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New Page 2 GRANTS PROCESS

GRANTS DEVELOPMENT PROCESS

The Grants Office is available to assist faculty and staff in the development of a grant proposal from conceptualization to the final submission of a proposal. This process is outlined in the Grants Development Flowchart. The level of assistance provided during the development process varies based on the complexity of the grant proposal, the experience of the proposer(s) and the need for a team approach to develop the proposal. Steps in the process to develop a grant request to an external funding source include:

  • Research Funding Opportunities: Grant funding sources can be identified in several ways. The Grants and Resource Development Officer conducts ongoing research on Grant Opportunities and informs faculty and staff about grants that become available. Faculty, staff and community partners can identify potential funding sources and request that further research is conducted. For assistance in identifying funding sources to support a specific project, contact the Grants and Resource Development Officer or submit a Grant Concept Form to the Grants Officer.
  • Preliminary Planning: Administrators are encouraged to make the Grants Office aware of any grant-seeking activities before beginning work on a proposal. The Grants Office is available to coordinate planning meetings to discuss project ideas, assist with preliminary program and budget development and to analyze proposals for consistency with College priorities and strategic fit with the requirements of the funding source. To initiate grants planning, contact the Grants and Resource Development Officer or submit a Grant Concept Form to the Grants Office.
  • Internal Approval Process:
  1. The development of a grant proposal must first be approved by a Dean or Assistant Dean. A Dean’s Pre-Approval Form to form can be used to obtain formal approvals, however if the Dean or Assistant Dean is involved in the grants development process or for small grants, informal approval can be relayed to the Grants Officer verbally or through email. For proposals with college-wide or cross-department impacts, the Academic Governing Council is also engaged in the internal approval process through presentations of issue papers for input.
  2. Staff from Institutional Research and Planning, Business and Financial Services and Human Resources must be contacted about grant submissions that will require their services. For formal requests for consultation, a Finance Consultation Form to form and an Institutional Research & Planning Consultation Form can be used.
  3. A Final Approval Form must be submitted to the Grants and Resource Development Officer at least two weeks prior to submission of all grant applications, requiring signatures from the Grants and Resource Development Officer, the Executive Vice President of Business and Financial Services and finally, the President.
  • Proposal Writing and Editing: The Grants Officer reviews and edits, if necessary, all proposals submitted by the College to ensure that proposals are well-written and complete, with information that is compelling to the funding source. For most large government grants, the Grants Officer serves as the primary writer of the proposal and/or edits sections written by grant development team members. Sufficient lead time for proposal review is required prior to submission and faculty and staff should inform the Grants Officer of a pending grant submission as soon as possible.
  • Coordinate Grants Submissions: Final submission of grants can be coordinated by the Grants Office or by the grant proposer(s). Most large federal grant requests are submitted by the Grants and Resource Development Officer to ensure that forms are accurately completed, all required documentation is included and that submission deadlines are met.
  • Grants Administration: The Grants Office plays a limited role in the administration of funded projects. Grants management is conducted by the project director assigned to the project during the grants development process. Financial management of grants is administered by Business and Financial Services staff. Human Resources is responsible for the process to hire new employees supported by grant funds. As time permits, the Grants and Resource Development Officer can help grant project directors solve problems, interpret funding guidelines, offer advice on interacting with the funding agency’s program officer, and provide feedback on reports.

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Updated on 26-MAR-07
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