School Grants Program

Community Services Director Maureen Herndon Phone 301-258-6395 x 1 Fax 301-258-6328 Email mherndon@gaithersburgmd.gov

Established by the Mayor and City Council, the Educational Enrichment Committee (EEC) assists in meeting the diverse educational needs of students in the City of Gaithersburg through the supplemental City funding of school program initiatives.  Made up of education professionals, business community representatives, PTA and cluster volunteers, interested civic minded citizens and City staff, the EEC recommends program funding to the Mayor and City Council each fiscal year. 

Emergency Extension Request: 

If your school has a unique situation that makes it impossible to submit your application prior to Friday, January 25, 2013, a one-week extension may be requested.  Please send a letter of request to the Community Services Division no later than January 7th. 

Below are the FY 2014 School Grants Program application and instructions to complete the application.  You can access applications online. 

General Overview

1. Eligibility Requirements 

   All schools in the clusters of Gaithersburg, Northwest, Quince Orchard, Watkins Mill and Wootton that have a student enrollment population of 10 percent or more City of Gaithersburg residents may apply.  The Educational Enrichment Committee will not consider applications that seek funds for endowments, fundraisers or political advocacy projects.  The full list of current schools with 10 percent or more City residents is available from the Community Services office. 

2. Program Goals and Mission 

   The primary goal of the School Grants Program is to support the implementation of improved educational processes that have measurable results and support these key strategies: 

   • Promotion of academic enrichment for students; 
   • Promotion of positive school environments that are conducive to learning; and 
   • Promotion of parent and community involvement in the schools. 

   Please see summary sheet of FY 12 grants awarded and funding amounts below. 

3. Application Deadline 

   A completed application and 13 stapled copies for each grant request must be received by 4 p.m. Friday, January 25, 2012.  We encourage hand delivery of the application packet. 

   Hand deliver to:	Maureen Herndon, Community Services  (office is in the Wells/Robertson House across the parking lot of City Hall)  1 Wells Ave.  Gaithersburg, MD 20877
   Mail to:	Maureen Herndon, Community Services  City of Gaithersburg  31 South Summit Ave.  Gaithersburg, MD 20877

4. Contacts

   If you have any questions concerning the Educational Enrichment Committee or the grant program, contact Maureen Herndon - 301-258-6395 x 1 or mherndon@gaithersburgmd.gov, or Sandra Dawson - 301-258-6395 x 4 or sdawson@gaithersburgdmd.gov. 

5. Application Completion Requirements 

   • The grant request and budget forms are available online at www.gaithersburgmd.gov/communityservices.  Click on School Grants Program under Services and Related Information.  The request is available as a PDF Form that should be submitted to CSGrants@gaithersburgmd.gov.  Remember to print a copy for your records and to make 13 stapled copies of the application.  The budget form will be available in Word (Word 97 - 2003 version) and in PDF format. 
   • A separate application is required for each grant program request. 
   • All questions must be answered. Write “N/A’ when a question is not applicable. 
   • The preparer, principal and PTA president must sign the application. 
   • The program budget information must be complete. 
   • Submit the original signed application and 13 stapled copies. 

6. Application Review 

   The EEC will screen each application received by deadline for accuracy and completion.  A rubric is attached.  The requestor will be contacted to clarify questions about the application prior to the Committee’s recommendation to the Mayor and Council.  The Committee will convene in January to rank each application using a systematic scoring system.  The Committee’s recommendations are subject to approval by the Mayor and City Council.  Schools will be notified by mail of the date when the EEC will present its grant recommendations to the Mayor and City Council.  Applicants are welcome to attend and participate in the budget review session. 

7. Scoring Categories 

   The EEC will score all completed grant applications using the following criteria: 

   • A clear description of the program’s goals and mission 
   • Measurable program outcomes and outputs 
   • One or more of the School Grant Program goals are met (see Section 2 above) 
   • Application and budget completeness and clarity 

8. Funding Approval 

   Formal funding notification letters will be sent following the adoption of the FY14 budget, which takes place in June, 2013.  Contracts and an Outcomes FY12 Report Form will also be sent, if applicable.  The school principal must return the two signed and witnessed copies of the contract, the Outcomes Report for each program funded from the previous year’s funding, and an invoice on the school’s letterhead requesting release of the funds.  This is required for funds disbursement. 

9. Grantee Responsibilities 

   Grant recipients must acknowledge the support of the City of Gaithersburg in any publicity, printed materials or announcements concerning the funded program.  Recipients will allow the EEC to share any program related information with other schools in an effort to promote “best practices.”  Grantees will be required to prepare a detailed outcomes report for each funded program.  This should be supported by evidence (products) and data. 

Forms below are provided in Adobe PDF format:

• School Grant Request (PDF format)
• Budget Worksheet (Microsoft Word Document)
• Budget Worksheet (PDF format)

NOTE: These forms are provided in PDF format and can be viewed with the Adobe Acrobat Reader. This format will enable you to view a document as it appears in print. If you do not already have the Adobe Acrobat Reader installed follow the link above to Adobe's free download area.