Review Agenda Item
Meeting Date: 1/21/2022 - 7:00 PM
Category: School and Community Relations
Type: Info
Subject: ACPS Grants Award and Management Update
ACPS 2025 Strategic Plan Goal:
Goal 1: Systemic Alignment
ACPS will build a culture of continuous improvement and design equitable systems for school and instructional improvement.
Goal 2: Instructional Excellence
ACPS will ensure that all students have access to and engagement with high-quality instruction.
Goal 3: Student Accessibility and Support
ACPS will ensure students have equitable access to and engagement with programs and supports that reduce barriers to learning.
Goal 4: Strategic Resource Allocation
ACPS will strategically provide differentiated resources and supports to schools and departments.
Goal 5: Family and Community Engagement
ACPS will ensure that all families and community members feel welcomed, respected, and valued.
Policy: DA - Management of Funds
Funding Source or Fiscal Impact (where applicable)
File Attachment:
220121_Att1_2021-2022 Grant Data.pdf
Agenda Item Summary: Supplemental funding is a critical element of school finances, especially through challenging times, such as the current pandemic. The mission of the grants team is to coordinate and facilitate teacher and department efforts in acquiring grant funding for unmet student and staff needs. To respond to those challenges and in alignment with the work of the Office of Community Partnerships and Engagement, the ACPS 2025 Strategic Plan: Equity for All and the 2021-25 Strategic Communications and Engagement Plan, the grants office has continued to:

● Strategically collaborate with ACPS departments by identifying and applying for grant opportunities with aligned department leadership
● Meet with community partners to provide grant application expertise and serve as liaison for grant identification opportunities using eCivis’ online software through monthly email outreach
● Facilitate, as needed, data and fiscal discussions with aligned department and building leads to ensure that a high level of grant requirements are being met.
Background: The ACPS Grants team provides the following support services to our schools, departments and community partners in alignment with the Office of Community Partnerships and Engagement as part of the School and Community Relations Department:
1. Identify a wide range of potential funding sources.
2. Ensure that the district competes effectively for federal, state, local and private funds.
3. Assist and encourage staff/teachers with grant seeking, writing and submitting of proposals.
4. Manage and maintain existing grants.
5. Cultivate a relationship with funders by meeting requirements and grant management processes.
6. Ensure that all progress and annual reports are submitted on time.
7. Build partnerships with Alexandria City Government and nonprofit organizations to co-apply for grants.
8. Guide grant opportunities to programs that are most in need of funding and best fit the funders’ priorities.

These support services have been essential, especially during the large increase of Covid relief grants that we have received through the pandemic in regards to CARES, GEER, ESSERII and ESSERIII creation, submission and management. To further support the large increase in the management, collaboration and reporting requirements of our grants, ACPS has approved and added a grants coordinator position. This position has been crucial in our ability to successfully manage these large grants and serves as a point of contact for the Financial Department and aligned leadership. In addition to the grants coordinator position, we have posted a recovery and relief grants project assistant position, which will support all aspects of the pre-award and post-award requirements for Federal CARES, ESSER, ARPA grants, including other Pandemic Relief and Recovery funding for Alexandria City Public Schools (ACPS). We are actively recruiting for this position.
Combined with the internal support described above, the Grants team continues to communicate various aligned grant opportunities to multiple ACPS partners through the eCivis Grant web platform. Lastly, our Grants team also manages the Donors Choose supplemental funding support for our staff members.
Recommendation: The Superintendent recommends that the School Board review the information in this memo to understand how this team has grown and the efforts that are underway to expand the grant solicitation and management program.
Recommended By:
Signed By:
Julia Burgos - Chief of School and Community Relations
Signed By:
Dr. Gregory C. Hutchings, Jr. - Superintendent