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Grants & Donations

Grants & Donations

District approval is required prior to submitting  grants and Donors Choose or Adopt a Classroom projects. 

A four-step process flow chart showing 'Identify', 'Get Approval', 'Submit', and 'Receive Award'.

  • District approval requires Principal or Supervisor approval.
    • Appeals regarding the Principal/Supervisor decision may be addressed through the Superintendent's Office.

Click here to download a printable copy of KCKPS Grant and Donations Procedures

 

Questions?

Contact the KCKPS Grant Writer by email or phone - 913-627-2465.

Donations, Donors Choose/​Adopt a Classroom, Grants Procedures

  • Received a donation from an organization or an individual (NOT a grant award or Donors Choose)?

    Submit the Donation Tracking Form. 

    Cash Donations:  KCKPS Grants Accountant will contact you set up account codes for spending the funds.

    Planning to reach out to organizations or individuals for donations?

    Contact KCKPS Grant Writer by email or phone at 913-627-2465 for more information.

  • IDEA/NEED - APPROVAL - PUBLISH - IMPLEMENTATION

    IDEA/NEED

    CONFIRM the following:

    • Does the idea or requested need align with KESA goals, GVC, school improvement, and KCKPS initiatives? If yes, move on.
    • Do technological items align with KCKPS technology perimeters? If yes, move on.
    • Have you confirmed with principal or administrator that there are no building or district funds to cover the cost? If no, move on.

    APPROVAL

    • CREATE a project on the Donors Choose or Adopt a Classroom platform, but do NOT publish it. 
    • DONORS CHOOSE ONLY - Snap a screenshot of the complete list of items "Where Your Donation Goes."
    • COMPLETE/SUBMIT the KCKPS Donors Choose Approval Form. Hint! Just copy paste from your Donors Choose or Adopt a Classroom project draft.
    • AWAIT notification from KCKPS Grant Writer for confirmation of Federal Programs and CFO approval. 

    PUBLISH

    • Upon notification of approval, PUBLISH your project.
    • You can boost responses by sharing your project on social media.

    IMPLEMENTATION

    • Donors Choose or Adopt a Classroom will ship awarded items directly to your school.
    • Follow the platform's instructions for student-created materials for thanking donors.

    REMEMBER!

    Donated items remain property of the program or school for which donors contributed.

    If a teacher transitions to another grade level, building, or district, the items must remain with the original program as described.

    Questions? Contact the KCKPS Grant Writer by email or phone - 913-627-2465.

  • Grant Process

    IDEA/NEED - APPROVAL - APPLICATION - THE WORK

    USD500 Board Policy: All Grants and Donations Require CFO Approval Prior to Submission. 

    NOTE: Contact KCKPS Grant Writer before beginning a grant for a smooth process and best outcome.

    IDEA/NEED

    CONFIRM the following:

    • Do you have time to write the grant and submit to grant writer for approval 7 business days before the grant deadline? 
    • Does the idea or requested need align with KESA goals, GVC, school improvement, and KCKPS initiatives? 
    • Do technological items align with KCKPS technology perimeters? 
    • Have you confirmed with principal or administrator that there are no building or district funds to cover the cost? 
    • Does your team have the capacity to implement and document everything you're proposing to achieve the goals and outcomes you're promising to the funder? 

    If you answered yes to all of the above, continue.

    Questions? Contact the KCKPS Grant Writer in the Federal Programs Office by email or phone at (913) 627-2465.

    APPROVAL

    • CONTACT KCKPS Grant Writer. They will guide to the correct approval form (Final Approval or Intent to Apply).
    • COMPLETE and SUBMIT the approval form as directed by grant writer.
    • You'll need the funder name, grant deadline, amount requesting, proposed use of the funds, proposed goals/outcomes, grant budget, and grant narrative.
    • See the resources section below for grant writing tips and suggestions.
    • ALLOW at least 7 business days prior to the grant deadline.
    • AWAIT notification from the grant writer of approval by Federal Programs and the Chief Financial Officer. Your grant will be approved if it aligns with KCKPS goals and initiatives and procedures are followed.

    Questions? Contact the KCKPS Grant Writer in the Federal Programs Office by email or phone at (913) 627-2465.

    APPLICATION

    • SUBMIT your application once you receive notice of approval.
    • NOTIFY Grant Writer of submission date. Be sure to keep them informed of the outcome.

    POST AWARD - THE WORK!

