Grant Development Office

Getting Started

This guide walks you through the grant development process and provides information about San Joaquin County Office of Education (SJCOE) guidelines on grant writing and administration. We want this process to be as simple as possible so we welcome your comments on how to improve our web pages, guidelines, and procedures.

Step # 1 - Plan Ahead

Writing a grant proposal is the last step in a long planning and program development process.

Do your homework before you begin to identify support for your project. Know what you want to do and consult with your Division Director or Assistant Superintendent to make sure that your idea is in alignment with SJCOE’s mission and departmental goals. This allows for a proactive instead of reactive approach when grant opportunities become available.

The GDO can help with developing ideas for proposals, please contact us at grants@sjcoe.net.

Step # 2 – Search for Funding Sources

Search for funding sources that fit what you want to do, not vice versa. Go to GDO’s Find Funding page to see a list of current grant opportunities.

The GDO also has access to a sophisticated grant search engine. Feel free to email us at grants@sjcoe.net if you need help finding additional funding sources for your project. Once you have identified some potential funding sources, you are ready for the next step.

Step # 3 – Complete Intent to Apply Forms

Complete the Intent to Apply form. If SJCOE will be a partner in another agency’s proposal for funding, you must also complete the Intent to Apply for Funding as a Partner Supplemental form.

Step # 4 – Meet With the Grant Development Office

Contact the GDO to set up a planning meeting. This meeting will help to gather information, clarify proposal development roles and responsibilities, discuss working being requested, and develop a timeline.

Step # 5 – Write the Grant Proposal

Once your grant application is in final draft form, we encourage you to email it to the GDO at grants@sjcoe.net at least five working days before the application deadline for review. This allows for a second set of eyes to review the proposal, and time for appropriate edits, additions, and clarifications. If necessary, the GDO will consult with the Business Services Division on proposals. If you have less than five days of lead time on a proposal, contact the GDO immediately to work out a timeline.

Step # 6 – Submit Your Final Draft to the GDO for Review

Step # 7 – Submit the Proposal

STOP! Only authorized signers have the authority to enter into binding contracts on behalf of SJCOE. You may not sign off on your own proposal. The GDO may assist in securing required signatures and submitting the final proposal.

Step # 8 – Wait

Now you wait. Depending on the funding source, it may take several months before a decision is made. Once a decision is made about funding, a notice may be sent by the funder. Notify the GDO immediately if you receive such notice. In the meantime, you may consider working on your next grant, or find other funding sources to which you can submit the same or similar proposal.

Step # 9 – Congratulations! Manage Your Grant

If your grant is approved, SJCOE will receive a grant agreement or contract that may only be signed by authorized signers. You may work with the GDO to review both SJCOE’s and the funder’s policies on grant administration. You will work with your program’s Budget Contact in Business Services to ensure fiscal compliance.

Alternative Step # 10 – If You Don’t Succeed... Try Again

Due to limited funding and high levels of competition, success rates on first applications are less than 20 percent. However, the success rate on subsequent applications increases because the funding source will tell you how you can improve. You will often get the grant reviewer’s comments in writing. If not, ask for it. With this feedback, you can revise, improve, and resubmit your proposal for the next funding cycle. Go back to Step # 1 and start over. Think long-term.