VP of Grants

General Job Summary

 * Review and evaluate applications from the teaching staff for disbursement of mini-grant funds. Each grade level is allotted $2500. The VP of grants must keep track of how much each grade level spends and update the teachers on the balances for each grade.
 * Oversee and implement the Site Grant and Special Programs Grant (see PTO_special_grant_guidelines file for details)

Specific instructions: Mini-grants
 o   If the signature of another teacher from the same grade level is missing, you may either return the application to the submitting teacher or find another teacher from that grade level yourself to sign the application.
 * Edit the Mini-grant Guidelines (MG_guidelines_11-12 file) and the Mini-grant application (MG_application_11-12 file) to reflect the current year’s dates (e.g. current year header and mid-January Friday deadline.
 * Email all teachers (refer to MG10-11_summary file for email addresses and ask the office staff to review the list for any staff changes in the current year) at the beginning of the year (September or October) introducing yourself as the VP of Grants (see attached example). Attach a copy of the Mini-grant guidelines and the Mini-grant application to the email.
 * Check the green mini-grant folder on top of the PTO file cabinet weekly or bi-weekly for any applications that have been submitted.
 * Make sure applications are complete:

 o   If the Principal’s signature is missing, you can give the application to one of the office secretaries or to the principal directly so that it can be signed and returned to the green folder.

 o   Review the intended purpose of the application to make sure it follows the mini-grant guidelines. If you have any questions or concerns about the appropriateness of the application, you can discuss these with the principal or the PTO presidents.

 o   Review any information, receipts or paperwork attached to the application to make sure it fulfills the applications intended purpose and amount. Teachers should not purchase materials before the application is approved, but if there are receipts attached, check to make sure only purchases for the intended materials are included for the total amount requested (sometimes other items not related to the grant are purchased at the same time and are mistakenly added into the total requested).


 * If complete grant applications are requesting $500 or less, sign the bottom of the application and place it in the requesting teacher’s mailbox. If the application is requesting an amount over $500, sign the bottom of the application and put it back in the green folder for one of the PTO presidents to sign off on (please email or call to let them know an application requires a PTO president’s signature). The PTO president who co-signs will then put the application into the requesting teacher’s mailbox.
 * IMPORTANT: Record the grade level and money amount for your records before placing the approved application in the teacher’s mailbox.
 * Maintain a spreadsheet to keep track of how much each teacher and grade level has received.
 * If a grade level uses all of its allotted mini-grant funds, send out an email informing the relevant teachers. If any mini-grant funds are left by early December, send out another email to all the teachers reminding them to submit their applications by the yearly January deadline and let them know the balance remaining in each grade levels’ mini-grant fund.