For the grants team
Grants admin
How grant requests from school staff are handled, from the moment one arrives to the grant appearing on our website.
Opens Azure DevOps. Sign in with the account the PFA gave access to — usually your @townleypta.co.uk address.
How a request moves through the board
A request arrives
A member of school staff confirms their school email address and fills in the request form. A card is created on the board automatically in Received, and they are emailed a copy with a reference. Nobody needs to copy anything across.
Check it is complete
For anything over £100 the trustees need at least three quotes from different providers. The card's first comment shows the quotes, or says the requester has promised to send them. If anything is missing, ask for it and move the card to Gathering Information.
Ready for the committee
Once it has what the trustees need, move it to Ready for Decision so it is taken to the next committee meeting.
Record the decision
If it is approved, fill in Final requested amount and Percentage of total funded, and move it to Approved (pending payment). If not, move it to Rejected/Withdrawn. Email the requester either way.
Payment and evidence
Once it has been paid, move it to Awaiting Success Evidence. The requester committed to showing it worked — photographs of students using what was funded are best. When the evidence is in, move it to Done.
It appears on our website
Grants in Approved (pending payment), Awaiting Success Evidence or Done are published on our grants page when it is next refreshed.
Worth knowing
- The card's description is published. For approved grants it appears on the public grants page, with its first sentence as the summary. Keep anything internal — quotes, contact details, discussion — in the card's comments, which are never published.
- The requester's details are in the first comment: name, school email, VAT, whether it recurs, the quotes and what they promised.
- A column is not a payment record. Where the board and the bank statement disagree, the bank is right. Please move cards when payments happen, so the two stay in step.
- Supporting documents sent to schoolgrants@townleypta.co.uk should be attached to the card.
Managing who has access
Access to the grants board is managed in Azure DevOps, not on this website. Someone with administrator rights on the townleypta organisation can add or remove people, and give them access to the Grants project.
Access to the membership register is separate, and is managed in the membership admin.