XII. APPENDICES APPENDIX A - Scoring Criteria and ... Web viewProposed educational activities are innovative ... connecting foods to subjects such as math, ... of the budget in MS

UPDATED 10/6/2017

REQUEST FOR APPLICATIONS (RFA)

Oregon Farm to School Education Grant For Food-Based, Agriculture-Based and Garden-

Based Educational Activities School Years 2017-2018 & 2018-2019

TABLE OF CONTENTSpg 3 I. Introduction

A. Farm to School Touch Points B. Oregon Farm to School Education GrantC. Oregon Farm to School and School Garden Program Impact

pg 4 II. ELIGIBILITY INFORMATIONA. Eligibility B. Fiscal Agent Responsibility

pg 6 III. IMPORTANT DATES AND DEADLINESA. TimelineB. DeadlineC. Award Notices

pg 7 IV. AWARD AMOUNT AND PERIOD

pg 8 V. APPLICATION SELECTION AND AWARD CRITERIA

pg 9 VI. ALLOWABLE AND UNALLOWABLE EXPENSES

pg 10 VII. POST-AWARD MANAGEMENTA. Grantee ResponsibilityB. Change Key PersonnelC. Scope or ObjectivesD. Budget ChangesE. Reimbursement ProcessF. Administrative Review

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G. Reporting RequirementsH. Evaluation and ImpactI. Records Retention

pg 12 VIII. CONFIDENTIALITY AND CONFLICT OF INTERESTA. Public RecordsB. Conflict of Interest C. Confidentiality of the Review Process

pg 12 IX. APPLICATION CHECKLIST

pg 13 X. ASSISTANCE AND FREQUENTLY ASKED QUESTIONS

pg 14 XI. CONTACT INFORMATION

XII. APPENDICESpg 15 Appendix A - Scoring Criteria and Scoresheet Templatepg 17 Appendix B - Application Guide pg 22 Appendix C - Budget Detail and Budget Narrative

The application is available as a separate document linked in the grant application section of ODE’s Farm to School Education Grant Website, (see bottom of page for link) Answers to Frequently Asked Questions (FAQ) are provided in a separate document linked in the resources section of farm to school grant web page, see below for link)

NOTICE: This grant is pending approval of amendment to the administrative rules. The eligibility information in Section II reflects ODE’s the proposed amended language.

2For all grant application materials and resources,

please visit the Oregon farm to school website: goo.gl/efsRYJ- Then click on “Oregon Farm to School Grant ”

Updated: 10/4/2017

I. INTRODUCTION

A. Farm to School Touch PointsOregon Department of Education and National Farm to School Network recognize the following Core Elements of Farm to School: 1) education, 2) procurement and 3) school gardens. When there are references to “farm to school” throughout this document we are referring to all of these Core Elements.

Farm to school programs have the objectives of serving locally grown or processed foods in school cafeterias, improving student nutrition; providing agriculture, health, and nutrition education opportunities; and supporting local and regional farmers. Robust programs involve the cafeteria, the classroom, outdoor learning spaces, farms, home and family, and the greater community.

B. Oregon Farm to School Education GrantThis Request for Applications (RFA) is for a competitive grant providing funding to eligible entities (See section II Eligibility Information) to assist in paying the costs incurred to provide food-based, agriculture-based or garden-based educational activities in a school district.

Eligible entities that receives an Oregon Farm to School Education Grant shall use the grant for costs directly associated with educational activities offered to children enrolled in either a public school or public charter school within a school district.

ODE consults with the Oregon Department of Agriculture to develop the grant program and assembles a grant selection committee comprised of education, nutrition/dietetics, agricultural/industry and nonprofit leaders in Oregon. The funds are distributed and managed by the Oregon Department of Education.

C. Oregon Farm to School and School Garden ImpactThere is tremendous interest in farm to school programs nationally and in Oregon. Oregonians are excited about the potential of farm to school programs to increase local economic development opportunities, bridge the urban-rural-coastal divides and support children’s health and academic achievement.

