• Attach brochures, flyers, resumes of consultants, and other descriptive materials to your grant application.

WHAT SHOULD THE BUDGET LOOK LIKE? HOW MUCH DETAIL IS REQUIRED?

The budget needs to provide sufficient detail about how LEF’s funds are intended to be used. This means that there must be detail on all expected expenditures, teacher stipends (including number of teachers to be receiving the stipends and number of days and hours), consultant fees and any equipment and materials, including shipping and handling.

A sample budget for a fictional grant is provided below:

Expenses:

1. Purchase of books and CDs (1 book for 8 first grade classes @ $10 each and 1 CD per school @ $20 each) .... $120

2. Craft materials (candle making) for 8 first grade classes …$100

3. Photocopy expenses (i.e., curriculum-related handouts for each student and feedback forms)…….$100

Consulting:

1. Fees paid to outside educational consultant, Sally Smith, who will visit each first grade class three times each year to present a special session relating to this grant @$150 per class per visit.……..$3,600

Payroll:

1. Stipends for 1 hour teacher workshop for 8 first grade teachers, to be held after school ($33* x 8) …….. $264


*$33 per hour is the LPS stipend level.


WHEN ARE PROPOSALS DUE?
Grant proposals must be received by 4:00 P.M. FRIDAY, MARCH 26TH, 2004. Please submit 25 copies to Lexington Education Foundation, 1557 Massachusetts Avenue, Lexington, MA 02420.

WHAT IS THE PROCESS FOR AWARDING GRANTS?
LEF meets several times to discuss each proposal. If further clarifications on proposals are needed, the applicants will be contacted by email or phone. LEF makes awards based on the merits of each proposal and the ability of LEF to fund them. LEF evaluates each application to determine whether the proposed grant (1) meets the priorities LEF has established for fundable projects; (2) meets and is consistent with essential objectives established by the LPS; and (3) is a good use of its limited funds, relative to other proposed grant applications.

Partial funding may be awarded should sufficient funds not be available.

NOTIFICATION AND TIMETABLE
All applicants will be advised of funding decisions by June 1, 2004. Grant recipients will receive detailed instructions for accessing funds at that time. Correspondence is sent to the Project Director designated on the grant application form. All grants are awarded for a full academic year. Funded projects may begin no earlier than the start of the new fiscal year on July 1, 2004, and should be completed by June 30, 2005.

WHAT ARE THE RESPONSIBILITIES OF THE GRANT RECIPIENTS?
In addition to implementing the proposed project effectively, all grant recipients are required to:
• submit an end-of-year progress report via email
• share feedback with the LEF board member assigned to shepherd the grant
• seek approval from LEF of any changes in the implementation or focus of their project
• notify LEF if during the term of the grant or afterwards, they commercialize the project funded by LEF
• notify LEF if they will be leaving the school system before the project is completed.

Publicity-related responsibilities include:
• work with the LEF to showcase the grant in the community
• publicize the project by means of the school newsletter or the Lexington Minuteman, The Boston Globe, or other media
• include the following statement when writing about an LEF grant:
This project is supported by a grant from the Lexington Education Foundation.
• apply “funded by LEF” stickers wherever appropriate (these will be provided by LEF).


For more information please contact Anna Afeyan (anna_afeyan@hotmail.com), Georgia Glick (gsglick@rcn.com), or Peggy Shukur (pegshukur@aol.com).

GRANT PROPOSAL APPLICATION: 2004-2005


________________________________________________________________________
Project Title

________________________________________________________________________
Project Director (if more than one applicant)

________________________________________________________________________
Work Phone Home Phone Email Address

_________________________________________________________________________
School Mailing Address

_________________________________________________________________________
Alternate Project Director (should the Project Director listed be unable to complete the project)

____________________________ __________________________________________
Work Phone Home Phone Email Address


_________________________________________________________________________
School Mailing Address

________________________________________________________________________
Co-applicant Name(s)/Position(s) or Title(s)

_________________________________________________________________________
Additional Co-applicant Names/Positions or Titles

________________________________________________________________________
School(s) where project will occur

_________________________________________________________________________

Expected number of students__________staff__________parents__________to be involved/benefit in project.


___________________________________________________________________________________
Curriculum Area(s) Grade Level(s)

$_____________ + $ _____________ + $____________ - $ ______________________
Purchases +++++++++++Payroll++++++++++Consulting--------- Funding from other sources

= $__________________________
Total Funding Requested

 

Support Letter Writer(s) Title(s)

_________________________________________________________________________________________

_________________________________________________________________________________________

________________________________________________________________________________________


________________________________________________________________________________________

FORMAT OF PROPOSAL

Please adhere to the following format and address each aspect requested. The proposal must be no longer than seven printed pages, excluding recommendations. Proposals in excess of this page limit may not be fully considered.

A. Overview: In one hundred words or less, summarize the focus of your project. Your overview
should include the following:

- one or two sentences summarizing program/project,
- how the program/project enhances student learning and/or improves teaching practice,
- how it reflects an innovative approach to the educational issue(s).

