Activities and Timeline Before the Request for Proposals (RFP) is Published
Projected Timeline (Four to Six Weeks Maximum Prior to RFP Posting)
SUCCESS INDICATOR: If you can complete these actions 4 to 6 weeks before the RFP is officially published—when you begin the “formal” grant writing process, your district will be positioned for maximum success for this very competitive SBMH grant.
⏰ RECOMMENDED TIMELINE FOR PRE-APPLICATION ACTIONS
(Checklist and Expanded Version Below)
Week 1:
- Choose and finalize Grant Leadership Team
- Notify all relevant district departments of district intent and upcoming responsibilities
- Begin federal registration verification process
- Convene the first Grant Leadership Team Meeting (Continue these meetings weekly as below)
Week 2:
- Complete student, staff, and system data collection and gap analysis
- Identify potential within-district Project Directors and begin recruitment conversations
- Initiate (if relevant) partner identification and outreach
Week 3:
- Finalize partnership discussions and secure letters of support
- Complete legal and policy review (if needed)
- Prepare board resolution for approval (if needed)
- Secure outside Grant Evaluator
Week 4:
- Conduct final team readiness assessment
- Secure board resolution approval
- Complete all pre-application administrative tasks
✅ READINESS SELF-EVALUATION
Your district is ready to begin formal grant development when you can check all of these boxes:
Grant team assembled with clear roles and responsibilities
Federal registrations verified and current
Five years of relevant data collected and analyzed
Project Director identified and committed
Community partners identified and engaged
Required match sources identified and documented
Board resolution approved
All district departments briefed and prepared
Communication strategy developed and implemented
Legal and compliance issues addressed
⏰ EXPANDED PRE-APPLICATION READINESS CHECKLIST
- Recommended Timeline: 4 to 6 weeks before beginning formal grant writing
ORGANIZATIONAL READINESS
Action A: Form Your Grant Leadership Team
Recommended Team Members
✅ Chair (Required)—Superintendent and/or his/her Designee
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✅ Project Director (Required)
- Ideal Positions: Director of Student Services, Lead School Psychologist or Related Services Professional, Assistant Superintendent for Student Affairs, or experienced administrative or mental health leader
- Qualifications Needed: Advanced degree in education, psychology, counseling, or related field; minimum 3 years’ experience in mental health/student services; demonstrated project management experience
- Role: Will actually manage the project if funded; their resume is scored by reviewers
_ _ _ _ _
✅ Business Manager/CFO (Required)
- Ideal Position: District Business Manager, Chief Financial Officer, or Federal Grants Administrator
- Qualifications Needed: Experience with federal grant compliance, understanding of indirect cost rates, familiarity with procurement regulations
- Role: Creates all budget forms, calculates match, ensures federal compliance
_ _ _ _ _
✅ Lead Grant Writer (Required)
- Ideal Positions: Curriculum Director, Research Coordinator, experienced teacher with grant writing background, or external consultant
- Qualifications Needed: Strong writing skills, ability to synthesize data, understanding of federal grant review processes
- Role: Drafts Project Narrative and coordinates all written components
_ _ _ _ _
✅ Data Specialist (Required)
- Ideal Positions: District Data Analyst, Assessment Coordinator, Research Director, or Technology Coordinator with data analysis skills
- Qualifications Needed: Access to student information systems, understanding of data privacy requirements, ability to generate reports and analyze trends
- Role: Provides all statistical evidence for demonstrated need
_ _ _ _ _
✅ Optional Team Members:
- Legal Counsel: For review of assurances and compliance issues
- Community Relations Coordinator: For partner engagement and stakeholder involvement
- Special Education Director: For expertise on student populations with disabilities
- Title I Coordinator: For expertise on serving high-poverty schools
NOTE. It is strongly recommended that you create a Grant Leadership Team Role & Responsibility Chart that identifies each Team Member, their specific team roles, responsibilities, and tasks, and the expected outcomes. This should be a “living document” that is continually updated as tasks are completed, and new ones are assigned.