Farm to school and programs have shown promise in increasing children’s access to healthier foods, particularly fresh fruits and vegetables and minimally processed foods,



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as well as increasing their exposure to healthful, local foods through tasting tables, school gardens, and local farms. Farm to school and programming has been linked to increases in knowledge of, desire to eat, and actual consumption of such foods. Consequently, these methods can be effective in reducing the risk of children developing poor health outcomes later in life, such as type II diabetes, obesity, and related chronic diseases. In addition, the increased use of local foods in school meals and educational activities may provide new markets for local food producers and processors, and positively influence job creation and economic growth.

These multiple societal benefits are important features of farm to school and programming because they may help secure and sustain community-wide participation and build the capacity of school leaders, producers, parents, and school food service administrators to develop effective programs to negate poor health outcomes, drive economic development and support careers in agriculture.

II. ELIGIBILITY INFORMATION

A. Eligibility Eligible groups to apply for this grant include:

● School districts ● Nonprofit organizations● ESD’s● Federally recognized Indian tribes, schools overseen by the Bureau of Indian Education● Commodity commissions or councils recognized under ORS 576.051 to 576.455● Soil and water conservation districts organized under ORS 568.210 to 568.455 and

568.900 to 568.933

● Applications may be submitted for project(s) specifically for one school, multiple school sites within one school district, or multiple sites across districts, providing these schools participate in the National School Lunch Program (NSLP). Charter schools may qualify if their charter identifies them as school districts and if they participate in the NSLP. Private schools are eligible, when they are nonprofit organizations and participate in the NSLP.

● The project must benefit schools with a high percentage (at least 40%) of students eligible for free & reduced priced meals. Projects that do not benefit schools with a high percentage (at least 40%) of students eligible for free & reduced priced meals, are not eligible to apply.



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● There is no preference for duration of the program as long as the project occurs during SY 2017-18 & 2018-19.

B. Fiscal Agent RequirementsApplicants may partner with other organizations for the delivery of educational activities and may subcontract with those organizations to do so; however, applicants must be the fiscal agent and responsible for managing (including meeting reporting deadlines) awarded funds.

Applicants must specify in the application which entity will be managing the project. If there are multiple entities partnering to manage this grant, applicants must specify how the partner organizations work with each other and who is responsible for which project objectives. Applicants should consider preparing a SOW (Scope of Work) or MOU (Memorandum of Understanding) to ensure agreed upon deliverables, payment, and expectations.

Fiscal agents are responsible for:● Ensuring that any subcontractor who receives funding for services provided

under this grant comply with the terms and conditions of the Oregon Farm to School Education Grant;

● Overseeing the delivery of food-based, agriculture-based, or garden-based educational activities to children enrolled in either a public school or public charter school within a school district;

● Ensuring that the educational activities offered satisfy the criteria identified in OAR 581-017-0432, the Request for Applications (RFA), and any related guidance documents produced by the Oregon Department of Education;

● Maintaining all records regarding the educational activities offered and costs paid with grant funds; and

● Delivering those records and any completion reports regarding the funded educational activities, and the expenditure of grant funds to the Oregon Department of Education.



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● Training Webinar: Upon successful award of the grant, the Project Director (person who manages the grant) must attend a live webinar or view a recorded version. The webinar will cover the Electronic Grant Management (EGMS) system and claim submission process.

The grantee may lose its eligibility to apply for an Oregon farm to school Education Grant during the succeeding biennium, or to may cease to receive grant dollars previously awarded, if the grantee does not:

● Comply with the applicable provisions of Oregon Laws 2017, chapter xxx, section xx – (Enrolled House Bill 2038); Actual chapter/section will be assigned in the near future, to be updated soon.

