Lumen Impact Group
Lumen Impact Group

Building Strong Internal Systems to Support Grant Success

Published: March 26, 2025

At Lumen, we support organizations applying for grants in every stage, whether that’s kicking off with project visioning or supporting implementation. Lauren Outlaw, J.D. is our in-house grants expert, and in this blog series, Driving School Improvement Through Strategic Use of Grant Funds, she’s sharing a few things she’s learned along the way that may help your school craft a grant proposal that leads to maximum impact. 

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Schools applying for grants need strong internal systems to help meet grant objectives and create long-lasting educational improvements. These systems provide a framework that enables schools to articulate clear goals and visions for student outcomes. By building robust internal processes, schools can foster greater alignment between grant-funded initiatives and the needs of their communities.  

Accountability and Continuous Improvement 

By using data to monitor outcomes and adjust strategies as needed, schools can ensure that grant funds are being used effectively. This ongoing process of reflection and adjustment strengthens the overall educational environment, reinforcing community trust and positioning the school for long-term success. For instance:

  • If student recruitment efforts aren’t yielding results, then outreach can be expanded by partnering with local community organizations and offering multilingual application support.
  • If attendance data shows low participation in a grant-funded family engagement program, then the school can offer flexible meeting times, provide childcare, or host events in community-based locations to better accommodate families’ needs.
  • If data shows that grant-funded SEL (Social-Emotional Learning) initiatives aren’t improving student behavior, then the school can embed SEL practices into daily routines, provide additional staff training, or create small group interventions.

Without strong internal systems to enhance grant management, the initiatives may lack a foundation for sustainable growth and student achievement.  

How Internal Systems Support Stakeholder Engagement  

In addition to enabling schools to track and report progress, internal systems also play a pivotal role in stakeholder engagement. As Rachel Getz from the Illinois Network of Charter Schools explains: “Internal systems assist subgrantees in providing transparent goals and vision for educational outcomes for students, which helps parents and stakeholders connect and drives engagement at the school. This transparency helps empower teachers and staff, parents and students, and can strengthen school communities.” This could look like:

  • Financial Management & Budget Tracking Software: These systems help schools accurately track grant expenditures, maintain compliance, and align spending with approved budgets and goals. Regular financial updates can be shared with board members and funders to build confidence in the school’s fiscal responsibility and increase transparency. Highlighting key investments in community updates can further demonstrate responsible stewardship of funds.
  • Family Engagement Platforms: Centralizes communication with parents through tools like mobile apps or online portals, making it easier to share updates, event information, and student progress. This fosters stronger connections between families and schools, encouraging collaboration on student success.
  • Surveys and Feedback Tools: Schools can collect input from teachers, students, and families on initiatives, school culture, and overall satisfaction. Sharing results and outlining action steps fosters trust, supports continuous improvement, and ensures that stakeholder voices shape school decisions.

Strong communication builds trust and strengthens the school community, creating a shared vision for success. When schools effectively share their goals and showcase their progress, they ignite a sense of purpose and ownership in stakeholders, keeping them motivated and fully invested every step of the way throughout the grant’s lifecycle. This openness helps parents and community members feel connected to the school’s mission, fostering a sense of shared responsibility for student success. Teachers and staff, in turn, feel more empowered when they see how grant resources align with their classroom needs and professional growth.  

Beyond the Grant: Ensuring Lasting Success 

Through transparency, data-driven decision-making, and strong internal systems, schools can maximize the impact of their grant opportunities. By embracing these transformative structures, schools don’t just achieve immediate educational gains—they lay the foundation for lasting change. This investment will ripple out, benefiting students, teachers, and families for years to come, creating a legacy of growth, opportunity, and success.

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