Britton Deerfield School District
Administrative Guidelines


Grants of funds to develop or enhance a program can be obtained in one (1) of two (2) ways.

The first is to respond to requests for proposals (RFP's) put out from time to time by Federal and State agencies and sometimes private organizations. The second is to seek out funds from public or private sources through submission of a grant request.

This guideline provides a strategy for preparing responses to Requests for Proposals (RFP's). AG 6111B provides a guideline for preparing grant requests for a District project or program. Some elements are the same or similar to both processes such as in preparing the proposal or the plan itself. Many factors are different, thus requiring a different strategy.

Step One - Preliminary Approval

Prior to undertaking any response to an RFP, the project is to be discussed with the principal and then given preliminary approval by the Superintendent.

Step Two - Project Abstract

Summarize the need, objectives, activities and timelines, evaluation plan and project personnel so the reader could determine the merits/conformity of the proposal with just this statement. (See Form 6111 F2)

Step Three - Statement of Need



Describe the need(s) the project addresses.



Describe the methods used to identify the need(s).



Indicate how the need(s) relate to the need identified in the RFP.



Document the need(s) by presenting and interpreting data that indicates the current status of the need.

Step Four - Objectives

Describe in specific terms the expected or desired changes/outcomes related to both implementing the project and affecting the status of individuals.

All objectives for which progress is expected could be performance objectives or facilitating objectives.

Performance objectives describe specific observable changes (e.g., knowledge, attitudes and abilities) in individuals as a result of the project, either during the grant period or as implemented in the future.

Facilitating objectives describe major tasks related to changes (e.g., development, implementation, evaluation of products or processes) which will facilitate achievement or realization of some aspect of a goal(s).


Elements of each type of objective include:






What change will occur

What has to be done


in persons' knowledge,


attitudes or abilities

because of experiencing

the project



Who is to change


Who is responsible



Condition, if applicable



Standard(s) -- quality


Standards -- quality


and/or quantity aspects


and/or quantity

to be demonstrated in an

aspects a process or

observable fashion

product must possess


or exhibit



Measurement means


Verification methods



Measurement date(s)


Starting and


completion dates

Step Five - Strategies/Activities and Timeline

Describe the specific activities related to accomplishing the objectives: i.e. person(s) responsible for seeing that each activity is completed; and other persons who will be involved in each activity and how they will be involved. Attach a timeline which shows the starting and completion dates of each activity. (See Form 6111 F4)

At this point you may want also to indicate the evaluation or verification needed to determine that the objectives are met. (See attached form. The form will be useful throughout the term of the grant to organize and follow the project).

Step Six - Evaluation Plan

Using the Evaluation Plan Form 6111 F3, develop an evaluation plan for RFP related objectives which will supply useful information. The following items should be addressed in the plan for each objective or group of related objectives:



Evaluation Data/Information Needed - specify determinants of the status and/or attainment/achievement of each objective.



Purpose(s) of Information - specify usefulness and applicability of evaluation data.



Means and Source of Acquiring Information - include appropriate evaluation techniques and instrumentation; indicate who and/or what will supply the information.



Means of Analyzing and Reporting Information - indicate how the information will be analyzed and reported.



Date(s) of Information Collection - indicate date(s) on which information is to be obtained.



Person(s) Responsible for Analyzing and/or Reporting Information - identify personnel responsible for reviewing and presenting the information obtained.

Step Seven - Project Personnel

Delineate all personnel who will be directly involved in project activities. Include the relationship between project staff members and other staff members; previous and/or current RFP-related experiences; and present availability to complete project activities.

Step Eight - Budget Worksheet

Complete the Budget Worksheet (See Form 6111 F5).

The proposed itemized budget must be prepared for expenditures directly related to the requirements of the RFP.

Step Nine - Proposal Review

Review the draft proposal against each of the criteria found on Form 6111 F1.

Step Ten - Final Check

After the proposal has been reviewed and revised (Step 6), submit it to staff members/administrators whose input is needed to confirm that District commitments can be fulfilled if the grant is received.

Step Eleven - Final Approval

Prior to submission, present the proposal to the Superintendent for written authorization.

Step Twelve - Proposal Submission

Submit the requested number of copies of the proposal in an envelope or container that is strong enough to withstand rough handling in transit. Check to make sure the label is complete and accurate so the proposal is being sent to the proper person or department.

© Neola 2002