● Comply with the provisions of OAR 581-017-0432 to 581-017-0447;● Comply with the grant criteria included in the RFA for Oregon Farm to School

Education Grant and any related guidance documents produced by the Oregon Department of Education;

● Spend the entire amount of the grant (by submitting reimbursement claims, detailed in item E of Section VII) award during the biennium for which the grant was awarded; and

● Spend the majority of the grant award on food-based, agriculture-based, or garden-based educational activities for the benefit of children enrolled in either a public school or other qualified recipients (see allowable and unallowable expenses section).

III. IMPORTANT DATES, DEADLINES

A. Important Dates/Timeline (updated 10/6/2017)● September 15, 2017 – Application released● September 27, 2017 –Webinar (option #1 -see website link on bottom of

page)● September 27, 2017 – Webinar posted on website ● October 2, 2017 - Webinar (option #2)● November 10, 2017 – Last day to ask questions



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● November 17, 2017 – Proposals due (DEADLINE) ● December 18, 2017 –Awards announced and funds available. NOTE:

Funding is not retroactive. Project funds spent before signed grant agreement is in place with ODE will not be reimbursed.

● December 19, 2017 -Mandatory webinar for successful awardees of grant● June 28, 2019 – All funds must be spent and all products must be received.● September 28, 2018 – Progress report due● July 31, 2019 – All funds must be processed in in EGMS. Funds not

processed by this date will be liquidated.● September 30, 2019 –Final Report due

B. Grant Application Deadlines● The complete application must be submitted before midnight (Pacific

Time) on November 17, 2017. Applications (or additions or revisions) received after the deadline will not be reviewed or considered. Applications must be submitted using the Application Form on the ODE Farm to School Grant website (see link on bottom of page)

● Send completed application with all required attachments to [email protected]. ODE will not accept mailed, faxed, or hand-delivered applications.

C. Award Notices ● Applications selected for award will be announced, subject to availability

of funds, by December 18, 2017.

IV. AWARD AMOUNT AND PERIOD

Approximately $882,000 is available for the grant program described here, during the 2017-2019 biennium.

AWARD AMOUNTSThe amount of each competitive Oregon Farm to School Education Grant awarded by the department in any biennia will be at least $2,000 and no more than $100,000. The highest amount awarded last biennium was $78,500. The average award was $37,000.



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AWARD PERIOD● This Grant covers the 2017-2018 and 2018-2019 school years from December 16,

2017 until June 30, 2019. Applicants are encouraged to submit grants for activities taking place during that period.

● All activities must be completed, and any products purchased must be received by 6/30/19. All funds must be processed in ODE’s Electronic Grant Management System (EGMS) by 7/13/19, or the funds will be liquidated.

● Depending on the quality and quantity of applications received in response to this RFA, ODA may open another application period later in this biennium. ODE is not obligated to award any or all available funds to applicants under this RFA.

V. APPLICATION SELECTION AND AWARD CRITERIAODE will convene a Grant Review Committee to consider the merit of each grant application. Applications will be initially screened for eligibility and completeness of application. Each application that passes initial screening will be given to the Grant Review Committee to be evaluated and scored. The Committee will score each application using the evaluation criteria and points specified in Appendix A.

ODE has ultimate authority to decide which applications are approved and funded, and may take other priorities into account when granting awards besides ranked scores.

ODE may consider but are not limited to other priorities such as ensuring geographic diversity and a range of projects from rural and urban areas.

A list of all applications deemed eligible for award will be submitted to the Oregon Deputy State Superintendent for a final decision regarding funding.

ODE reserves the right to fund applications at lesser amounts than requested, if ODE determines that the project can be partially implemented with less funding if available funding is not sufficient to fully fund all applications that merit awards.

ODE may:● Reject any or all proposals received,



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● Waive or modify minor irregularities in proposals received after prior notification and agreement of applicant,

● Withhold any payments that do not meet grant conditions.

Unless an applicant receives an award notice; any contact from ODE should not be considered as a notice of a grant award. No pre-award or pre-agreement costs incurred prior to the effective start date are allowed. Only the recognized ODE authorized signature on a grant agreement can bind the ODE to the expenditure of funds.

