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Directions and Submission Details
 

Eligibility Rule 

Article V, Section 5 of the By-laws of the NJEA Frederick L. Hipp Foundation for Excellence in Education, the following eligibility exclusions apply: “No member of the Board of Trustees, the Advisory Committee or the Grant Selection Committee shall have or obtain a financial interest in any contract, grant or award made by the Foundation to any person or entity.” The Hipp Board of Trustees consists of the individuals who comprise the Executive Committee of the New Jersey Education Association.
 

Follow these directions to complete each section
 

IMPORTANT: After you have completed filling out the main portion (Round 1) of the application and it is SAVED and FINALIZED your application will be locked from editing and will be reviewed. Once reviewed, if it qualifies to move forward we will notify you - if it doesn't qualify yet, you can request your application be reopened for editing. The sooner you get this in, the more time you have to make adjustments (if necessary) and collect the electronic signatures. Download and save a PDF or print a hard copy of the application for review by both your local president and the superintendent/college president. The three required signatures include: the project coordinator (you), local president, and the superintendent/college president. Signatures must be submitted electronicly through the application portal in the second round.  The completed application AND the three required signatures must be received by the Foundation on or before March 1* to qualify for judging. Applicant should allow ample time to obtain signatures to meet this deadline.

COVER SHEET

  • All sections of the cover sheet must be completed.
  • Enter your PERSONAL email address. NOTE: Please check your personal email SPAM and JUNK folders regularly during the application process. An email is sent after every round and reminders are sent periodically to complete a started grant.
  • Download a PDF and save a copy of your completed application. Save a copy of everything. Pro Tip: Show your local president and superintendent 
  • Enter the name and email address of the person receiving the signature request, including yourself. Click SEND REQUEST NOW and an automatic signature request email will be sent. You will receive a notification when each signature is received. Note: Board approval may be necessary before the application can be signed, be sure to plan accordingly. Before sending an email requesting their electronic signature. Please allow sufficient time to secure these signatures.
  • An application cannot be considered for judging if any of these signatures are missing.

SECTIONS 1 THROUGH 6 – GENERAL INSTRUCTIONS

  • Please use only the application portal to compete the grant application.
  • Each section of the application should be concisely and grammatically written.
  • Your project should NOT underwrite programs and materials that are the general responsibility of the school district.
  • Remember: Any reference or abbreviation in Sections 1 through 6 that would allow for the identification of any individual, school, district, local association, town or county will result in automatic disqualification of the application.

CONTINUATION GRANTS

  • Previous grant recipients will be permitted to request funding for one additional year within a two-year period.
  • Please provide feedback on the status of your current grant and the potential for continued success.
  • Be specific in identifying your plan to change or improve upon your original grant project based on your reflection and assessments.
  • Remember: Any reference or abbreviation in Sections 1 through 6 that would allow for the identification of any individual, school, district, local association, town or county will result in automatic disqualification of the application. 

SECTION 1 - PROJECT SUMMARY SHEET

  • 1a. Target Population: Describe the population of students your project targets (e.g., how many students, what age, grade level, etc.)
  • 1b. Community Description: Include a short general description of where the school is located – town size, demographics, and so on. DO NOT specifically name the town, school/ college, district, or county.
  • 1c. Special Factors: Does the project address multicultural issues or diversity (i.e., ethnic cultures; religious; sexual orientation; special needs; cross-graded; intergenerational)?
  • 1d. Needs Assessment: Briefly describe the need for the project in your school, district, and community. State any specific problem being addressed by the proposed project and what has been done to date to assist the target student population.
  • Grant Requested: State the amount needed to fund your project, from $500 to $10,000. (Make sure this amount matches your budget.)
  • Project Timeline: State when you expect to begin and conclude your project. 

SECTION 2 - OBJECTIVES

  • List the specific objectives you plan to accomplish.

SECTION 3 – PROJECT PLAN

  • Identify and explain the activities you propose to undertake and describe any products or materials that will be developed as a result of project activities, if applicable.
  • Describe any professional development experience that will be provided through the project.
  • Describe how you will collaborate with others in the school and community in planning, implementing, monitoring, financing, and evaluating the project.
  • Describe how the project will be continued in the future, indicating any potential school and community collaborations, contributions, and funds.
  • If this is a continuation grant, be sure to demonstrate how the continuation project builds on original grant, and how it will be continued after second year of funding is over.

SECTION 4 - TIMELINE

  • Construct a timeline for the project. Timeline should not begin before July 1st.

SECTION 5 - ASSESSMENT

  • Describe a plan to assess the effectiveness of the project and explain what information will be collected and how the information will be analyzed.
  • How will you measure the success of your project (data, meeting logs, journal entries, rubrics, etc.)?
  • Explain how this project could be replicated or adapted by others.
  • Surveys are not an assessment.

SECTION 6 - BUDGET

  • Provide a specific line-item budget of project expenses, such as release time, supplies, printing, etc.
  • Do NOT include gift cards for any expense of the project. 
  • Make sure your budget adds up to and equals the requested grant amount in SECTION 1.
  • Make sure you consider including bank fees and postage in your budget.
  • Applicants are urged to seek additional funding sources, such as the local PTA, education association, school system, college or university, community organizations, and private businesses.
  • DO NOT LIST ANY NAMES OF INDIVIDUALS OR IDENTIFY THE NAME OR LOCATION OF LOCAL BUSINESSES.

When you're ready to submit your application
 

  • Once you application is completed and proofed, save and finalize your application. Your application will be locked from editing and reviewed by the Foundation.

  • Download and print/save your application.

  • Share the application with the local president and superintendent/college president.

  • Once the application is reviewed by the Foundation, if eligible, you will be moved to the electronic signature collection portion of the application.

  • Request your own electronic signature as project coordinator first to get an understanding of the process before requesting signatures of both the local association president and the superintendent/college president.

  • Electronic signatures must be received through the application portal on or before March 1*

  • An email notification will be sent to you when each requested signature is received.

  • By the end of April, you will receive an email update on the disposition of your application, whether funded or not.

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