- As this Chart is created, every Team member should also (a) write a three to five paragraph biographical statement about their (a1) professional background, certifications, and experiences; (a2) current roles and responsibilities in the district; and (a3) projected role and responsibilities that will be written into the grant proposal; and (b) update and submit their professional vitae.
- Ultimately, these two documents may/will be used in the Grant Narrative (a), and the Grant Application appendix.
Action B: Notify District Departments of Upcoming Responsibilities
BUSINESS OFFICE TASKS:
Verify SAM.gov registration status and renew if necessary/Register with Grants.gov
- Locate current Federally Negotiated Indirect Cost Rate Agreement
- Prepare 5-year budget projections and identify potential match sources
- Review federal cost principles and allowable cost guidelines
- Coordinate with legal counsel on required assurances
_ _ _ _ _
HUMAN RESOURCES TASKS:
Compile resumes/job descriptions for Project Director and key personnel
- Research salary scales for mental health professionals (for recruitment planning)
- Review union contracts for any restrictions on grant-funded positions
- Prepare job descriptions for potential new grant-funded positions
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TECHNOLOGY DEPARTMENT TASKS:
Ensure designated Administrator-of-Record has Grants.gov access and test submission capabilities
- Set up shared digital workspace for grant team collaboration
- Verify data system access for pulling required statistical reports
- Test document conversion and file size requirements for submission
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COMMUNICATIONS/COMMUNITY RELATIONS TASKS:
Identify potential community partners and their contact information
- Gather letters of support templates and begin outreach
- Coordinate with local media about potential grant opportunity (if appropriate)
- Prepare stakeholder communication about grant development process
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CURRICULUM/STUDENT SERVICES TASKS:
Compile existing mental health program descriptions and outcomes
- Gather evidence-based practice research and current implementation status
- Document current student support service capacity and gaps
- Collect staff development records related to mental health training
DATA COLLECTION AND ANALYSIS
Action C: Collect and Analyze Student Mental Health Status Data
✅ REQUIRED DEMOGRAPHIC DATA (per Application Packet requirements):
- Enrollment Data: Total student enrollment by grade level for past 5 years
- Poverty Indicators: Percentage of students eligible for free/reduced price lunch
- Racial/Ethnic Composition: Student demographic breakdown by race and ethnicity
- English Learner Population: Number and percentage of English language learners
- Students with Disabilities: Number and percentage receiving special education services
- Geographic Data: Rural, suburban, or urban classification; distance to mental health services
_ _ _ _ _
✅ STUDENT MENTAL HEALTH INDICATORS (past 5 years where available):
- Student-to-Counselor Ratios: Current ratio vs. ASCA recommended 250:1 standard
- Student-to-Psychologist Ratios: Current ratio vs. NASP recommended 500-700:1 standard
- Student-to-Social Worker Ratios: Current staffing levels and coverage
- Youth Risk Behavior Survey Data: If administered, include relevant mental health questions
- Discipline Data: Suspension/expulsion rates, behavioral referrals, crisis interventions
- Attendance Data: Chronic absenteeism rates, school avoidance patterns
- Academic Performance: Achievement gaps potentially related to mental health factors
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✅ CRISIS AND INTERVENTION DATA:
- Crisis Responses: Number of mental health crisis interventions per year
- External Referrals: Number of students referred to outside mental health services
- Hospitalization Data: Students requiring psychiatric hospitalization (if tracked)
- Suicide Risk Assessments: Number conducted annually (aggregate data only)
- Threat Assessments: School safety-related mental health evaluations
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✅ COMMUNITY CONTEXT DATA:
- Local Mental Health Provider Availability: Providers per capita in service area
- Economic Indicators: Unemployment rates, median household income, poverty rates
- Geographic Challenges: Transportation barriers, distance to services
- Cultural and Linguistic Factors: Primary languages spoken, cultural competency needs
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Action D: Analyze Current Service Gaps
✅ STAFFING ANALYSIS:
- Map current mental health staff against student population and needs
- Identify schools/grade levels with greatest service gaps
