Grant Submission & Approval Process

Grant Submission Process

SFUSD schools and departments seek out and receive grant funding from multiple sources including foundations, corporations, nonprofits, and local, state and federal agencies. 

Prior to any school site or central office department applying for funding from a private entity (corporation, foundation, nonprofit), the site/department must first submit an Intent to Apply Form. The SFUSD Fund Development Office will review all Intent to Apply requests to private entities and respond within 2-3 business days. Sites and departments must receive FDO approval in order to submit a grant application or proposal. 

FDO is responsible for working with managers and site leaders to ensure all grants received by private entities (corporation, foundation, nonprofit) are monitored and reported on per the terms of the grant in order to ensure compliance with the grant terms and sustainable relationships with SFUSD donors. 

Board Approval Process

Beginning on August 14, 2019, Board approvals for PRIVATE grants will be managed through the Intent to Apply process. Private grants will only be eligible for board approval if they were submitted via the Intent to Apply process. A step-by-step overview of the process is described below: 

  • Step 1: Identify a grant opportunity.

  • Step 2: Submit an Intent to Apply Form. Wait 1-3 business days for approval.

  • Step 3: If your Intent to Apply is approved, you may submit your grant application or proposal to the funder. Please send a copy of the grant application or proposal to the Fund Development Office. 

  • Step 4: Once you receive a response (awarded or declined) from the funder, please notify the Fund Development Office. If your grant is awarded, the Fund Development Office will place your grant on the Board of Education agenda for approval to accept the funds.

  • Step 5: After the Board approves your grant, the Budget Office loads the funds and you may begin spending.

PLEASE NOTE: School sites and central office departments may not spend grant funds until they have been formally approved and accepted by the Board of Education. 

What information do I need to submit an Intent to Apply form?

  • Name and Contact Information for Grant Project Lead
  • Applicant School Name or Department
  • Funder Name
  • Funder Type (Corporate, Foundation, Nonprofit, etc.)
  • Total Amount Requesting
  • Application Due Date
  • Anticipated Award Date
  • Grant Purpose (Project Description)
  • Cabinet Level Sponsor (select from list)
  • District Strategic Priority (select from list)

Grants Management Process

Once a grant is approved by the Board of Education, the Fund Development Office supports grant project leads with donor acknowledgment, program monitoring, grant reporting, and donor stewardship. Below is a breakdown outlining roles and expectations for the post-award, or grants management, process: 

Fund Development Office (FDO Lead)

  • Donor Acknowledgement: Send an acknowledgment letter (tax receipt letter to donor) 
  • Program Monitoring: Coordinate regular check-ins with SFUSD Project Lead to review progress on grant activities, gather program updates, and review expenditures
  • Grant Reporting: Send reminders of upcoming deliverable deadlines (at least one month in advance) and support the grant reporting process
  • Donor Stewardship: List donor in Annual Report, invite to special events, recognize on website, etc.

SFUSD Site or Department (SFUSD Project Lead) 

  • Program Implementation: Implement program and grant activities and executes spending in compliance with grant agreement. Also participates in regular check-ins with FDO lead. 
  • Grant Reporting: Coordinates evaluation efforts (as applicable) and provides data and outcomes 
  • Donor Stewardship: Supports ways for donors to engage with program (site visits, tours, etc.) 

This page was last updated on October 5, 2023