Grant Application Instructions for school year 2020-2021 - Please note, new deadline is now May 26, 2020

Please read these instructions carefully.  There are changes of which you should be aware. The on-line grant application will be available November 26, 2019 at 8am through May 26, 2020 at 11:59pm.

Important 2020 Application Information

  • If you applied last year, use your log in (WHPS email address) & password. If you forgot your password, click forgot password and you will receive an email and be prompted to check your email and change your password.  If you don't see the email, please check your junk folder.
  • This log-in system ( email and your unique password) will allow applicants to begin an application and save and edit before the final submission button is clicked.  Click here for detailed instructions on how to log in to begin the application process.
  • Grant applicants that did not apply last year will create a password associated with their email address to log into the Foundation website and create/ submit an application.  Once an application is started, the application is saved by clicking "save".  IMPORTANT, you must click "save" to save your work for each section of the application.  
  • The application will include a place for a 5-7 sentence summary of your grant proposal for publicity purposes. Please click here for suggestions on writing the grant summary.


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 May 26, 2020, 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. Applications will be judged on their creativity and innovation as well as degree of support of the curriculum and impact on 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 2019-2020 school year we awarded 61 grants to teachers throughout the district.

Description of Grants

Grants during this cycle will be awarded for projects that will take place in the 2020-2021 school year. Grants are awarded in two categories:

I. Teacher Mini-Grants

Teacher mini-grants of up to $2,500 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 $3,500 are awarded to bring professionals into the classroom to work with students to enrich the curriculum (not for professional development for teachers). 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 and approve 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 as either lead or additional applicant.

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 2020-2021 school year including grants to enrich summer school programs. 
  • The budget must be realistic, detailed and itemized and must include companies and quantities.
  • Grants involved with living things, including plants or animals, must include plans for year round maintenance.
  • State other sources for funding, if any, such as PTO.  Please note: All additional sources of funding must be confirmed 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.
  • All book requests must include approximate number and type of books.

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. Include dates and price per ticket admission.
  • We will fund grants for transportation
  • Please provide actual terms before using acronyms in the application.
  • To view the rubric used in the past to evaluate grant applications, click here.

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 2 weeks for Robert to respond.

Important Information for Technology:

If your grant request includes any type of electronic device (including a computer), hardware or software, 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. The specific technology for which you are applying
2. How the technology will be used to support your goals
3. Grade levels using technology.

Please allow 2 weeks for Jared to respond with the appropriate specs including pricing.

A few "Do Not" reminders:

  • Do NOT include the name of school or teacher within the title, body or (new last year) Grant Summary.  The grant will automatically be denied if these are included anywhere as grants are read on a blind basis.
  • Do NOT request more than the maximum funding allowed unless you indicate a secondary source of funding.  (Secondary sources must be confirmed prior to submitting the application.)
  • Do NOT request refreshments
  • Do NOT request in-service or professional development fees or teacher coverage or compensation.
  • Do NOT request furniture.  All furniture requests must go through your school budget process.
  • Do NOT apply for more than 3 grants as lead or additional applicant.

Deadline and Final Details

  • Applications must be received online no later than Tuesday, May 26, 2020, at 11:59pm.
  • Decisions will be voted on by the Foundation Board of Directors in June. Teachers will be notified in June 2020. 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 2020. Awards will be made in accordance with Board of Education policies.  Funds will be available after September 1, 2020. Click here for a copy of the reimbursement policy.
  • If your grant application is approved, you must submit a Final Report to the Foundation at the completion of the project. Final Reports are due June 3, and are available by logging into the Grant Application Portal.  Please click here for instructions on the 2020-2021 Final Report.
  • 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.
  • Prior to making any changes to your original grant proposal, you must receive approval in writing by the Foundation or risk loss of funding.  Changes such as project, teacher, venue, cost, artist, etc., must receive approval.
  • If the execution of the grant sponsored activity is not possible, you must contact the Foundation office as soon as possible.
  • 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 WHPS, the materials remain in the school under the direction of principal.


Please contact the Foundation:

OR Distribution Chair

Revised: 3/19/2020

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