Guidelines for Funding Requests
1.Who are the “FRIENDS of the German International School Washington D.C.”?
The “FRIENDS” is a non-profit organization whose goal it is to promote friendship and intercultural exchange among persons associated with the German International School Washington D.C. and to finance special projects or purchases benefiting the students and the School which are not covered by the School’s budget. Members are families and individuals who have some relationship to the School.
2. What do the “FRIENDS” finance?
2.1 Donations from the “FRIENDS”
Projects, activities and purchases that are financed by the “FRIENDS” annually do not require a funding request. These are:
- “Weckmänner for the St. Martin celebration
- Three author’s readings in the amount of $1000 each
- A contribution of $10 per “Abiturient” for graduation expenses
- Prizes for the Spelling Bee
We do expect to receive a timely reminder from the responsible person/s. It is not the responsibility of the “FRIENDS” to either organize or place any orders for the above donations. We can, however, provide advice and/or information.
2.2 Purchases, Projects, Field Trips, Events
Funding requests can be made for purchases (Link to Funding Request Form-Purchases) and/or for projects, field trips and events (Link to Funding Request Form-Projects/Field Trips/Events). In the past, funding requests have been granted for prizes for competitions, workshops, T-shirts for events, playground equipment, furniture for common rooms for students, contributions to student-events. This list is not exclusive.
Each funding request will be discussed and voted on during the “FRIENDS” board meeting. We ask you to provide us with as much information about the project/purchase as possible. If necessary, please use the additional page of the Funding Request form to elaborate. Comprehensive information allows us together with the head of school and the business office to come to a quick decision and to avoid delays.
It is the “FRIENDS’” goal to enrich the educational environment of the students in a sustainable way. It is important that as many students as possible benefit from a “FRIENDS” financed project. A limited budget is available and we ask all applicants to also consider other sources of funding.
Funds have to be spent within 4 months of approval, latest by the end of the current school year. If it takes longer to complete the project, you need to re-apply!
3. Who can make a Funding Request?
Funding requests can be submitted by teachers, employees, students, parents or other school bodies. The request must comply with the purpose and goals of our organization.
4. How to submit a Funding Request
Funding Request forms:
Please choose the appropriate form, print and complete.
Please remember that the “FRIENDS” board meets once per month, except during summer vacation, to discuss funding requests. November and December are busy months due to preparations for the Christmas Market. A longer response-time can be expected during these months. Please allow for sufficient time and try to avoid last-minute requests. Please provide two different offers or estimates, complete the Funding Request form and attach copies of the offers or estimates.
If the funding requested is $1,000 or more it may be necessary for the applicant to submit his application personally at the FRIENDS board meeting in order to be able to answer any questions that arise directly.
4.1 Important information for Funding Requests for Projects, Field Trips, Events
The “FRIENDS” do not finance regular class field trips. Should a field trip to the theater or a concert support classroom instruction, the “FRIENDS” will make a contribution of 30% of the ticket price per student or a maximum of $15 per student. This contribution is meant to reduce the financial burden on parents and to enrich classroom instruction.
4.2 Evaluation of the Funding Request by the School Management/Administration
All funding requests are evaluated by the school management and administration to determine the necessity, desirability and funding options through the School’s budget or through other funding sources available to the School (such as the Herta-Mueller Fund). The Head of the School confirms the necessity/desirability of the intended project, field trip, event or purchase. The Head of the Administration confirms that the requested project, field trip, event or purchase cannot be financed, in full or in part, from the School’s budget or any other funding source available to the School in Partial or Full Financing.
On the Funding Request form please indicate the total cost of your project, field trip, event or purchase; the amount you are requesting and if this amount is for partial or full funding. Please attach copies of the estimate or offer.
As soon as you have completed and signed the Funding Request form please drop it off at the Administration Office of the school in an envelope marked “FRIENDS” or email it to email@example.com.
5. How is the Funding received?
Purchases that will become the property of the School should be purchased by the School. Please inform the School that the purchase will be financed by the “FRIENDS”. For this purpose you will receive a copy of your approved Funding Request from us which you can present to the School’s administration. The School’s administration will bill the “FRIENDS” for the purchase, or forward the bill to the FRIENDS. As soon as this invoice is received by the “FRIENDS” it will be paid for by our Treasurer.
Expenses for theater visits or financial support of projects can either be pre-financed by the applicant, by the School or by submitting an invoice to the “FRIENDS” directly. Please note that the “FRIENDS” are sales tax exempt in Maryland.
6. What do the “FRIENDS” expect in return for approved Funding Requests?
Approved projects are our best form of advertising: in return we expect you to mention our financial support in your flyers, articles, advertisements and announcements regarding the project or purchase. We thank you in advance for doing this.
Last but not Least
The “FRIENDS” have various sources of income:
- Membership fees
- Donations from individuals, companies or embassies
- Proceeds from the annual Christmas Market
It is the goal of the “FRIENDS” to enrich the educational environment of our children at the GISW. The “FRIENDS” can support only as many projects and purchases for which sufficient funds are available. The sum of your individual contributions makes it possible for the “FRIENDS” to realize the requests of students, teachers, parents and the School without great burden to any individual or group.
Please help us continue to make this possible!
Support the “FRIENDS”: Become a member, volunteer at the “FRIENDS” event– these are investments with high returns. firstname.lastname@example.org/friends-membership.html
Should you have questions regarding funding requests or the “FRIENDS” please send your question or request to email@example.com.
Your “FRIENDS” Board