VI. ALLOWABLE AND UNALLOWABLE EXPENSES

Allowable Expenses ● Labor and benefits for the planning and implementation of agriculture, food and

garden-based educational activities, including regular staff, special-event support, or outside experts (to carry out specific grant activities), paid as hourly wages, salaries, benefits or contractual costs

● Materials, equipment and supplies for implementation of agriculture, food and garden-based educational activities, such as seeds, shovels, gloves, soil, compost bin materials, cooking equipment for classroom demonstrations, etc.;

● Travel expenses for field trips to farms, ranches, gardens, docks, food processing facilities, or other sites relevant to food, gardens, and agriculture;

● The educational activities described above may include education and outreach to families in addition to students;

● At least 80% of the grant must be directly spent on costs associated with food-; agriculture-; or garden-based educational activities

● Up to 10% of the grant may be spent on direct administrative costs, including administrative labor and supplies relating to administration of this grant. Note: this does not include general indirect costs not associated with this grant ; and

● Up to 20%of the grant may be spent on costs associated with planning and developing the food-, agriculture- or garden-based educational activities. (pending approval of temporary rules)

Non-Allowable Expenses



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● Indirect costs: Overhead or items not related to direct educational activities of this grant are not allowed. Some costs for direct administration of the grant are allowed (see allowable expenses above)

● Capital equipment: This grant will not cover items that are permanent structures.

● NOTE: Regardless of the type of product or service purchased, all funds must be spent in accordance with federal, state and local procurement statutes and regulations. Products or services must be competitively procured through free and open competition to ensure maximum value returned for funds expended. Funds not spent in accordance with procurement guidelines will not be reimbursed.

This document does not list ALL possible allowable and unallowable expenses. Please refer to the Frequently Asked Questions (FAQ) on ODE’s Farm to School Grant Website (see below for link) for specific questions about allowable/unallowable expenses

VII. POST-AWARD MANAGEMENT

A. Grantee's Responsibility – Grantees must ensure they are:● Making adequate progress toward achieving the grant project’s goals and

objectives. See FAQ (link at the bottom of the page) for specific examples of adequate progress.

● Expending grant funds in a way that is consistent with activities proposed in their Application and meets provisions of pertinent statutes, regulations, and ODE administrative requirements

● In compliance with records retention and access requirements● Using funds responsibly.Awardees that are not making adequate progress in the above items may be removed from this grant program, but will first be notified by ODE.

B. Change Key PersonnelWhen it is necessary to change the Program Contact(s) for a period of more than one month, grantee shall submit a written notice (email is acceptable) to ODE. Request should contain the replacement or substitute individual’s name and contact information.



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C. Scope of Work or ObjectivesWhen it is necessary to modify the scope or objectives of the award, grantee shall submit a written justification for the change along with the revised scope or objectives of the award to ODE. ODE must approve the modified scope of work or objectives prior to additional reimbursement. This is only necessary in the case of a “major shift” in the scope or objective of the original proposal.

Example: if someone plans to present tasting tables about beets - and the beet crop fails, they can do a tasting table for another crop instead without needing to request authorization. However, if they now want to switch from a tasting table scenario to teach about a hydroponic gardening system, they should submit a change request.

D. Budget ChangesWhen a modification to the approved budget is required, the modification must be approved in writing by ODE if the amount of such modifications exceeds twenty percent (20%) of the approved project budget item. A request for a budget change shall include: (a) a description of the change and (b) a justification for the change, and (c) the Project Coordinator signature(s). Note that if the cumulative amount of allowable budget changes is less than twenty percent (20%), prior ODE approval is not required.

E. Fund Disbursement Process● ODE uses Electronic Grant Management System (EGMS). Grantees that

are not in the EGMS system will need to sign up with ODE. An information packet for this system will be made available to all grantees.

