PRO Grants for School Councils Application Package

Transcription

1 IGNITE LEARNING STRATEGIC PRIORITY: CONSTRUCTIVELY ENGAGING THE COMMUNITY - Increase parent engagement with schools to promote student achievement and well-being PRO Grants for School Councils Application Package Application for the Parents Reaching Out (PRO) Grants for School Councils is now open on the Ministry of Education Website Application Deadline: Sunday, May 29, 2016

2 DDSB PRO GRANTS FOR SCHOOL COUNCILS APPLICATION PACKAGE TABLE OF CONTENTS Page(s) Guide for School Administrators and SCC Chairs...1 Guide for Completing the On-Line Application..2-7 Checklist: Application Submission and Report Back 8-9 DDSB Guidelines: PRO Grants for School Councils page (i)

3 PRO GRANTS FOR SCHOOL COUNCILS GUIDE FOR SCHOOL ADMINISTRATORS AND SCC CHAIRS The purpose of this document is to assist Administrators and SCC Chairs in: Setting direction for parent 1 engagement in alignment with their School Improvement Plan Developing a successful PRO Grant for School Councils application Guide for School Administrators START EARLY! Use these guidelines to help you complete each section of the application Collaborate with the SCC in developing the project proposal (see pages 4-6) Proposals must be approved by the SCC through a motion Complete and submit the on-line grant application with your SCC Chair Additional resources are on the Staff Portal: Parent Engagement PRO Grants START EARLY! Guide for SCC Chairs Use these guidelines to help you complete each section of the application Collaborate with your Principal and SCC members to develop the project proposal (see pages 4-6) Proposals must be approved by your Principal and the SCC through a motion Complete and submit the on-line grant application with your Principal Additional resources are available on the Ministry of Education Website: Once completed, make three copies of the grant application: One copy for the School Administrator One for the SCC Chair Send the third copy to Michelle Chassels, Administrative Assistant to Camille Taylor, Superintendent of Education/Ajax Schools/School Councils/Parent Engagement 1 The term parent is an inclusive term referring to parents, guardians, caregivers, and other family members involved in helping children reach their full potential DDSB Guidelines: PRO Grants for School Councils page 1

4 PRO GRANTS FOR SCHOOL COUNCILS GUIDE FOR COMPLETING THE ON-LINE APPLICATION KEY POINTS TO CONSIDER BEFORE YOU GET STARTED PRO Grants for School Councils are intended to support projects that help identify and remove barriers to parent engagement that may prevent some parents from fully participating in their children s learning School Community Councils may submit a project proposal on their own, or in partnership with other School Community Councils or community groups Submission deadline is Sunday, May 29, 2016, 11:59 p.m. EST CONSIDER THIS Only one proposal may be submitted per school Maximum grant amount is $1,000 Proposals must be approved by the School Community Council through a council motion Projects need to support the School Improvement Plan and comply with DDSB policies, regulations, and procedures Special consideration will be given to eligible projects from school community councils that: - Did not received a PRO Grant last year, or - Promote increased access to, and awareness of math strategies and resources for parents to support their children's learning at home and at school, or - Support engagement of parents in fostering safe, inclusive, and NEW accepting schools Funding will not be granted to implement the same project that was funded last year; the proposed project must be clearly different from a previously funded project Funds must be spent by June 30, 2017 Applications are completed on-line; REGISTER EARLY (see instructions on page 3) A copy of your application must be provided to the school Principal and to Michelle Chassels, Administrative Assistant to Camille Taylor, Superintendent of Education/Ajax Schools/School Councils/Parent Engagement Detailed information is provided at DDSB Guidelines: Applying for a PRO Grant for School Councils page 2

