Funding Requests

  • Alumni, community members, business and civic organizations and staff have contributed funding for creative programs, pilot projects for new approaches, technological support for these programs, and administrative support services for student and staff. These funds are only available for programs for which no district funding exists.

    Because the South St. Paul Educational Foundation has limited resources available for funding program requests, it is highly selective in approving requests. In determining the best use of these funds, the Foundation Board will consider the extent to which each proposal meets the following guidelines. While we reserve the right to make exceptions, as a general rule successful applications will observe these guidelines.

    General Guidelines:

    • The board does not usually grant requests for textbooks and other regular classroom materials, staff salaries, materials for personal use, or programs of very limited benefit. All requests must have the approval of the building administrator, supervisor or other appropriate administrator.
    • When submitting a proposal, plan ahead to allow adequate time for review and approval. Do NOT make commitments assuming board approval, and do not expect reimbursement for expenses already incurred without Board approval.
    • Our priority is for creative, innovative curriculum enhancements, need-based scholarships, and administrative, staff and community programs of merit.
    • Field trips, admission fees and registrations must demonstrate that they will enhance the curriculum and add value to the student experience.
    • Matching funds or other fundraising efforts should be identified wherever possible. The Board will consider this participation in evaluating the proposals.
    • The number of students or staff who will benefit from the proposal is a consideration for approval, as is the prospect for generating ongoing benefits.
    • Our intent is to provide seed money for new programs, not funding for ongoing programs. Funding for repeating activities should not be assumed; each instance will be considered on its merits and in comparison to other requests at that time.
    • Unless special permission is requested and granted by the Foundation, all funds must be expended within 24 months. Excess costs above the amount approved will not be paid and any unused funds after the completion of the program remain with the Foundation.
    • All program funding requests must be received with required signatures and supporting information in the Foundation office at least two weeks prior to the Board meeting at which the request is to be considered. The program committee meets prior to each Board meeting (second Wednesday of the month) to review requests and make recommendations to the full Board. Failure to observe the deadlines may result in delay in consideration or denial of the request. If information is missing or the Board has questions, a decision may be delayed as well.
    • All program funding, regardless of amount or nature, is granted with the expectation that the originator or sponsor of the proposal will complete the program evaluation as soon as possible after conclusion of the program.

     

    Foundation staff will notify the originator about the Board’s action as soon as possible after the decision is made. It is the responsibility of the originator to ensure that all district and state policies for procurement and contracting are observed. Depending on the source and conditions imposed by the funding source, additional requirements may be imposed, and state and district contracting and bidding procedures may be involved.

    For most projects, a Foundation Board member will be designated as the program contact, and the requestors will be expected to keep the member informed as to the progress and results of the program. The program contact will follow up to ensure that the evaluation is completed and report back to the Board.

    Programs involving student work product, art projects and similar academic deliverables are encouraged to share these with the Board. If funding comes from a specific source, the requestor and/or students benefited are asked to send a note of thanks and share the results of the project.

     

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