The Foundation for Belmont Education offers the following suggestions for Belmont teachers and staff working on grant proposals. These ideas are meant only to guide applicants through the grant process. Grant approval is a complex process that takes into consideration the quality of each grant within the overall pool of grants proposed for each cycle.

1. Getting Started
• Begin working with the Principal and relevant staff (and community members, where applicable) to identify potential projects to be funded.
• Start this process early, taking into consideration funding cycles and curriculum/program schedules.
• Familiarize yourself with FBE grant categories, application requirements and deadlines. Program Guidelines may be downloaded from the website.
• Get a sense of what proposals FBE has funded in the past (also available on the website).
• Determine the population to be served.
• Determine whether the grant request is small (up to $1,000) or major ($1,001 to the maximum of $5,000).
• Feel free to contact the FBE liaison for your school. Liaisons will gladly offer you feedback on what makes for a good proposal, guide you through the application process and answer any questions you may have. If you're not sure who your FBE liaison is, ask your principal or contact FBE Program Committee Chair Lynne Doblin at 617-484-9509.
• Note that the following items cannot be funded with FBE funds: salaries or stipends for staff, travel, and refreshments.


2. Application Process
• Print out Foundation Guidelines, noting application deadlines.
• With the Principal, determine who the Project Director will be. (This will be the primary point person throughout the application and follow up process; teachers, professional aides, administrators, and non-teaching staff all qualify.)
• Create a template in Word using the grant application as your guideline.
• Follow the guidelines, as well as the tips listed below.
• Get appropriate signatures (Principal and Project Director) and deliver application to the School Department by the deadline. Keep a copy for your files.


3. Tips for Writing a Successful Proposal
• Brevity is appreciated, but be sure to answer all questions on the application and provide any relevant supporting materials.
• Address the number and type of students who will be affected.
• Highlight how the proposed project will enrich the students' educational experience. Clearly identify the need(s) to be met by the project and link it to the curriculum.
• If applicable, discuss the program's reputation, experiences of others with the program, if any, and any connection to existing school programs.
• Complete the budget sheet carefully; this provides the FBE with critical information and demonstrates your readiness to successfully implement the project. Clearly state assumptions used to estimate costs. For larger grant requests, provide relevant back-up documentation and price quotes where appropriate for major items. List any additional funding sources.
• If applicable, explain how the project will be sustained beyond the grant period (how any equipment or other asset purchased with FBE funds will be maintained, how staffing and resources will be devoted to follow up).


4. Project Implementation
• Upon acceptance of your proposal, immediately notify stakeholders and convene key players to schedule key activities and assign tasks.
• In any promotion of your event, mention that it was generously funded by a grant from the Foundation for Belmont Education.
• Please notify FBE of the time and date of the activity and, if appropriate, invite FBE representatives to observe the grant in action (e.g. at a theatrical performance). Document the activity to assist in preparing the Project Report (see below).
• If for any reason you are unable to carry out your project as approved, please notify the Foundation as soon as possible to determine an appropriate course of action.


5. Project Follow Up
• The Project Director, in collaboration with everyone involved, should assess the project, complete the Final Project Report and submit it to the Foundation by the date requested.
• Follow FBE grant guidelines for reimbursement.
• Photographs are very much appreciated.

Characteristics of a Strong Proposal

The strongest proposal furthers the FBE's mission of enriching the Belmont Public Schools, meeting two or more of the following criteria:

• Engages children in the curriculum.
• Enhances teacher skills and creativity.
• Benefits a significant number of students.
• Benefits a particularly vulnerable group of students.

A Large Grant proposal, in addition, should meet one or more of the following criteria:

• Represents a new, innovative program with a significant chance of success.
• Benefits the entire school or the entire school district.
• Can be financially self-sustaining after the grant period is over (unless intended to be a "one time" event).
• Is cost-effective and enjoys broad support from stakeholders (financial or in-kind support from other sources tends to strengthen the request).