● Funds will be provided via electronic transfer of funds, or by other payment method as determined by ODE, and subject to the availability of funding. ODE will approve the request and then notify the Grantee to submit the approved amount in the EGMS system. This process in turn generates funds to be transferred to the Grantee.

● Grantees may receive up to 25% of their grant award up front, within two weeks of both returning a properly executed grant agreement and establishing an account in EGMS. If this is an option the applicant grantee wants to pursue, then the following must happen:

o Grantee must include an itemized detailed description, budget narrative, of exactly what the advance will be used for.

o After the advance is given to a grantee, they must justify the advance by providing all items purchased via the advance on the



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Excel reimbursement worksheet (located at the grant website in the resources section; see link at the bottom of the page). Then, purchased items must be justified via detailed backup documentation, such as invoices, receipts, etc. for these funds within four months of the advance. Subsequent reimbursement funds will be withheld if the advance documentation is not submitted on time. OR Subsequent reimbursement funds will be released once advance documentation is received. The advance must be spent and justified as outlined above before submitting regular/additional reimbursement claims.

● Subsequent funds will be available on a reimbursement basis, for qualified expenses only.

● Funds spent prior to execution of a signed grant agreement will not be covered by this grant.

● All grant funds must be spent and products or services received by June 28, 2019. All grant funds must be processed in EGMS by July 28, 2019, or the remaining funds will be liquidated.

F. Administrative ReviewA number of recipients will be chosen at random for administrative review. When this occurs, the recipient will supply receipts and invoices to justify one of the claims via a desk audit.

G. Reporting RequirementThe grantee will be responsible for managing and monitoring the progress of the grant project activities, performance and financial records.

A progress report will be due on September 28, 2018 and a final report is due on September 30, 2019. The award document will indicate the reporting format and schedule for submitting progress reports. Any additional reporting requirements will be identified in the award terms and conditions.

H. Evaluation and Impact All applicants must submit an evaluation plan (see question regarding evaluation in Application Guide- Appendix “B”). Upon receiving an award, grantees will be required to submit periodic reports (see Reporting Requirements for due dates) that include



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information on progress towards grant objectives and additional data of interest to ODE.

I. Records Retention In accordance with state regulations, grant recipients should retain all records relating to the grant for a period of six years after the final financial status report has received by ODE or until final resolution of any audit finding or litigation, whichever is longer.

VIII. CONFIDENTIALITY AND CONFLICT OF INTEREST

A. Public RecordsWhen an application results in an award, the application and award become public records and is available to the public upon specific request. Any information that the applicant wishes to have considered as confidential, privileged, or proprietary should be clearly marked within the application. An application may be withdrawn at any time prior to the final award date of December 18, 2017 Applications cannot be withdrawn from the public record after this date.

B. Conflict of Interest The agency requires all Grant Review Committee members to sign a Conflict of Interest Statement to prevent any actual or perceived conflicts of interest that may affect the application review and evaluation process.

C. Confidentiality of the Review Process The identities of the reviewers will remain confidential throughout the entire process. General information about the applicants, such as the number of applicants and general locations, may be released as requested.

IX. APPLICATION CHECKLIST

ALL ITEMS in the tables below are available at our website (see below for link).

ITEMS TO SUBMIT FORMAT MATERIAL☐Budget Narrative MS Word Required☐ Budget Detail MS Excel Required☐Application MS Word Required☐ No more than three Letters of Support from School Districts

MS Word Encouraged



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ADDITIONAL ITEMS & RESOURCES

ITEMReimbursement Worksheet Budget Detail exampleBudget Narrative exampleFrequently Asked Questions (FAQ) Document

X. ASSISTANCE AND FREQUENTLY ASKED QUESTIONS The FAQ document is available on ODE’s Farm to School Grant website (see bottom of page) in the resources section, and will be updated after each training webinar, and new questions from each webinar will be incorporated into the document.

