Funders’ Guide to Pilot Implementation in West Virginia Schools
🎯 Why Pilots Matter
Pilot programs offer school systems the chance to test innovative models on a small scale with lower risk. In West Virginia’s rural districts, they are particularly powerful—allowing schools to align programming with local workforce needs, build community trust, and scale what works without overwhelming capacity.
📅 Understand the School Planning & Budget Timeline
To align your funding proposal with how WV schools make decisions, here’s a general annual cycle to consider:
TimeframeKey ActivityFunders ShouldAugust–OctoberStrategic planning & school improvement goal settingBegin conversations with district and school leaders October–January Budget drafting, first pilot proposals submittedSubmit LOIs, co-design pilot ideas with admin February–March Budget approval, curriculum decisionsFinalize pilot structure and funding commitments April–May Staffing and PD planning for fallEnsure stipend funding and teacher training are in place June–July Summer break, limited admin availabilityAvoid launching new asks—prep for fall implementation August (New School Year)New program rolloutSupport onboarding, fidelity monitoring, and PD
Pro tip: Budget proposals often need to be submitted by January or early February to be considered for implementation the following fall. Late spring requests will likely be deferred a full year unless grant-funded outside the district’s operating budget.
💬 Stakeholder Approval: Don’t Stop at the Principal
Even if building-level administrators are enthusiastic, many WV districts require school board approval or superintendent sign-off to implement new pilots. Be prepared for:
Board presentation cycles (usually monthly)
Formal proposal documents including costs, roles, metrics
Procurement or partnership vetting, especially if outside vendors are involved
This process can add 4–8 weeks to the approval timeline, so early engagement is key.
🧑🏫 Why Stipends Matter
WV educators are passionate but stretched thin. Pilots often ask them to:
Learn new platforms
Track and report new data
Teach non-standard content or tech
To ensure fidelity and protect program quality, stipends are essential. Recommended amounts range from:
$500–$1,000 per teacher for participation and training
Hourly rates for summer PD or curriculum writing
Mentorship or leadership add-ons for pilot leads
These stipends are especially critical in rural schools where staff often juggle multiple roles.
📈 Success Factors Funders Should Support
Factor What Helps Strong teacher buy-inOffer stipends, flexible models, and listen to feedbackData collectionBuild in light, useful tools that don’t overwhelm staffCommunity engagementFrame the pilot as community investment; invite families to showcase eventsLong-term scaling potentialAlign pilot metrics with district/school improvement plans
🗺️ Strategic Timing: Pilot Launch Windows
The best times to introduce a new pilot:
October–December: still early in budget discussions
April–May: for grants or special programs to launch in the fall
The best time to launch a new pilot:
August–September: aligns with teacher training and minimizes disruption
The worst times:
June–July: limited admin and staff availability
Late February–March: budgets already submitted, hard to influence decisions
📝 Final Tips for Funders
Co-design with schools, don’t “drop in” programs
Offer implementation funds, not just materials
Build 2–3 year models so pilots can show impact before being cut
Respect that small rural schools have complex needs—flexibility is key