B. Description: Write a clear, succinct description of your project. Be sure to include specific details as you describe the following:

1. GOALS/OUTCOMES:
• What program needs will your project address?
• What are the goals of the project?
• How do they relate to the school system’s goals?
• What current educational research supports the project goals?
• What are the anticipated benefits to students and/or LPS staff of the project?
• What are the anticipated outcomes of the project?

2. TARGET POPULATION: How many and which students or teachers or parents will benefit from the project?

3. ACTIVITIES AND TIMETABLE:
• What activities will be undertaken to achieve the project goals?
• When will various stages of the project take place?
• List each activity and the timetable for accomplishing it.
• Indicate who will be performing which activities.

4. OTHER PARTICIPANTS: If the proposal depends upon the involvement of staff members other than those applying, please list the additional participants by title, and include a letter indicating their interest; the letter should be signed by the proposed participants.

C. Impact: Discuss ways that you can ensure that the project has a significant impact upon the school system. Address the following:

1. EVALUATION PROCEDURES: Please detail how you will measure whether the project meets its goals and outcomes. Describe also how you can establish that the project has enhanced student learning and/or improved teaching practices.
2. DISSEMINATION PLANS: Please describe how you will share project results with colleagues.
3. REPLICATION POTENTIAL: Please describe how the project can be reproduced in other classrooms or schools.

D. Budget: Present a complete breakdown of the total funding requested. Please see “How to Apply for a Lexington Education Foundation Grant” for a sample budget.

1. EXPENSES: Include a detailed accounting of each item on which you will be spending grant money.
• Purchases: Costs for equipment, materials, supplies, printing, training, and travel. As certain items may cost less if purchased in quantity, please consult with at least one of the following on proposed purchases: school principal, department head, elementary specialist, Director of Elementary Education, Coordinator of Educational Technology, Manager of Grants, or the LPS Director of Business and Finance. Remember to include shipping and handling fees.

• Payroll: Reimbursement for non-contracted staff time at a rate of $33/hr or $150/day. Please specify who will be receiving payroll.

• Consulting: Fees paid to any person who is not a Lexington Public School employee. Please specify who is to receive these funds.

2. INCOME: Indicate if funds are being allocated for this project from other sources, such as PTA donations or public and private grants.

3. PARTIAL FUNDING: Indicate if the project could proceed with partial funding. If so, explain how you could reduce the scope of the project, but still meet objectives.

4. COMMERCIAL CONTRACTS: Indicate relationships you may have with any vendor, supplier or consultant listed on your project.

E. Qualifications: Briefly describe the training and experience of the project participant(s).

F. Support Letters: All applicants should submit at least two supporting letters with their proposal. For projects that are dependent upon the involvement of teachers other than the applicant(s), a general support letter signed by all teachers who may be participating. This is not necessary for workshops or projects open to all LPS staff.

Elementary Staff: Please submit supporting letters from the school principal; and the Director of Elementary Curriculum and/or an elementary specialist.

Middle and High School Staff: Please submit supporting letters from the school principal and a department head or the Assistant to the Superintendent, or the Superintendent.

Applicants must ensure that they provide a contact person or persons who is available to answer questions during LEF’s review of the grant applications in April and May.


DEADLINE: 4:00 P.M, March 26, 2004

Submit 25 copies of your grant proposal to the
Lexington Education Foundation
1557 Massachusetts Avenue, Lexington, MA 02420

Applicants will be advised of funding decisions by June 1, 2004

To help us plan our grant review process, please inform LEF by March 1 if you intend to submit a proposal by sending an email to pegshukur@aol.com.


Sample Concept Paper

Summary of Project Idea: A team of Grades 2, 3 and 4 classroom teachers and specialists would collaborate to adapt the second, third and fourth grade science curriculum to accommodate all learning styles and develop a “Primary Guide to Differentiated Instruction in Science” and to integrate a new technology – the Smarter Board -- into the teaching methods. The primary goal is to design instruction in science concepts to accommodate a broader range of learning styles initially in both regular and special education students to reduce misunderstanding of concepts and improve achievement in science, as well as continuity as students progress through grades 2-4. An additional objective is to examine the use of this new technology in furthering these goals.

The bulk of the effort would occur during the summer and grant funds would support meetings for the teacher/specialist co-applicants to meet and review units in the existing science curriculum, plan differentiation in presentation and activities, and write The Primary Guide…”. In addition, the Smarter Boards would be purchased in the summer and the applicants would receive training in its use during the summer, in order to understand how to utilize this new technology as part of the enhanced science curriculum. The U.S. Society of Smarter Board Trainers would provide a one-day seminar to train the applicants in the use of the Smarter Boards.

During the course of the year, the team would meet to review, assess and modify the instructional ideas that have been implemented.

Number of Participants: 2 Grade 2 classroom teachers, 2 Grade 3 classroom teachers, 2 Grade 4 classroom teachers, and 3 specialists, including a School Counselor, a 3-5 Special Educator, and the Science curriculum director.

Budget: Assuming four days of team meetings over the summer, we expect $2,700 for staff payroll (based on $150 per day per staff member for 2 days) for meetings, an additional $1350 for staff stipends during training time (based on $150 per day per staff member for one day); consulting fees of $2000 for Smarter Board Training, and $7,000 for 3 Smarter Boards – one for each grade. Total: $13,050.