XI. CONTACT INFORMATIONPlease review all application materials and appendices in detail before placing a call or sending an email. If you still have questions after reading this request for applications (RFA) and supporting materials, you can direct your question to:

Rick ShermanFarm to School / School Garden CoordinatorChild Nutrition ProgramsOffice of Learning | Student ServicesOregon Department of EducationPhone: (503) 947-5863Email: [email protected]

For more information on ODE’s Farm to School activities, or to access resources associated with Farm to School, please visit the grant website (see below for link).



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XII. APPENDICES APPENDIX A - Scoring Criteria and Scoresheet Scoring Criteria

possible points

Proposed project & activities are well designed and likely to succeed● Applicant and/or partners have demonstrated capacity to successfully

manage projects, knowledge of farm to school, and/or other relevant experience.

● Project includes hands-on or experiential activities for students, including on or off-site activities, such as classroom activities, outdoor gardens or farm field trips

● Application includes Goals and Objectives that uses the S.M.A.R.T. Framework (Specific, Measurable, Attainable, Realistic, and have a clearly defined Timeline.) Examples of S.MA.R.T goals can be found here: http://topachievement.com/smart.html

● Proposed project uses an integrated approach that includes: 1) procurement/nutrition services, 2) promotion, and 3) food, agriculture and/or garden-based education, even if not all those activities are funded by grant.

● An individual or team is identified as coordinating the effort● Roles and responsibilities of project partners are clear● Proposed budget is reasonable, necessary and allowable to carry out the

project's goals and objectives● School District’s role and partnership is defined

20

Project promotes healthy food activities ● Project promotes healthy eating, gardening, and/or Oregon agriculture

to kids, families, and the community in multiple ways● Oregon Harvest for Schools (go to the ODE farm to school website link

at the bottom of the page, click on the “Oregon Harvest for Schools” link) promotional materials are utilized in the cafeteria, classroom or elsewhere, if appropriate to the programming. Comparable promotional materials can meet this criteria in certain circumstances.

10

Project has clear educational activities● Educational objectives and strategies related to food, gardens, and/or

agriculture are clearly articulated and achievable through the proposed activities

● Proposed educational activities are innovative (e.g. integrated across grades and / or disciplines, classroom linked to cafeteria, or farm.

● At least 10 hours of educational activities are delivered per student

20



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Project involves parents and the community● Parents and / or community members are involved in farm to school

programming as volunteers, chaperones, partners, and/or through materials sent home with students.

● Other innovative ways parents and / or community members are engaged in the Farm to School activities.

10

Educational activities are tied to school district’s farm to school procurement activities● Educational activities are tied to Oregon food served in the school meal

program for example tasting tables, posters or other educational activities promoting Oregon products that are purchased by the district at some point during the school year.

15

Proposed activities are culturally relevant to the students served● Proposal recognizes the ethnic and cultural makeup of the target

student population and their food, garden, and agricultural traditions● Activities highlight the food, garden, and agricultural histories and

habits of multiple cultural groups, with an emphasis on cultural groups represented in the student population

10

Project must benefit schools with a high percentage of students eligible for free & reduced priced meals (Overall average of Free and Reduced Percentage for those schools that will benefit from the grant funds) - > 70% of students within schools served by grant qualify for free and reduced priced meals (15 points) - 50-69% of students within schools served by grant qualify for free and reduced priced meals (10 points) - 40-49% of students within schools served by grant qualify for free and reduced priced meals (5 points)*Project must benefit schools with a high percentage (at least 40%) of students eligible for free & reduced priced meals. Projects that do not benefit schools with a high percentage (at least 40%) of students eligible for free & reduced priced meals, are not eligible to apply.

15

10

5

Total Points Possible 100



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Appendix B -APPLICATION GUIDESY 2017-2019 ODE Oregon Farm to School Grant for Educational Activities

Directions: The Application Form can be downloaded from ODE farm to School Grant website (see below for link) and must be submitted via MS Word format via email with all required attachments to [email protected]. Once the application deadline has passed (11/3/17), applications cannot be edited or amended. Applications may be withdrawn at any time until that date.

