School Grants: 7 Ways Your School Can Use Grant Funding

Applying for grants can feel intimidating for many schools. You need to create proposals, submit data, and convince grantmakers that your organization deserves their funding. Despite the complexity, grants are well worth pursuing because they are an invaluable funding source that can greatly benefit your school.

To help you see what grant funding can do, this guide covers seven ways your school can use grant money to enhance the student experience and strengthen your educational programs. Whether you need extracurricular resources or a boost for your fundraising efforts, grants can help.

Big Fundraising Ideas has supported school fundraising programs since 1999. For help writing the application itself, see grant proposal writing 101.

A Word of Caution Before You Spend

After you are awarded a grant (the post-award phase of the grant lifecycle), make sure you stick to funding the project you outlined in your proposal. During the pre-award phase, take time to thoroughly research the grants you are applying for and confirm they fit your school's funding priorities.

The 7 Ways at a Glance

1. Curriculum Improvement

Improving your curriculum means providing a more enriching education and preparing students for college and careers. You can use funds on items that help you do that, such as:

• Textbooks and library books
• Educational technology
• Science lab equipment
• Engineering kits
• Art supplies
• Musical instruments
• P.E. equipment

You can also use funding to pay for field trips that enrich learning and broaden students' horizons. For example, if your middle schoolers are learning about ocean conservation, a field trip to an aquarium can provide a memorable learning experience.

If a grant does not cover everything on your list, a fundraiser can fill the gap. See a classroom wish list fundraiser and how we fundraise for a school trip.

2. After-School and Summer Programs

With grant funding, you can develop and offer new extracurricular programs, such as:

• Mythology and folklore
• Journalism
• Robotics
• Game design
• 3D printing and design
• Coding
• Stained glass art
• Digital art and graphic design
• Music composition and songwriting
• Art history
• Film and media studies
• Ballroom dance

You may also use grant funds to hire new teachers or external instructors who specialize in the topics your programs focus on. Because a program keeps spending after the first semester, plan how you will fund it after the grant ends.

3. Facility Upgrades

Classroom needs are a common starting point. According to the National Center for Education Statistics, about 94 percent of public school teachers spent their own money on classroom supplies without reimbursement during the 2014 to 2015 school year. Survey your teachers and provide the items and upgrades their classrooms actually need.

• Library: Set up flexible study spaces for collaboration, and refresh your collection with new releases and updated textbooks.
• Cafeteria: Create a more comfortable, inviting dining area, or buy more efficient, better appliances for cooks.
• Gym: Provide equipment for physical education or recreation programs, such as a rock-climbing wall, new flooring, or synthetic turf for a soccer field.
• Music Rooms:

You might also use funds for general green initiatives. To be more environmentally sustainable, you might buy energy-efficient lightbulbs, solar panels, and other items that reduce energy use. Another option is to upgrade your security system, such as installing newer cameras and replacing fire alarms.

4. Community Engagement

Community events effectively strengthen ties between your school and its audiences. If your grant allows event costs, consider organizing events like these:

• Field day
• Talent show
• Movie night
• School spirit week
• Cultural heritage day
• Science fair
• Book fair
• Homecoming
• Prom

Keep your community up to date with a robust marketing plan. Take a multichannel approach and send newsletters about updates and improvements. Stay current on trends so your outreach meets your audience's preferences. Local businesses can also extend your reach. See engaging local businesses in school fundraisers and how to secure sponsorships.

5. Scholarships and Financial Assistance

Some grantmakers offer funds to cover education costs for students in need. For example, you could apply for a grant to help students who cannot afford the class field trip or school lunches.

Many grants target students, not schools. In those cases, you can help students apply for scholarships and financial assistance by pointing them to opportunities and coaching them through the grant-writing process. Keep the process private and respectful, so no student is singled out.

6. Fundraising Initiatives

Fundraising is a staple activity for any educational institution, and where a grant allows it, you can use funds to strengthen your revenue potential. Many grantmakers restrict spending on fundraising costs or on products bought for resale, so ask the grantmaker in writing before you plan on this.

For example, if your grant allows it and you are hosting a product fundraiser, you could use funds toward items like:

• Cookie dough
• Candy bars
• Popcorn
• Candles
• And more

Selling a wide range of products draws in more buyers, which means more funds for your school. A student who is not interested in cookie dough might want candles or a branded shirt instead.

You might also use funds to create a dedicated merchandise store, online or on school grounds. Sell organization-branded merchandise, school supplies, snacks, and other items students might want, and build a sustainable revenue stream. See the custom apparel fundraiser guide and the online custom apparel store.

A Practical Note: Some programs do not require you to buy inventory up front. The Otis Spunkmeyer cookie dough fundraiser has no upfront cost, so your group may not need grant money to get started. See how much a school can make from an Otis Spunkmeyer fundraiser.

7. Capacity-Building Technology

You may have outdated processes that could be streamlined. For example, if you require parents to pay for after-school programs by check, it would be far more convenient for parents and staff if they could pay online.