5 DECIDE WHAT YOU WANT TO DO Check out the following documents to help shape your proposed project: PRO Grant Success Stories Involving Parents in the School: Tips for School Councils Building Parent Engagement developed by the Council of Directors of Education The Family Voices Folder sent to Principals and SCC Chairs in December 2014 Encouraging Parent Engagement: PRO Grants 2015/2016 It is important that your proposed project is linked to the School Improvement Plan Special consideration will be given to projects that focus on: Providing math strategies and resources to help parents support their children's learning at home and at school, or Supporting engagement of parents in fostering safe, inclusive, and accepting schools THINK ABOUT: Collaborating with another school community council Inviting community partners to participate NOW GET STARTED! FIRST STEP: REGISTER FOR THE ON-LINE APPLICATION 1. Click on the links below which will take you to the PRO School Council Grant Project Guidelines and the Terms and Conditions. Please read both of these documents before you access the on-line application. Project Guidelines Terms and Conditions 2. Now you are ready to register for the on-line application. Here is the link to the REGISTRATION WEB PAGE - completed and submitted on-line. You can also find this link in the Project Guidelines on the Ministry website. 3. Follow the registration directions based on whether you are a new user or returning user. If you are a new user, your password for accessing the on-line application will be sent to your address; this may take a few hours. 4. If you are having technical problems, contact SmartSimple Technical Support toll-free at , or support@smartsimple.com. SCC CHAIRS THIS IS IMPORTANT: Register early; the website may be oversubscribed if you wait until May 29 Record the login information for future reference and share it with your Principal Keep the same log-in address active for one year (i.e., do not change the address name) so that you continue to receive important information from the Ministry regarding your application DDSB Guidelines: Applying for a PRO Grant for School Councils page 3

6 SECOND STEP: COMPLETE THE ON-LINE APPLICATION DEADLINE MAY 29, 2016, 11:59 P.M. EST COMPLETE THE COMPULSORY FIELDS AND SAVE Turn off the Block Pop Ups option on your computer when completing the application. Begin your application by completing the compulsory fields of the application (marked with a red asterisk): In Step 1: *School name * addresses for the Principal and SCC Chair *Project Title (can be a working title) In Step 3: *project details and *evaluation (step 3) PLEASE NOTE: If you are unsure or do not have all the information you need to complete these compulsory fields, type in to be completed in each space Click the save button at the end of the document. You may continue working on your application until the May 29th deadline. TIPS FOR COMPLETING STEP 3: PROJECT INFORMATION 1. Barriers to parent engagement addressed by your project The application form contains a list of barriers to parent engagement. You are asked to check off the category or categories addressed by your project. The list of barriers is below, along with examples of strategies you can use for addressing each type of barriers. Communication for example: Translating important school information into the common first languages of the school community families Improving two-way communication: home-to-school and school-to-home Using a range of communication strategies, such as school newsletters, websites, notice boards; voice mail/ messages Geography for example: Providing bus transportation for parents Holding parent engagement activities in community locations that are familiar and easily accessible, such as community centres, libraries, and Providing resources and information that parents can access without going to the school such as online modules, videos, and parent engagement resources Parents New to the System for example: Establishing a group of parent volunteers who pair up with new parents Holding a welcoming event each semester for new parents Collaborating with Settlement Workers in Schools to implement strategies for engaging parents who are new to Canada DDSB Guidelines: Applying for a PRO Grant for School Councils page 4

7 Overcoming Local Barriers for example: Conducting a survey to gain a better understanding of the demographic of your parent community and provide an opportunity for a range of parent voices to be heard Identifying specific barriers experienced by parents in your school community and finding local solutions to help more parents get involved Other Barriers for example, lack of time, timing, childcare, and/or food: Holding parent engagement events at different times to engage parents who are not available during the day or in the evening Posting parent engagement materials online for parents who have limited time to attend events at school, no matter what time of day Providing childcare and food at all parent engagement events 2. Ways in which your project engages parents You are then asked to indicate which of the following statements best describe how your project engages parents as partners - up to three statements can be selected: Create a welcoming environment for parents as partners in their children s education Eliminate barriers that may prevent parents from participating in their child s learning Enhance attendance at parent events at the school Enhance communication between school and parents Enhance parent involvement with their children s learning Highlight the school as an important resource for parents in the community Provide parents with the knowledge, skills, and tools they need to support student learning at home and at school 3. Outlining the steps you will take to meet your project goal Next, you are asked the following questions (answers limited to 150 words each): What will be done? (see below for more detail) How does this enhance parent engagement in support of improved student achievement and well-being? Who will do it? How will it be done? When will it be done? Note: Funds must be spent by June 30, 2017 Why do you want to organize this project? Note: link to student achievement data Important Points Re: Answering the Critical Question What will be done? The project target group must be parents not students The project activities and outcomes must support at least one other Ministry initiative; you are asked to identify up to three initiatives from a list of initiatives Preference will be given to projects that: Increase parents access to, and awareness of math strategies and resources to support their children's learning at home and at school Support engagement of parents in fostering safe, inclusive, and accepting schools DDSB Guidelines: Applying for a PRO Grant for School Councils page 5

