Policies and Procedures
The policies and procedures provided below are in force effective July 1, 2012. Modifications may be made as warranted with notification of substantive changes communicated to all applicable personnel. Suggested changes to the policies and procedures should be made to your supervisor, but may also be communicated directly to the Deputy Chief of Grant Compliance and Fiscal Services (email Joe D’Alessandro). These materials are the copyrighted property of the School District of Philadelphia and therefore are for the internal use of District personnel and should not be distributed to outside personnel or entities without the express written approval of the Deputy Chief of Grant Compliance and Fiscal Services.
Role and Responsibilities Matrix and Accountability System Documents
The School District of Philadelphia is committed to monitoring the programmatic and fiscal aspects of District grants to ensure effective and appropriate implementation. To this end, the District will use a standardized approach to assess personnel performance from which excellence and best practice can be recognized, and additional support and corrective action interventions can be provided. The three key documents that constitute the Accountability system are:
- Effective Grants Management – Core Competencies and SDP Best Practices. This document provides and overall guide to grant management in the District. It provides detailed descriptions of eight key areas of grant management practice, and provides specific examples of how to perform at a high level in each area. All the examples are drawn from actual District staffers currently managing grants, and the document includes the office names that can be contacted to provide further advice and assistance.
- Responsibility Matrix which provides a summary of grant management roles and responsibilities from grant inception to closeout by policy number, and level of responsibility by person or office. The matrix should be used as a guide to specific policies and procedures where the detailed responsibilities are provided.
- SDP Roles and Responsibilities Matrix – Accountability Monitoring Tool. Used to record best practice performance and instances of non-compliance for supports and interventions for specific time periods. See GP2400 for additional details.
POLICIES AND PROCEDURES
Grant Compliance Office Forms
Joint Office of Procurement Services and Grant Compliance Office Forms
Office of Procurement Services Forms