Taking on Goliath: Applying for FEMA Mitigation Funds for Schools

One superintendent shares tips for applying for federal emergency funds

If you know your biblical stories, you might consider whether David had the easier task when he fought Goliath.

In our school district’s journey, the Federal Emergency Management Agency, or FEMA, was the massive giant who met us each morning to say, “You shall not qualify!”

In the aftermath of a catastrophic flood over Christmas break in December 2015 that heavily damaged our intermediate school building, we were faced with relocating a dozen classrooms and auxiliary services, including the nurse’s office. This was just the beginning of what would become a two-year ordeal in applying for FEMA funding, appealing a rejection and ultimately qualifying for $2.3 million of project mitigation work in our 1,850-student rural district in southwest Missouri.

FEMA, an agency of the Department of Homeland Security, truly is a Goliath, regardless of your school district’s size. We learned valuable lessons as we took on the giant to receive financial assistance to address our school district’s structural and critical infrastructure needs caused by flooding.

LESSON NO. 1: You cannot have enough documentation. Keep everything!

From the beginning, even before the disaster declarations are made following a disaster in your community, you must keep every letter, e-mail, photo, wage report and receipt for supply items purchased. This can be extremely difficult as you respond to the immediate student and teacher needs after a crisis. Your mind and work efforts, as superintendent, are focused on making things right for everyone else and making sure learning can continue. But it would be worthwhile to generate a response plan that will produce adequate documentation.

LESSON NO. 2: During the application process, keep in mind you never have a second opportunity to make a first impression.

FEMA’s application for funding is your first and best opportunity to make a strong impression for a funding need for disaster response. The application process will be arduous and full of hidden challenges. You must empower yourself with claim documents, the FEMA Administrative Manual and the Benefit Cost Analysis tool.

Be careful not to overlook the what and why the disaster event occurred. FEMA will use the Benefit Cost Analysis tool to ultimately judge if you qualify. Doublecheck your school district’s application, otherwise the doors will close before you enter. Ask ques-tions, document answers and recheck the work before submission.

LESSON NO. 3: Know whom you can trust in the process.

FEMA is a large governmental body so the agency staff really cannot be aware of what each disaster representative has submitted. As school district leaders, you will have multiple representatives (on the state and/or federal levels) managing your claim, and none of them will be aware of the previous conversations regarding your claim. Seek an advisory group, individuals who have experienced a disaster, that can assist you and your school district. Be sure to include AASA colleagues as well as local, state or federal legislators in that effort.

A Successful Appeal

While FEMA is a Goliath, admittedly it has an extremely difficult task responding to disaster declarations. We all have seen the suffering that occurs in a community hammered by a disaster. FEMA cannot be expected to just hand out blank checks to fix those situations.

FEMA will conduct a proper review of the application claim to determine whether the federal funds should be allocated and ensure they are being used appropriately.

Ultimately, we worked with our congressman, Rep. Billy Long, R-Mo., to successfully appeal our initial rejection by FEMA. Almost two years after the devastating flood and well into the process of rebuilding our structurally damaged school, we received mitigation funding from FEMA that totaled about $2.3 million.

To summarize: Document the crisis your schools have experienced, make a thorough application, use a trusted advisory group to help you through the process, and ask clarifying questions. Responding to a crisis can be hard enough without Goliath side-tracking your efforts to take care of students and teachers.

Remember, David vanquished the giant with one stone because he had the courage to take on Goliath with the right plan. You must plan your work and work the plan.