Acceptance of All Grants, Gifts and Donations

THE CHIEF EXECUTIVE OFFICER RECOMMENDS:

That the Board amend Board Report 04-1027-PO1, Policy for Acceptance of All Grants, Gifts and Donations.

PURPOSE:

This policy shall establish an acceptance process for all grants, gifts and donations received by any central office, network or school unit. Establishing the administrative requirements in this policy will ensure the uniform implementation and management of all grants, gifts and donations, and also ensure that the Board meets its responsibilities as the grant, gifts or donation recipient. The acceptance of a grant, gift, or donation should be equitable to all impacted parties, while operationalizing the CPS Equity Framework and aligning with the CPS mission.

POLICY TEXT:

I. Acceptance Of Grants, Gifts And Donations

Pursuant to Board Rule 7-13, all grants, gifts and donations of goods and services, whether from governmental or non-governmental sources, received by any central office, network or school unit (“receiving unit”) must be accepted by the Chief Financial Officer on behalf of the Board prior to use of such grant, gift or donation. The receiving unit shall notify the Chief Financial Officer of the award, utilizing an electronic form provided by the Chief Financial Officer.

It is the obligation of the receiving unit, or the Office of Budget and Grants Management, as appropriate, to obtain and deliver to the Chief Financial Officer in a specified electronic format for review and approval, all related grant documents, including, but not limited to: award letters, approved budgets, budget narratives, contracts and agreements, guidelines, reporting requirements, government funding sources, government checks, and non-governmental checks for salaries or consultants. Upon acceptance, the Chief Financial Officer will send electronic notification to the receiving unit, and the Office of Budget and Grants Management.

The Office of Budget and Grants Management is responsible for loading the funds in the appropriate budget lines upon receipt of the agency-approved budget. This includes all grants funded by a governmental agency, and any portion of a non-governmental grant or donation that will be used for salary and benefits, stipends or consultant services.

School units may deposit non-government funded grants that will not be used for salary and benefits, stipends or consultants in their Internal Accounts, and disbursements will be made at the local school level in accordance with the procedures in the Internal Accounts Manual.

The Grant Administrator/Program Director identified by the receiving unit to the Chief Financial Officer when requesting acceptance is responsible for (1) the financial and performance oversight of the grant, (2) ensuring the correct loading of funds as defined by the funding agency, (3) monitoring grant fund spending activity within the approved budget, (4) delivery of goods and services prior to the grant end date and subsequent issue of payment prior to any reporting deadline for the grant period, and (5) resolving all unreimbursable expenditures with any vendor.

The Chicago Public Schools is a tax supported body politic and corporate, and a school district of the State of Illinois. The Children First Fund is a free standing agency and a 501c3 entity that is non-for-profit. Funding agencies which are restricted from making donations to tax supported institutions are encouraged to make their donations through the Children First Fund.

II. Refunds Of Unused Grant Funds

Refunds of unused grant funds shall be handled pursuant to the requirements set forth in Board Rule 7-13. For all refunds that exceed Board Rule 7-13’s limit, the receiving unit shall provide a written explanation to the Chief Financial Officer within five days after the expiration of the term of the grant or upon request from the funding agency, identifying the reason for not utilizing 100% of the grant.

III. Reporting To The Board

The Chief Financial Officer shall provide to the Board a report in accordance with Board Rule 7-13.

IV. Registration Of Donated Goods On The Asset Register

Registration of donated goods on the asset register should be handled pursuant to Board Policy 401.9.