    • NOTIFY Grant Writer of grant award. They will connect you with the KCKPS Grants Accountant, who will set up budget codes for spending the grant funds.
    • IMPLEMENT the program as you proposed and collect data.
    • SPEND funds within 12 months of receiving them, unless the grant cycle is longer or funder instructions allow for more time.
    • REPORT grant impact and use of funds to the grantmaker as instructed. Failure to do so can result in ineligibility for future opportunities with the funder.

    Questions? Contact the KCKPS Grant Writer in the Federal Programs Office by email or phone at (913) 627-2465.

    If you have an idea or project for which you’d like assistance locating grant opportunities, please submit the Funding Resource Request Form or contact KCKPS Grant Writer. 

  • IDEA/NEED - APPROVAL - APPLICATION - THE WORK

    USD500 Board Policy: All Grants and Donations Require CFO Approval Prior to Submission. 

    This procedure applies to state grants, federal grants, renewals, and large grants initiated by district leadership.

    USD500 Board Policy: All Grants and Donations Require CFO Approval Prior to Submission. 

    IDEA/NEED/PROGRAM

    • CONFIRM you have time to write the grant and submit it for district approval at least 7 days before the deadline.
    • CONTACT Grant Writer to complete Grant Project Initiation Notification Form. This form will notify district leadership of a large grant in the works and prepare departmental leadership that they may be called upon for information.
    • CONFIRM your team has the capacity to implement everything you're proposing.
    • PREPARE grant proposal and grant budget. Collaborate with applicable KCKPS departments early in grant writing process for smooth approval process: HR, Facilities/Operations, Finance, Risk Management, Diploma+, C & I.

    APPROVAL

    • SUBMIT Entire proposal, budget, and Grant Final Approval Form to Grant Writer.
    • ALLOW at least 7 business days prior to the grant deadline to allow for the approval process.
    • AWAIT Federal Programs and COO/CFO approval.

    APPLICATION

    • SUBMIT your application once you receive notice of approval.
    • NOTIFY grant writer of submission date. Be sure to keep them informed of outcome.

    POST AWARD - THE WORK!

    • NOTIFY Grant Writer of grant award. They will connect you with the KCKPS Grants Accountant, who will set up budget codes for spending the grant funds.
    • IMPLEMENT the program as you proposed and collect data.
    • SPEND funds within 12 months of receiving them, unless the grant cycle is longer or funder instructions allow for more time.
    • REPORT grant impact and use of funds to the grantmaker as instructed. Failure to do so can result in ineligibility for future opportunities with the funder.

    Questions? Contact the KCKPS Grant Writer in the Federal Programs Office by email or phone at (913) 627-2465.

    If you have an idea or project for which you’d like assistance locating grant opportunities, please submit the Funding Resource Request Form or contact KCKPS Grant Writer. 

Forms and Links

  • Form Link Form Purpose
    KCKPS Donation Receipt Form Cash or gift Donations (not Donors Choose or grant)
    Intent to Request Donations (Donors Choose) District approval for Donors Choose 
    Grant Final Approval Form District approval for ALL grants
    Intent to Apply for Grant Funding  Submit as directed by Grant Writer for new grants
    Community Partner Pre-Approval Form Submit as directer by Grant Writer for grant partnerships
    Funding Resource Request Form Submit to request a grant opportunity search

     

    • Be very specific in describing your team and its ability to carry out the project you’re proposing. 
    • In explaining the justification of the need for funding (needs statement), use current statistics that relate directly to the students who would benefit from the granted funds.
    • Use asset-based language in describing KCKPS students, staff members, and district programs/services.
    • Make certain that your budget and budget narrative are in alignment.
    • Be very clear and detailed in describing the goals and outcomes. State goals as SMART goals. Be certain that your project’s program is in alignment with KCKPS initiatives, including your School Improvement Plan, District Strategic Goals, and/or KESA Framework.
    • Describe in detail your plan for implementing the project or program so the funder can visualize how the award monies will be spent, see them in action, and understand their impact.
    • Take care to follow the application instructions to the letter, including font size, margins, etc.

  • Need Assistance in Searching for Grant Funding? The grant writer is ready to help!
    KCKPS maintains a database of current possible grant opportunities from foundations and community organizations. Click this link to view the database:

    GRANT OPPORTUNITIES DATABASE

    If you have an idea or project for which you’d like assistance locating grant opportunities, please submit the Funding Resource Request Form or contact KCKPS Grant Writer.