NOTE: Eligible organizations may apply for funds to pay for the costs incurred providing food, agriculture or garden-based educational activities in “THE SCHOOL DISTRICT.” Below, in questions 4, 5 & 6, where you’ll see references to school district, please identify the school district or school districts where the organization intends the education activities to occur.

Please note: The examples found in this application guide and in the budget example on the grant website are offered as a courtesy to grant applicants and should not be interpreted as an example of what a successful application includes or must include. Proposals will be unique to applicant’s needs.

Cover Page:i. Name, title and contact information for person completing application.ii. EGMS INFORMATION: Three separate people must be listed:

a. Name and contact information of this Grant’s PROJECT DIRECTOR (person who oversees and manages this grant)

b. Name and contact information of this Grant’s FISCAL MANAGER (in schools, this is usually someone in the SD business office who deals with EGMS, for other organization it may be your financial manager or whoever will be submitting claims and requesting funds through EGMS.)

c. Name and contact information of this Grant’s AGENCY HEAD (typically the Superintendent or Business Manager in schools, or the Executive Director in a non-profit organization)

iii. Type of Education Project (you may select more than one):☐ Food- Based ☐ Agriculture – Based ☐ Garden- based



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Background Information 1. School District or districts where educational activities will occur:2. Total number of schools in district(s):3. Total enrollment of school district(s) in SY 2016-2017:4. List each school that will benefit from grant-funded activities. If all schools in the

district(s) will be participating, you may simply write “all schools”. If only some schools will be receiving special programming, please list those schools.

5. Authorized Contact person(s) at schools or districts that have committed to collaborate with you or give you access to students. As above, if all schools in the district(s) will be participating, you may list one district administrator for all schools.

6. Number of students and which grades will benefit from program, as per #4. Note: you can find this information by visiting this web page

7. Percentage of Free and Reduced Priced Meals for entire district(s) (ODE will get this for you, leave blank).

8. Percentage of students qualifying for Free and Reduced priced meals at each of the specific schools which will benefit from grant money listed in #4: using October 2016 data (ODE will get this for you, leave blank).

Description of Project Activities

9. Describe the specific activities that this grant will support. 1. Clearly state the overall purpose of your project. 2. Describe project goals, educational objectives and activities that will

support your grant proposal. S.M.A.R.T. goals are those that are Specific, Measurable, Attainable, Realistic, and have a clearly defined Timeline. Examples of S.M.A.R.T goals can be found here: http://topachievement.com/smart.html

3. Please indicate partners (if any) who will work on the proposed grant activities. Please include their names, titles and organization.

4. Describe how your project provides age-appropriate hands-on and experiential learning for students.



http://www.ode.state.or.us/sfda/reports/r0061Select.asp

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Goal Objective Activity Timeline Measurable Outcomes

Role/Responsibility

Example:Promote Oregon grown produce served in schools meals in the XYZ School District

Provide teachers with Oregon Harvest for Schools classroom materials for 5 Oregon Specialty Crops.

Provide tasting tables in lunchroom and/or cafeteria during K-6 lunch times

March – June 2018

Increased consumption among students of 5 Oregon fruits and vegetables in school meals program

Increased student knowledge of where Oregon fruits and vegetables grow

School Nutrition Services

Veggie Garden Organization

10. Describe your capacity to complete the proposed goals, objectives and activities. What previous experience do you have with farm to school, school gardens, or related projects? What experience do you have completing similar types of projects, and obtaining and carrying out grants?

Promotion of Your Farm to School Program

11. Describe how you plan to inform students, families and the community about your project/program?

12. If you plan to promote Oregon grown and/or processed foods through your educational activities, describe where, how and how often.



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13. If you plan to promote Oregon producers, ranchers, processors or distributors, describe where, how and how often.

