Career Technical Education (CTE) Programs receive much of their funding through state and federal grants. Those of us who work in this area are often managing grants on top of developing and improving career education programs for our students. Having managed grants for some time now, I thought I would share some of the practices that have worked for me.

Keep the Purpose of the Grant at the Forefront

When a grant is awarded to our school district, I start by reviewing the original grant application and remind myself of the purpose and vision we wrote in the grant application. Since grants are sometimes awarded months after the application window, we may have made progress toward the goals originally proposed, or our priorities may have changed. If our goals have changed, I consider how the grant can help with our vision and mission as it stands today, even if we need to shift the focus. If there is a significant difference in our plan for the money, I contact the organization providing the grant and discuss whether we can revise our budget and work plan.

Track Metrics and Impact Early

After reviewing the purpose and vision of the grant proposal, I review the metrics that will be measured during the grant term, as well as our initial proposal for impacting those metrics. For CTE, these tend to be data such as career pathway completion numbers, certifications, and enrollment in work-based learning programs. If there are other data points that will be required, I ensure that we will have access to that information when needed. If I anticipate any issues, I work with our IT team to set up a reporting system. For any measurements that will require surveying students or parents, the beginning of the grant is a great time to set those up to avoid rushing at the last minute.

Beyond measurable outcomes, I consider the human impact we hope for from our grant efforts. How will we positively impact students’ trajectories? If possible, I plan to provide those stories as part of our reporting. Qualitative data, including survey responses, testimonials, written reflections, and videos can help your funder understand the impact of the grant they provided.

Calendar Reporting Dates

When we receive a grant, I immediately calendar the deadlines for any required reports. Since grants often require both a narrative and a financial report, I share this calendar with a colleague in the accounting department who assists with expenditure reporting.

In addition to calendaring the various due dates for the grant, I add a calendar event for myself a month ahead of the reporting deadlines to make sure I start working on the report and gathering pertinent data. This ensures enough time for our IT department to run any student reports needed, as well as to gather financial reports and ensure that expenditures were charged to the grant appropriately.

Review Allowable Expenditures

Prior to beginning the work, we always review what expenditures are allowable under the grant requirements. Discovering that a grant does not allow expenditures for certain items after the fact can place a serious financial burden on your organization. For example, CTE grants often allow the purchase of industry standard equipment but not general classroom needs or infrastructure improvements, such as renovating a classroom. When reviewing the goals of the grant and allowable expenditures, we often need to bring other grants or general funding in to supplement the grant efforts. This “braiding” of funding allows us to increase the positive impact on student outcomes.

Plan to Spend Early in the Grant Cycle

When a grant is awarded, we set up a plan for spending as soon as possible. This is critical as some grants require that the money be returned if it is not used as intended by the end of the grant term. In addition, when purchasing equipment, supply issues and backordered items can create long lead times for receiving items, which delays invoicing and expenditures. Spending early helps avoid having to spend funds at the last minute, which can result in poorly planned purchases and reduced opportunities for students.

Get Help from Your Accounting Department

Over the years, I have maintained good relationships with our accounting staff. My background as an educator has focused on teaching and building programs, not accounting, so it is critical to collaborate on grant reports and ensure that our expenditure reports are accurate. I also maintain good working relationships with others at our district office, including our purchasing department, since I may need their help with large purchases or expediting orders.

Conclusion

While those of us working in career education benefit from having funding to improve our programs, managing grants can feel like a full time job on top of our normal duties. Maintaining good practices around grant management helps reduce this burden and ensure that future funding will be available, ultimately allowing us to both make a positive impact on students while meeting grant compliance requirements.