Grant Guidelines
2025-2026 RCPS Foundation Mini-Grants Application Process
RCPS Foundation Mini-Grants
The Rockdale County Public Schools Foundation has developed a program offering grants for up to $1,000 to Rockdale County Public Schools teachers and staff who have ideas for creative, innovative educational projects for which funding is not available through regular school sources.
Grant monies may be used to purchase materials, supplies, equipment, etc., necessary for the successful completion of the project that enhance student learning. The Foundation encourages creativity and innovation for these projects.
Important Notes as you consider your projects:
- If you apply for funding for a technology or software, you must have prior approval from the school system before the Foundation will consider awarding a grant. Please complete a Technology/Digital Resource Acquisition form. Please note that this form is due BEFORE SPRING BREAK to be approved. This is a district deadline, not a Foundation deadline.
- If you are requesting funding using a kit, please note that creativity is a key factor in the grant selection process. As most “kits” are pre-designed, a successful grant involving a kit would need to demonstrate a creative use of the kit itself.
- Educational trips will be considered only if they are an integral part of the proposed project.
- Grant funds may not be used as personal honorariums for the applicant, other teachers, or other school personnel. Similarly, funds may not be used to purchase materials, supplies and services that directly benefit the applicant, their family, or other school personnel. If you have questions or need clarification, please contact the Foundation Administrator.
Who is Eligible
Any individual or group of Rockdale County Public Schools such as teachers, counselors, media specialists, resource teachers, administrators, or educational support staff members (i.e. lunchroom personnel, bus drivers, etc.) are eligible to apply.
How to Prepare Your Proposal
The following guidelines must be followed when submitting a grant proposal. Many proposals are submitted for consideration. Therefore, proposals not meeting the criteria will have points deducted and could be disqualified.
- All proposals must be submitted via email to the RCPS Foundation Administrator.
- All proposals must be submitted in PDF format.
- Use one-inch margins, text should be in Helvetica or Times New Roman, size 12.
- Carefully read the questions and respond to every item in detail, in the order presented.
- The proposal should not exceed four pages, not including the title page.
- Points will be deducted from any proposal that contains information that allows a grant to be identified with a school will be disqualified. (One point for every identifying name or phrase within the application.) Be cautious NOT to mention names in the context of the proposal that would identify the applicant, the school, the principal or the class involved. We do this to keep our judging process impartial.
Project Evaluation
To ensure accountability, when requested, recipients will be required to provide the foundation with records (receipts) proving the funds were used for the grant. Teachers are accountable for expenditure of funds received from the Foundation. All monies must be spent by April 30, of the school year during which the grant is implemented. Funds not spent must be returned to the Foundation. A Final Report is required by May 15 (sent to all recipients in the spring). Failure to submit the Final Report will make you ineligible to apply for a grant during the next funding period.
How Grants are Awarded
Grant proposals are reviewed by the Grant Review Committee of the Rockdale County Public Schools Foundation. The grant award process is designed to provide funds for innovative programs/activities that support classroom instructional needs and/or special projects not funded through the general budget.
Applicants may apply for a maximum of two grants using one application for each proposal.
All grant projects must comply with school district policies and align with the current strategic plan.
Grant applications are reviewed to ensure that they meet the eligibility requirements. All proposals meeting the eligibility requirements will be scored by the Review Committee using a rubric. To celebrate and honor our grantees, the Foundation will host a reception for all grant recipients in August of the grant year. Winners and their respective principals are expected to attend.
Distribution of Funds
Upon approval of a grant proposal. the Foundation will notify grant applicants of their funding status. The Foundation will work with the Central Office Business Services Department to assure that grant funds are assigned to their appropriate schools. Grant funds will be available in the school’s account in July of each grant year. Teachers should contact their school bookkeepers to arrange for purchases with grant funds. The recipient will be required to maintain records of all expenditures. Recipients are accountable for the expenditure of funds received from the Foundation.
The Selection Process
Your proposal will be assigned an identification number. and judges will only see the identification number. Your proposal will then be forwarded to a subcommittee for review. Each subcommittee will rank the applications according to the extent to which each project:
- Challenges students at different ability levels
- Enriches the educational experience for students
- Is creative
- Has realistic goals
- Is cost effective
The subcommittees will submit their preliminary selections to the total Review Committee, which in turn will make the final selections. Funds will be awarded according to the yearly grant budget.
Ownership of Materials
Equipment and materials purchased through the grant program will remain the property of the Rockdale County School System. The person receiving the grant will have exclusive use of the equipment and materials for as long as the project continues. Any unexpended grant funds are to be returned to the Foundation.
If a grant is awarded to a teacher who transfers to another school in the Rockdale district, the grant will remain with the teacher provided the project/activity for which the funds were awarded can be replicated as described in the grant proposal. If this is not possible, the grant may remain with the school that received the funds provided the project/activity will be completed as described in the grant proposal when the grant was awarded. If these conditions are not met, the funds must be returned to the Foundation.
If the teacher leaves the district, materials become the property of the school and remaining funds must be returned to the Foundation.
The Review Committee
The Review Committee includes representatives from the Foundation’s Board of Trustees, which includes representatives from the business, civic, parent, faith-based, and educational sectors of the community.