Top school management software typically includes features like these:

• Digital Attendance: Track student attendance, streamline parent check-in and check-out, and optimize staffing needs.
• Instructor Site: Dedicated instructor tools help teachers manage their students more efficiently, track attendance, and even message students.
• Fee Management: Whether you need funds for class trips, athletics, or other activities, your software should make payments easy and secure and let parents pay online.
• Fundraising and Donations: Boost results with standalone pages for event registrations and prompts to donate when parents register for a program or event.
• Marketing and Communications: Stay connected with your community through announcements, email lists, message centers, and other communication tools.
• Reporting and Analytics: Use reporting templates for attendance, finances, and more to get the information you need.

With the right tool, your school can streamline everything from attendance to payments to tracking fundraising progress. Do not be afraid to shop around, book demos, and request quotes from several providers to find the solution that fits your school. Check your district's student data policies before you choose. Big Fundraising Ideas does not sell school management software. For related reading, see the complete school donor management guide.

Rules to Check Before You Apply

• Eligibility: Confirm that your school, location, and project type qualify.
• Allowable Costs: Check whether equipment, travel, instructor pay, construction, and fundraising costs are covered.
• Project Scope: Spend funds only on the project in your proposal, and ask before you change anything.
• Reporting and Records: Many grants require receipts, spending records, and a final report.
• Match Requirements: Some grants ask you to contribute funds or show community support.
• Existing Funding: Some public funding sources require that grant money add to existing funding, not replace it.
• District Approval and Deadlines: Confirm who must sign off and when applications are due.

How Grants and Fundraisers Work Together

For more on building the mix, see how to create a school fundraising budget, school fundraising programs, and the fundraiser goal setting guide. To explore programs, see school fundraising products.

How to Get Started

1. List Your Needs: Write down the projects that matter most, and choose one to lead with.
2. Match the Project to a Use: Decide which of the seven ways fits.
3. Research Grantmakers: Look for funders whose priorities match your project.
4. Check Eligibility and Allowable Costs: Rule out poor fits early.
5. Write a Strong Proposal: Study how to write an effective grant proposal and provide everything the grantmaker requires. See grant proposal writing 101.
6. Plan Your Reporting: Decide how you will track spending from day one.
7. Pair It with Fundraising: Plan a fundraiser for the costs the grant will not cover.

Wrapping Up

As you start applying for grants to meet your school's needs, research each grant's guidelines and eligibility requirements. Make sure your school is eligible and that the grant will help you achieve your goals, so you spend your time on truly impactful funding. Study how to write an effective grant proposal and provide all the information the grantmaker requires to maximize your chances of success.

Frequently Asked Questions About School Grants

How can a school use grant funding?

Most grants fund a specific project. Common uses include curriculum resources, after-school and summer programs, facility upgrades, community events, student financial assistance, and technology. The best use matches your school's priorities and the grantmaker's guidelines.

Can grant money fund a school fundraiser?

Sometimes, but many grantmakers restrict spending on fundraising costs and on products bought for resale. Confirm with the grantmaker in writing what is allowed before you plan it. Some product fundraisers, such as the Otis Spunkmeyer cookie dough fundraiser, have no upfront cost, so a group may not need grant money to start.

What are the pre-award and post-award phases of a grant?

The pre-award phase involves researching grants, checking eligibility, and submitting a proposal. The post-award phase begins after you win the grant, when you spend the money on the project you described and report on how it was used.

Can grants pay for after-school and summer programs?

Often, yes. Grants can help launch new programs and pay for subject-matter experts. Read each grant's guidelines to confirm that program costs and instructor pay are allowed.

Can a school use grant money for field trips?

Some grants allow it, particularly when the trip connects to a learning goal in your proposal. Others restrict travel. Check the guidelines and describe the educational purpose in your application.

Do we still need fundraisers if we win grants?

Usually, yes. Grants are competitive, tied to a specific project, and slow to arrive, while fundraising is flexible and can cover items that grants won't cover. Many schools use both, and some grants look for evidence of community support.

What should we keep track of after receiving a grant?

Keep receipts, a record of how funds were spent against the project budget, and any reports the grantmaker requires. Stay within the project you described, and ask the grantmaker before making changes.

Can students apply for grants and scholarships themselves?

Many grants and scholarships are aimed at students instead of schools. Schools can help by pointing students to opportunities and coaching them through the application process.

How do we choose the right grant to apply for?

Start with your school's priority project, then research grantmakers whose funding priorities match. Read the eligibility requirements carefully, and apply only where your school and project clearly fit, since that saves time and increases your chances of success.

Author Bio

Clay Boggess has been designing fundraising programs for schools and various nonprofit organizations throughout the US since 1999. He’s helped administrators, teachers, and outside support entities such as PTAs and PTOs raise millions of dollars. Clay is an owner and partner at Big Fundraising Ideas.