- Calculate current caseloads vs. professional standards
- Document staff turnover rates and retention challenges
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✅ SERVICE DELIVERY ANALYSIS:
- Inventory current mental health programs and their evidence base
- Assess cultural and linguistic competency of current services
- Evaluate accessibility of services for students with disabilities
- Document barriers to service access and utilization
PARTNERSHIP DEVELOPMENT
Action E: Identify Potential Grant Project Directors
✅ INTERNAL CANDIDATES:
- Directors of Student Services with mental health program experience
- Lead School Psychologists with administrative and supervision experience
- Assistant Superintendents with student affairs portfolios
- Principals with strong special education or student support backgrounds
- Curriculum Directors with social-emotional learning expertise
_ _ _ _ _
✅ EVALUATION CRITERIA:
- Advanced degree in relevant field (required for competitive scoring)
- Minimum 3 to 5 years supervisory experience
- Demonstrated project management capabilities
- Experience with mental health or student support programs
- Strong communication and collaboration skills
- Commitment to serve as Project Director for full 5-year grant period
_ _ _ _ _
Action F: Identify Potential Implementation Partners
✅ NATIONAL THOUGHT LEADER and OTHER PARTNERS:
- National School-Based Mental Health Thought Leader
- Universities with School Psychology/Counseling Programs: For recruitment pipeline
- National Professional Organizations: ASCA, NASP, NASW for best practices
- Evidence-Based Program Developers: For curriculum and training support
- Mental Health Research Centers: For evaluation and outcome measurement
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✅ STATE-LEVEL PARTNERS:
- State Education Department/Mental Health Division: For policy alignment
- State Universities: For professional preparation and continuing education
- State Professional Licensing Boards: For credentialing and workforce issues
- State Mental Health Organizations: For advocacy and resource sharing
_ _ _ _ _
✅ LOCAL/REGIONAL PARTNERS:
- Community Mental Health Centers: For service coordination and referrals
- Hospitals/Health Systems: For crisis intervention and psychiatric services
- Private Practice Mental Health Providers: For consultation and service expansion
- Community-Based Organizations: For cultural competency and community engagement
- Local Colleges/Universities: For internship placements and professional development
- Faith-Based Organizations: For community support and cultural responsiveness
- Youth-Serving Organizations: For wraparound services and prevention programming
_ _ _ _ _
✅ PARTNER EVALUATION CRITERIA:
- Demonstrated commitment to school-based mental health
- Capacity to provide meaningful contribution to project goals
- Geographic accessibility to your district
- Track record of successful collaboration with schools
- Ability to provide required documentation and reporting
ADMINISTRATIVE PREPARATION
Action G: Legal and Compliance Review
✅ BOARD RESOLUTION PREPARATION (if Needed):
- Draft resolution authorizing grant application submission
- Include commitment to provide any matched funds if required by grant
- Authorize Project Director and AOR to act on district’s behalf
- Schedule board meeting for resolution approval
_ _ _ _ _
✅ POLICY REVIEW:
- Review district policies related to mental health services
- Ensure compliance with federal non-discrimination requirements
- Verify compliance with FERPA and student privacy regulations
- Address any union contract implications for new positions
_ _ _ _ _
Action H: Communication Strategy
✅ INTERNAL COMMUNICATION:
- Inform school board of grant opportunity and timeline
- Brief cabinet and other district administrators on grant intent, requirements, and commitments
- Notify building principals of potential program implementation
- Communicate with staff about possible new positions and opportunities
_ _ _ _ _
✅ EXTERNAL COMMUNICATION:
- Develop talking points about grant opportunity for community stakeholders
- Prepare FAQ document for parent/community questions
- Coordinate with local media strategy (if applicable)
- Begin conversations with potential community partners
Links to the Pages of this Website
Activities and Timelines Before the Request for Proposals (RFP) is Published
Activities and Timelines Once the Request for Proposals is Published
Writing and Submitting the Grant Proposal—Section 1
Writing and Submitting the Grant Proposal—Section 2
Writing and Submitting the Grant Proposal—Section 3
Writing and Submitting the Grant Proposal—Section 4
Writing and Submitting the Grant Proposal—Section 5
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