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 complete the main portion (Round 1) and it is SAVED and FINALIZED, your application locks from editing and is reviewed. If it qualifies to move forward, we'll notify you — if not yet, you can request it be reopened for editing.
The sooner you submit, the more time you'll have to make adjustments and collect signatures. Download/print a copy for review by your local president and superintendent/college president.
The three required signatures — project coordinator (you), local president, and superintendent/college president — must be submitted electronically through the portal in Round 2. The completed application AND all three signatures must be received by March 1* to qualify for judging. Allow ample time to obtain signatures.
Cover Sheet
- All sections of the cover sheet must be completed.
- Enter your personal email address. Check your personal email spam/junk folders regularly during the application process — an email is sent after every round, plus periodic reminders to complete a started grant.
- Download a PDF and save a copy of your completed application. Pro tip: show it to your local president and superintendent.
- Enter the name and email of each signer, including yourself, then click Send Request Now. You'll be notified as each signature is received. Board approval may be needed before signing — plan accordingly and allow sufficient time.
- An application cannot be considered for judging if any signature is missing.
Sections 1 Through 6 — General Instructions
- Use only the application portal to complete the grant application.
- Each section should be written concisely and grammatically.
- Your project should NOT underwrite programs and materials that are the general responsibility of the school district.
Continuation Grants
- Previous grant recipients may request funding for one additional year within a two-year period.
- Provide feedback on the status of your current grant and its potential for continued success.
- Be specific about how you'll change or improve your original project based on your reflection and assessments.
Section 1 — Project Summary Sheet
- 1a. Target Population: Describe the population your project targets (how many students, age, grade level, etc.).
- 1b. Community Description: Briefly describe where the school is located — town size, demographics, etc. Do not name the town, school/college, district, or county.
- 1c. Special Factors: Does the project address multicultural issues or diversity (ethnic culture, religion, sexual orientation, special needs, cross-graded, intergenerational)?
- 1d. Needs Assessment: Briefly describe the need for the project and what's been done to date to assist the target population.
- Grant Requested: State the amount needed, from $500–$10,000 (must match your budget).
- Project Timeline: State when you expect to begin and conclude.
Section 2 — Objectives
- List the specific objectives you plan to accomplish.
Section 3 — Project Plan
- Identify the activities you propose and describe any products or materials that will result, if applicable.
- Describe any professional development experience the project will provide.
- Describe how you'll collaborate with others in the school and community on planning, implementing, monitoring, financing, and evaluating the project.
- Describe how the project will continue in the future, including potential collaborations and funding.
- If this is a continuation grant, show how it builds on the original and how it continues after the second year.
Section 4 — Timeline
- Construct a project timeline. Timeline should not begin before July 1st.
Section 5 — Assessment
- Describe a plan to assess the project's effectiveness — what information will be collected and how it will be analyzed.
- How will you measure success (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 expenses (release time, supplies, printing, etc.).
- Do NOT include gift cards for any project expense.
- Make sure your budget total matches the requested grant amount in Section 1.
- Consider including bank fees and postage in your budget.
- Applicants are encouraged to seek additional funding (local PTA, education association, school system, college/university, community organizations, private businesses).
- Do not list any names of individuals or identify the name/location of local businesses.
When You're Ready to Submit Your Application
Once completed and proofed, save and finalize your application. It locks from editing and is reviewed by the Foundation.
Download and print/save your application.
Share the application with your local president and superintendent/college president.
Once reviewed, if eligible, you'll be moved to the electronic signature portion.
Request your own signature first (as project coordinator) to understand the process before requesting the local president's and superintendent/college president's.
Electronic signatures must be received through the portal on or before March 1*.
You'll get an email notification as each requested signature is received.
By end of April, you'll receive an email update on your application's disposition, funded or not.
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