Grants & Donations

Situation: Your school or project receives a donation of money or items from a community organization, church, individual, or business.

1. Submit the Donation Receipt Tracking Form, which notifies the grant writer and grants accountant of the donation for appropriate tracking.

2. If it’s a CASH donation, contact the grants accountant, who will set up an account and assist you in making purchases with the funds.

Please direct questions regarding this process to KCKPS Grant Writer in the Federal Programs Department.

USD500 Board Policy: All Grants Require CFO Approval Prior to Submission. This includes all grants and Donors Choose projects.

NOTE: Donors Choose is the only approved platform for posting donation requests. 

GoFundMe and Amazon Wishlists are NOT approved platforms. 

Requests for gift cards will not be approved. Do not include them in Donors Choose projects.

Complete steps 1-7 below BEFORE posting a project on Donors Choose. Donors Choose sends notification of project postings to building principals and KCKPS Grant 

Writer. Do not post projects without prior approval. For donation requests other than Donors Choose or for questions, contact KCKPS Grant Writer.

1. CONFIRM the four requirements in blue on the graphic above.

   • Does your idea/project align with the School Improvement Plan, KCKPS Strategic Plan, and/or KESA Framework?

   • Do all requested books and curriculum supplements align with the GVC? 

   • Does all technology requested align with district technology guidelines?

   • Have you communicated with the principal to explore all internal sources of funding (building budget, grade level budget, federal programs budget, etc.)?

2. NAVIGATE to DonorsChoose.org, create project content, but do not submit.

   • In creating project content, use positive, person-first language to describe our students, their families, KCKPS, and its programs and services.

   • Maintain compliance with all FERPA, IDEA, and applicable student privacy laws.

   • See this link from Donors Choose for inspiration: How to describe your classroom using asset framing.

3. COMPLETE and submit the Intent to Request Donations Form. You can copy/paste from your Donors Choose project. 

4. SNAP a screenshot of the project budget from your Donors Choose project. Make sure it captures all items and the total request amount.

5. OBTAIN your principal’s signature on the Intent form as requested by the grant writer. 

6. ATTACH a snapshot of your project’s budget in an email to Grant Writer.

7. AWAIT notification from the grant writer of project’s approval by Federal Programs and the Chief Financial Officer.

8. POST your project once it’s approved. SHARE it on your social media for optimal results.

9. ADD items to inventory if necessary. This applies to all electronic devices and any item valued at $500 or more. Contact the Risk Management department for instructions.

10. THANK donors! Follow Donors Choose guidelines for expressing thanks.

11. REMEMBER: all donated items remain the property of the program or project 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.

For questions or assistance, contact the KCKPS Grant Writer in the Federal Programs Office by email or phone at (913) 627-2465.

USD500 Board Policy: All Grants and Donations Require CFO Approval Prior to Submission. Staff members submitting grants without prior approval endanger the district’s compliance with funding guidelines and preclude opportunities for larger grant opportunities.

NOTE: Contact KCKPS Grant Writer when beginning the grant process for smooth approval process.

Complete steps 1-7 below BEFORE preparing a grant application. Do not apply for a grant without prior approval. Please contact the KCKPS Grant Writer with questions.

1. CONFIRM the four requirements in blue on the graphic above.

• Does your idea/project align with the School Improvement Plan, KCKPS Strategic Plan, and/or KESA Framework?

• Do all requested books and curriculum supplements align with the GVC? 

• Does all technology requested align with district technology guidelines?

• Have you communicated with the principal to explore all internal sources of funding (building budget, grade level budget, federal programs budget, etc.)?

2. CONFIRM your team has the capacity to implement and document all proposed activities to achieve stated goals and outcomes.

3. COMPLETE and submit Intent to Apply for Grant Funding Form.

4. OBTAIN required signatures as directed by KCKPS Grant Writer. If you have issues with the pdf, contact KCKPS Grant Writer. NOTE: sending forms without signatures will slow the approval process.

5. If you’re applying in partnership with an outside organization 

6. ATTACH signed form and copy of grant budget in an email to KCKPS Grant Writer. 

7. AWAIT notification from the grant writer of the form’s approval by Federal Programs and the Chief Financial Officer. Your form will be approved if the project aligns with KCKPS goals and initiatives and procedures are followed.

8. PREPARE your grant application upon notification of approval. 

   • 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.

9. COMPLETE Grant Final Approval Form and attach it in an email along with the entire grant application and budget in an email to KCKPS Grant Writer. In many cases, significant elements of grant proposals change between the Intent and Application stages. Therefore, Federal Programs and the CFO must approve the final version of the proposal.

10. ALLOW at least 7 business days prior to the grant deadline to allow for the approval process.

11. SUBMIT your application once you receive notice of approval.

12. NOTIFY KCKPS Grant Writer of grant application’s approval/award or decline.

13. THANK the funder for the opportunity to apply.

14. CONTACT KCKPS grants accountant,  who will set up an account for your grant funds and work with you to make purchases using the funds.

15.  ADD items to inventory if necessary. This applies to all electronic devices and any item valued at $500 or more. Contact the Risk Management office for instructions.

16. IMPLEMENT the proposed program and collect data.

17. SPEND funds within 12 months of receiving them, unless the grant cycle is longer or funder instructions allow for more time.

18. REPORT grant impact and use of funds to the grantmaker as instructed. Failure to do so can result in the district’s ineligibility for future opportunities with the funder.

For questions or assistance, contact KCKPS Grant Writer in the Federal Programs Office by email or phone at (913) 627-2465.

(state subgrants, federal grants, renewals, and other large grants initiated by district leadership to support district-wide programs)

USD500 Board Policy: All Grants and Donations Require CFO Approval Prior to Submission. Staff members submitting grants without prior approval endanger the district’s compliance with funding guidelines and preclude opportunities for larger grant opportunities.

1. CONTACT Grant Writer to complete Grant Project Initiation Notification Form. This form will notify district leadership that a large grant is in the works and prepare leadership team members from various departments that they may be called upon to provide information.

2. PREPARE grant proposal. The grant writer is ready to collaborate and assist with your application as needed in a manner that is best for your program. It is the responsibility of the lead program staff to develop the grant budget.

3. SUBMIT Entire proposal, budget, and Grant Final Approval Form to Grant Writer.

4. AWAIT Federal Programs and COO/CFO approval.

5. Upon approval, SUBMIT grant application to the funder.

6. ALLOW at least 7 business days prior to the grant deadline to allow for the approval process.

7. SUBMIT your application once you receive notice of approval.

8. NOTIFY grant writer of grant application’s approval/award or decline.

9. IMPLEMENT the proposed program and collect data.

10. SPEND funds within 12 months of receiving them, unless the grant cycle is longer or funder instructions allow for more time.

11. REPORT grant impact and use of funds to the grantmaker as instructed. Failure to do so can result in the district’s ineligibility for future opportunities with the funder.

Need Assistance in Searching for Grant Funding? The grant writer is ready to help!

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. 

The grant writer maintains a database of current possible grant opportunities from foundations and community organizations for KCKPS classrooms, teachers, and other educators. Click this link to view the database: GRANT OPPORTUNITIES DATABASE. Contact KCKPS Grant Writer.

Receipt of Unsolicited Donations Form 

Intent to Request Donations Form (submit to obtain district approval required for Donors Choose)

Intent to Apply for Grant Funding 

Community Partner Pre-Approval Form

Grant Final Approval Form (submit to obtain district approval required for all grants)

Funding Resource Request Form

GRANT OPPORTUNITIES DATABASE

KCKPS Donation Receipt Form

Intent to Request Donations (Donors Choose)