Grant Application Instructions for school year 2017-2018

Please read these instructions carefully.  There are changes of which you will want to be aware of. The on-line grant application will be available January 9, 2017 at 8am through April 4, 2017 at 11:59pm.


The Foundation for West Hartford Public Schools (FWHPS) provides grants to educators in the West Hartford Public Schools. Applications are submitted annually in late winter/early spring for projects that will take place the following school year. The deadline is Tuesday April 4, 2017, 11:59pm. Our mission is to provide support for educational projects and initiatives that directly benefit students and enhance the excellence of the West Hartford Public Schools community. We are looking for creative and innovative grants that support the curriculum and significantly impact student learning.  This is an opportunity for teachers to try out a new idea or enhance a portion of the curriculum that would not otherwise be possible due to lack of funds. For the 2016-2017 school year we awarded 67 grants to teachers throughout the district.

Description of Grants

Grants during this cycle will be awarded for projects that will take place in the 2017/2018 school year. Grants are awarded in two categories:

I. Teacher Mini-Grants

Teacher mini-grants of up to $2,000 are awarded to teachers for projects, programs, equipment, and supplies used in the classroom. We encourage you to apply for grants that enrich the curriculum. We will fund innovative uses of new or existing technologies, but it is not our intent to fund routine equipment purchases.

II. Professional-In-Residence Grants

Professional-in-Residence grants of up to $3,000 are awarded to bring professionals into the classroom to work with students to enrich the curriculum. Multi-grade and multi-school collaborations are particularly encouraged.

  • The grant request must include the name of the professional-in-residence, contact information to include email, phone number & website (if available) and a complete description of the programs and activities.

To view sample applications please click the links below.

To view a list of In-Residence programs please click the link below.


  • Prior to completing your application on-line, you must have your principal or department head read your grant proposal.  
  • Any person employed by the West Hartford Board of Education who holds Connecticut Department of Education certification and has direct contact with West Hartford students may apply for funding.
  • Applicants may only apply for up to 3 grants.
  • If the execution of the grant-sponsored activity is not possible, or has changed, please contact the Foundation office.

Please be mindful of the following when writing your grant:

  • Goals and objectives clearly defined and measurable.
  • There must be a detailed project description.  State activities that will take place and how they will be integrated into the curriculum.
  • The timeline for the grant will be during the 2017-2018 school year including summer school continuing education programs. 
  • The budget must be realistic, detailed and itemized and must include companies and quantities.
  • Grants involved with outdoor plantings must include plans for year round maintenance.
  • State other sources for funding, if any, such as PTO (sometimes enhances chances for receiving FWHPS funding). Please note: All additional sources of funding must be in place prior to submission of your application.
  • In residence grants should include the name of the professional, contact information and a detailed description of the presenter’s activities.

Important General Information:

  • Collaboration among teachers, departments, grade level, and schools is encouraged. (The more students who benefit from the activity the better.)
  • If educationally beneficial, we consider re-granting.
  • We will only consider funding food that is an integral part of the grant activity.
  • We only accept online grant applications.
  • For grants involving field trips, please check with your principal to ensure dates do not conflict with testing.
  • Please provide actual terms before using acronyms in the application.

Important Information for Outdoor Installations:

Prior to applying for an outdoor item you must receive written permission from Robert Palmer in Plant Services.  Please email Robert at with a description of your grant proposal. Please allow time for Robert to respond.

Important Information for Technology:

If you are applying for a technology grant, please contact Jared Morin at to ensure that your technology is not being funded by the district or school, to confirm pricing and to ensure that the appropriate technology will support your goals.  Please place "FWHPS Grant Inquiry" in the subject line and include the following information in your email to Jared.

1. What specific technology you are applying for
2. How will the technology be used to support your goals
3. Grade levels using technology.

Please allow time for Jared to respond with the appropriate specs including pricing.

Grant Writing Problems to AVOID:

  • Name of school or teacher within the body or title of the application.  The grant will automatically be denied if these are included anywhere as grants are read on a blind basis.
  • Requests for more than the maximum funding allowed that do not indicate a secondary source of funding.  (Secondary sources must be in place prior to submitting the application.)
  • Requests for refreshments, teacher coverage, teacher compensation, in-service or professional development fees.  
  • Requests for all furniture.  All furniture requests must go through your school budget process.
  • Grants that are outside the realm of the curriculum.
  • Limited number of students who will benefit.
  • Applying for more than 3 grants.

Application and Grant Selection Process

The application will be available only on-line beginning in early January. Please complete and submit applications no later than Tuesday April 4, 2017 at 11:59pm. The application form will not be available after that date.

IMPORTANT: Applications are reviewed by the Foundation’s Distribution Committee in a “blind” review process. Thus, the Committee does not know which schools or teachers are applying. In order to maintain the integrity of the process, DO NOT include the name of any teachers or schools in the body or title of the application.  This will result in your application being automatically denied.

Decisions will be voted on by the Foundation Board of Directors in May. Teachers will be notified in June 2017. Prior to publicly awarding any funds, principals will be notified that such awards have been approved. Directors of the Foundation will present awards in the Fall of 2017. Awards will be made in accordance with Board of Education policies.  Funds will be available after September 1, 2017.

If your grant application is approved, you must submit a Final Report to the Foundation at the completion of the project. Final Report forms are available on our website at and are due by June 3, 2018.

Teachers are asked to notify the Foundation when a project is taking place so that board members and donors may attend. The Foundation requests that any report about a grant sponsored activity, either in school newsletters or newspaper publications recognize the efforts of the Foundation.

Please check our website for reimbursement policies.


Prior to making any changes to your orginal grant proposal, you must receive approval in writing by the Foundation or risk loss of funding.

If the execution of the grant sponsored activity is not possible, you must contact the Foundation office.

If for any reason an applicant is unable to administer the grant, the principal or a designee is asked to administer it and to notify the Foundation.

Ownership of all grant materials including technology resides with the West Hartford Public Schools. If a grant recipient transfers to another school within the district, it will be the principal’s decision to keep the equipment or send it to the new school. If a teacher is no longer employed by the WHPS, the equipment will remain in the school under the direction of the media specialist.


Applications must be received online no later than Tuesday, April 4, 2017, at 11:59pm.


Please contact the Foundation:

  • Telephone: 860-561-8755
  • E-mail: