Application basics

1. What is place-based education? PBE uses community resources as a starting point for learning rooted in local culture, ecosystems, and history. It often emphasizes hands-on or inquiry-based learning, and/or features real-world experiences. For THV’s grants, community partners are the kinds of public places described in #11 below. PBE can lead to mutually beneficial relationships between schools and sites, greater student appreciation for their communities, and more frequent and effective acts of stewardship.
2. How does THV choose proposals to fund? A committee selected by THV’s partners uses scoring guidelines to review and evaluate proposals.
3. What do you mean by collaboration? THV looks for proposals in which school and site personnel cooperate on every phase of the project – planning, development, implementation, and continuation. THV gives highest priority to projects in which both applicants will use the final product – lessons and/or supporting materials – during and beyond the grant period.
4. How big are THV grants? We make matching grants of up to $10,000 or one-half a project’s total cost, whichever is less. Applicants seeking to continue previously funded projects may apply for a maximum of $5,000. THV prefers to fund site visits by students and teachers, site staff visits to schools, time for collaboration, and supplies.
5. What projects or expenses are not funded by THV? THV does not fund after-school programs or projects that focus mainly on teacher development. We do not fund programs using places that are unlikely to be of general interest, or sites, such as camps and retreat centers, which are program-focused rather than place-based.
   
   It is difficult for THV to fund items with a useful life beyond the project, e.g., computers and cameras. Consequently, we urge applicants to find other ways to pay for such purchases. If THV funds are necessary, explain why the items are critical, pro-rate the cost based on renting, and describe the other funding sources pursued.
   
   THV wants to fund projects others can easily adapt, and grantees can continue using after the grant year. Therefore, we prefer not to pay for artists, consultants, or other outside services. THV may consider funding such services if they are for program development only. Describe why outside help is critical, how the program will continue without support in the future, and other funding sources pursued. Also, include short resumes or biographies for all service providers.
6. Who can apply? Public and private schools and significant sites in Albany, Columbia, Dutchess, Greene, Orange, Putnam, Rensselaer, Rockland, Ulster, and Westchester counties, and the Town of Waterford in Saratoga County.
7. How many grants does THV give? Six to 12 per year.
8. What materials should applicants submit? THV’s application includes a cover sheet (part A), sheets on the school and site (B and C), a narrative of up to five pages (D), and a budget form and worksheet (E). Authorized administrators from each partner must sign the cover sheet.
   
   THV’s How to Apply provides section-by-section instructions for completing the form. Referring to this sheet as you develop and proof your proposal will help ensure that you understand what we are looking for and include all the information we need to consider proposals fully. THV urges applicants to use our forms, but we will accept other formats if all requested information is present, organized, and easy-to-follow.
9. When and how should applications be submitted? By March 17, 2008, e-mail one copy of all materials. If unable to include a scanned copy of the signed cover sheet with your e-mail, mail a paper copy of the cover sheet only, postmarked by March 17, to Teaching the Hudson Valley, Home of FDR, 4097 Albany Post Rd., Hyde Park, NY 12538. THV acknowledges receipt of applications via e-mail.
10. How long does a THV grant last? Projects may be completed over one or two school years. Some applicants will develop, test, and write up their lessons in one school year. Others will spread these steps over two years. Lesson plans will be due and final payments made in September 2009 for one-year grants. If two years, September 1, 2010.

Schools and sites

11. What kinds of places qualify for grants? Sites with cultural, historic, and/or natural importance that want to work collaboratively with schools. Places also must be regularly open to the public and must interpret or preserve the Hudson Valley’s culture, ecosystem, and/or history. Significant sites include but are not limited to not-for-profit archives, art galleries, historic buildings, libraries, museums, nature preserves, and other heritage sites.
    
    Camps, retreat centers, and similar groups that are program-focused, rather than place-based, are not usually eligible. If uncertain, please contact THV before applying. Our sample site list is suggestive, not comprehensive. Remember, THV wants to fund projects with sites that are of broad interest rather than those that are important to a single school or district.
12. May a site accept a grant and manage THV funds? Yes, both schools and sites may initiate projects and receive grants. Partners should agree, in advance, which one will accept and manage the funds. Regardless of who initiates or manages the project, schools and sites are expected to work together to develop, carry out, complete, and continue the project. Budgets should reflect each group’s cash and in-kind contributions and commitments. For more on in-kind, see #20 below.
13. May schools, sites, or districts submit multiple or joint applications? Yes, however, THV is unlikely to fund more than one project per applicant.
14. May schools or sites reapply if they received a grant or submitted a proposal last year? Schools and sites may apply as many times as they like. Applicants wishing to continue a previously funded project may apply for up to $5,000. All things being equal, THV prefers to fund schools, sites, and topics that have not received funding in the past.
15. Are schools eligible if their district extends beyond the Hudson River Valley National Heritage Area? Yes, as long as the proposal involves at least one school and one site within the 10-county Heritage Area. THV funds may be used only for the part of the project involving the Valley. For a list of counties, see #6 above.
16. Where can interested educators get more information about significant places? See THV’s sample site list; it is organized by county. Click on THV’s partners, listed at left, for additional site lists. Also, check out the NY State Office of Parks, Historic Sites, and Recreation. Need more help? Please contact THV.
17. How can interested sites contact teachers? Begin with teachers you know or schools your site has worked with in the past. Need additional suggestions? Please contact THV.

Budgets and reimbursements

18. What is the maximum award? $10,000 for new projects; $5,000 to build on or continue previously funded projects.
19. Is a match required? Yes. THV funds up to half a project’s total cost. Total costs are cash expenses plus the value of donated goods, services, and time.
20. What is a match? For every dollar requested, applicants need a dollar from other sources. Matches are not needed for each line item or type of expense, but the total request must match total other support.
    
    Cash matches are items an applicant or other source will pay for. For example, if the school or PTA will cover bus service, that’s a match; place the cost in the “other support” column. In-kind matches are donated services, goods, and time; for example, the value of extra work donated by staff or maps given by a business.
21. How and when do grantees receive funds? THV announces awards toward the end of the school year. During the summer, authorized administrators receive agreements to sign, notarize, and send back. In return, they receive vouchers for requesting payments and instructions on submitting back up, e.g., receipts, invoices, and timesheets. Since both partners will have expenses, but only one can request and receive funds, it is crucial that applicants discuss payment practices and agree on who will receive and administer the grant.

Grantee responsibilities

22. Must THV grantees submit reports? Typically, grantees submit lesson plans and any supporting materials developed in lieu of a narrative report; materials are due September 2009 for one-year grants and September 2010 for two-year grants. THV requires one paper copy and Word or writeable PDF files, preferably on a CD. THV’s lesson plan templates are required.
23. What about financial reports? Grantees use vouchers, backed by appropriate documents such as receipts and timesheets, to request payment. No other financial reports are required. Grant agreements describe the payment request process. See also, “Budgets and reimbursements.”
24. Do THV grantees have any other obligations? THV expects school and site coordinators to participate in an institute, July 29-31, 2008, in Hyde Park, and encourages everyone involved in the project – staff or volunteer – to join us. After consulting grantees about agendas and scheduling, THV also asks coordinators to attend one or two meetings during the school year. We reserve the right to require grantees who do not attend meetings to submit written progress reports.
25. Who owns lesson plans and other materials created with the grant? Grantees, their partners, and THV all have the right to use and distribute materials developed. THV intends to post lesson plans and related items on the web. Award acceptance includes approval of these terms.

Teaching the Hudson Valley institutes

26. What is a THV institute? Grantees join other teachers, site educators, and regional experts for three days to learn more about the Hudson Valley and place-based education. Institutes include a grantees’ get-acquainted session and Q&A. The 2008 institute, “Teaching Hudson Valley Diversity: Culture, History, and Nature,” will be held July 29-31 in Hyde Park.
27. Who can participate? THV institutes are open to the public. Grantees and their partners receive up to five free registrations for staff and volunteers involved in the project. Others may register for a fee that covers all talks, materials, lunches, and continental breakfasts.
28. Are credits available? THV arranges for in-service/professional development credit with at least one teacher center in the Hudson Valley.
29. May project budgets include time and expenses for the THV institute? Yes, travel expenses and staff time may be included. Such expenses may be part of a funding request. Alternatively, if staff time will be paid by the school and/or site (cash match) or donated by a teacher or site staff (in-kind match), it can be used as “other support” to help meet the required match. The grant includes up to five registrations; these fees do not need to be budgeted. If planning to bring more than five people, budget $100 per person for registration fees.

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