8 4. Project Evaluation Finally, you are asked to describe how you will evaluate the success of your project. Evaluation data can be collected in a variety of ways such as: Feedback forms/surveys Focus groups/interviews Attendance records Number of resource packages distributed TIPS FOR COMPLETING STEP 4: BUDGET INFORMATION Provide as much detail as possible to show how you determined the estimated costs of each budget item. The limit per grant is $1,000. Some examples of eligible costs: Developing a resource library for parents Developing a handbook for parents providing important school information Developing a section on the school website for parents (will not pay for maintenance) Translation Transportation for parents to participate in the project activities Childcare Photocopying Speaker (speaker s fee cannot be the only project expense, e.g., speaker - $1,000) Refreshments and snacks amount not to exceed 15% of the approved funding Advertising and promotion amount limited to 5% of the approved funding Ineligible project costs: Activities that have already taken place Payment to staff, including salaries, honouraria, and gifts Cost of police background checks for parent volunteers Purchase of goods and services for which the Ministry provides funding, such as textbooks, library books, manipulatives, school furniture, computers, cameras, projectors, student transportation, etc. Student-focused activities including fees for speakers or activities for students and purchase of supplies for home use (e.g., arts and crafts supplies, student agendas) Capital items such as televisions, sports equipment, or shelving Portable hand-held devices (e.g., tablets or laptops) unless devices are part of a parent lending library and the cost does not exceed 50% of the approved grant Computer software, online subscriptions, voice messaging systems, website maintenance, or software applications Entertainment activities such as BBQs, fun fairs, volunteer teas, dinners, movie nights, dances, concerts, and performances Art mural projects, field trips School signs, announcement boards/screens Landscaping, creation or equipping of outdoor classrooms Prizes or incentives to parents and/or students Lessons for parents such as English as a Second Language, computer, CPR Fundraising events DDSB Guidelines: Applying for a PRO Grant for School Councils page 6

9 QUESTIONS? NEED SUPPORT? TECHNICAL SUPPORT Contact SmartSimple Technical Support: Toll-free at , or PROJECT PROPOSAL AND BUDGET SUPPORT Contact Barbara Oram, Partnership Development Coordinator, or DDSB Guidelines: Applying for a PRO Grant for School Councils page 7

10 CHECKLIST: APPLICATION SUBMISSION AND REPORT BACK GRANT APPLICATION Submit the application on-line to the Ministry by May 29, 2016, 11:59 p.m. EST Print off three copies of the grant application - Keep one for your SCC file - Give one copy to your Principal - Send the third copy to Michelle Chassels, Administrative Assistant to Camille Taylor, Superintendent of Education/Ajax Schools/School Councils/Parent Engagement Keep a record of your log-in information ( address and password) and keep the address active for one year REALLY IMPORTANT REPORT BACK The Report Back Form is on-line at and is accessed using the same log-in information used to complete the on-line application Complete, attach copies of the receipts, and submit the Report on Expenditures (see next page) by June 12, 2017 to Michelle Chassels, Administrative Assistant to Camille Taylor; your grant funds will be transferred to your school block budget upon receipt of the completed Report on Expenditures Complete and submit the Ministry s on-line Report Back Form by July 15, 2017 Print three copies of the Report Back: - Keep one for your SCC file - The second copy is for your Principal s file - Send the third copy to Michelle Chassels, Administrative Assistant to Camille Taylor, Third Floor, DDSB Education Centre DDSB Guidelines: Applying for a PRO Grant for School Councils page 8

11 Parent Reaching Out Grants for School Councils REPORT OF EXPENDITURES School Name Name of Project Approved Grant $ Provide detail itemized list of expenditures: Item $ Amount Total Declaration I declare that the above expenses are accurate and fairly stated: School Council Chair - Printed name: Signature: School Principal - Printed Name: Signature: NOTE: Complete this reporting template by June 12, 2017 and send to the attention of: Michelle Chassels, Third Floor, DDSB Education Centre; Tel: michelle.chassels@ddsb.ca Your School Block Budget Account 1 xxx xxx (Note - xxx refers to school number) will be reimbursed upon receipt of this completed expense claim form along with a copy of the receipts. Please ensure all expenditures related to this project are charged against the above. DDSB Guidelines: Applying for a PRO Grant for School Councils page 9