Teaching The Hudson Valley

Explore Award Application Tips

Use this guide to complete the Explore Award application.

Where and when are you going? Eligible sites must have cultural, historic, and/or natural importance and be regularly open to the public. You do not need to give an exact date, but please indicate the month or season.

Who and what. Tell us who is going on the trip and what school or program they are part of. Awards are made to schools or programs, not sites or individuals.

Names & contact information. The applicant is the person who writes and submits the proposal. If the applicant is not a teacher or program staff member involved in the trip, please add that person's name. If multiple classes or groups are involved, please list at least one teacher or program person for each and designate one as the key contact.

Questions about goals and pre- and post-visit activities. One paragraph should be enough to answer each question; please avoid repetition, but if you do need more space, attach an additional sheet.

Authorized signatures. The applicant and a school or program administrator must both sign. Signers are certifying that (1) all necessary approvals are in place and (2) all affected staff members have volunteered to participate.

Submission. Applications MUST be e-mailed as attachments. If possible, include scanned signatures when you e-mail. If necessary, you may fax (845-229-0739) or mail just the signature sheet to THV, 4097 Albany Post Rd., Hyde Park 12538. Please do not fax complete proposals. Please contact us if you do not receive an e-mail acknowledgment within three days.

BUDGET

Please make realistic estimates for all costs. Do not guess.

Cost/value: actual cost or value.

Available resources: costs to be covered by a source other than the Award, for example, the school budget or PTA. Please specify sources.

Cash v. in-kind: if the district, PTA, or other source will pay some part of a cost directly, it is a "cash" resource. If time or an item, such as a book, is donated or paid for by an individual, that is an "in-kind" resource.

Funds requested: "actual" minus "available" resources, i.e., what you need from THV.

Transportation and admissions. Be specific. For example, three buses at $250 each, 30 train tickets @ $10, or 30 admissions @ $5.

Time: professional, administrative, and clerical time may be a cash or in-kind donation as explained on the form. Use hourly rates or annual salary to calculate the value of time.

Professional expenses: out-of-pocket expenses such as visiting a site before a trip.

Chaperones and aides: see the form for an explanation.

Other costs. If you request funds for expenses other than transportation, programs, or admissions, provide a rationale, e.g., aides for special needs students, paid chaperones, or books related to the trip not currently available at your school.

In-kind support = "value added" by school and site staff or others using their own time or resources. For instance, unpaid time spent learning about the site, preparing pre- and/or post-visit activities/ lessons, attending a THV institute or other place-based program.

Download the application form.