14. Do you have plans to use Oregon Harvest for Schools Materials? (to view these resources go to ODE website link at bottom of the page; click on “Oregon Harvest for Schools” link) YES/NO

14a. If so, which do you plan to use? Oregon Harvest for Schools materials include:

☐Family newsletter

☐ Posters ☐ Hand Stamps/Stickers☐ Classroom Connections☐ Item Identifiers

Food, Agriculture and Garden Based Educational Activities

15. Describe the types of food, agriculture, and garden-based activities for students you plan to implement with grant funds – (e.g. direct food learning experiences such as taste tests or cooking demos; visiting food or agriculture environments; guest speakers; learning the food cycle, connecting foods to subjects such as math, science, language arts; learning about culture and ethnic diversity through foods; student skill building where students design and carry out food-related planning, cooking, or teaching younger ages; students learning about the impact of their food choices).

16. Describe the types of food, agriculture and garden- based activities for parents and/or the community you plan to implement with grant funds – (e.g. assisting with teacher or food service trainings, farm field trips, farmer speakers/presenters at school, volunteering in the cafeteria, volunteering on program planning and/or evaluation, parent night events involving food, brochures on local foods, nutrition education related to local food, recipe development at home, homework related to food that involves parent or caregiver assistance, or sending materials home to parents).

17. How many students will receive at least ten (10) hours of agriculture, food and garden-based education activities in a school year?



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● In which grade level (s)?● Describe if these activities take place in the school day or after school.

Cultural relevance18. Describe the cultural and ethnic demographics of your target student population.

1. Describe how your proposed activities are appropriate for their food, garden and agricultural traditions

2. Describe how your proposed activities will highlight the food, garden, and agricultural histories and habits of diverse cultural groups

Evaluation:19. Tell us how you plan to measure the anticipated outcomes in your workplan. Describe how you plan to track changes in knowledge, attitudes and behaviors as a result of your educational activities. What tools will you use to measure changes?

ODE reserves the right to request additional information not clearly addressed in the initial application.



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APPENDIX C – Budget Detail and Budget Narrative

As part of the review process, ODE will review applicants’ proposed project budgets to ensure that all costs are reasonable, allowable and applicable.

Budget Detail (Excel Form): A Budget Detail form is provided in the grant application area on the grant website (see below for grant website link).

Include only funds you are requesting from this grant. There is no cash or in-kind match requirement. Indirect costs are not allowableThe range of the award may be from $2,000-$100,000. The highest amount awarded last biennium was $78,500; the average was $37,000.See item VI as well as the FAQ document (see below for link) for examples of allowable

and unallowable expenses.At least 80% of the total amount must be spent directly on educational activities. The other 20% may be spent as follows:

● No more than 10% of the grant maybe spent on direct administrative costs, including administrative labor and supplies relating to administration of this grant. Note: general indirect costs not associated with this grant are not allowed ; and

● No more than 20% of the grant maybe spent on costs associated with planning and developing the food-, agriculture- or garden-based educational activities.

Please indicate exactly how the money will be used. For example, if grant dollars will be used to purchase shovels, state the number of shovels, cost per shovel, and total amount (12 shovels @$10 each = $120 in supplies-shovels). Include any items in the budget and narrative like personnel (labor and benefits), Food, materials and supplies, travel, etc. Separate wages/salary from benefit costs. In the budget narrative list what is covered in the benefit cost.

Budget Narrative: Include a detailed description of the budget in MS Word format with your application.

Your budget should clearly state how funds will be used toward the educational activities.



Updated: 10/4/2017

- The total funding amount requested should be appropriate for the scope of the proposed activities

- The budget should include a line item description for every allowable cost - Budget calculations and documentation should show clearly how the budget

components were developed and costs estimated● Indirect costs may not be included in the budget ● The proposed budget should be reasonable, necessary and allowable to carry out

the project's goals and objectives



Documents

XII. APPENDICES APPENDIX A - Scoring Criteria and ... Web viewProposed educational activities are innovative ... connecting foods to subjects such as math, ... of the budget in MS