Potential grant applications typically come about in one of two ways:

1) a faculty or staff member or administrator will approach the Grants Office with a grant funding opportunity that they have come across or been approached by an external agency for potential partnership, or
2) the Grants Office has identified a potential funding source and matched that funding source to a known existing need for a program area at the college.

When discussing a potential grant opportunity with staff/faculty, the Grants Office will pose some initial questions to help determine the feasibility and structure of the proposal, including:

1) Preliminary project plans (What you want to do),
2) Estimated costs based on those plans (How much it costs/How much you need to request),
3) Estimated realistic timeline for completion of project upon commencement (How long it would take to do and does it fit within grant timeline requirements)

The Grants Office will also consult with the Dean/Supervisor for the staff/faculty at this point in the process.

If the proposal is moved forward, the Grants Office will then request approval from the President’s Cabinet, which meets weekly. Upon approval from the President’s Cabinet, the Grants Office then coordinates with the identified faculty/staff member to develop a working plan for all of the required documentation for the identified funding opportunity. These documents typically include (at a minimum): project narrative (including needs assessment, project details, timeline, and evaluation/outcomes) and budget (with budget narrative).

In collaboration with all identified faculty/staff, and relevant Deans, the Grants Office will guide the timeline to ensure accurate and timely submission of all required grant documents for all grants submissions on behalf of the college.

Proposal Development Roles and Responsibilities

Grants Office:
Oversees all grant-related tasks for the college, working collaboratively with Faculty/Staff Grant Coordinators, Supervisors, Administrators, and various offices to ensure clear communication, alignment, and compliance. Responsibilities include:

• Leads college-wide proposals and collaborates with individual offices/staff/faculty on all other proposals.
• Coordinates the proposal review and signature process within the College.
• Assist in developing grants documents, such as letters of intent, proposal and/or budget modifications, etc.
• Reviews all proposal budgets and provides feedback regarding the need for changes or corrections.
• Provides or identifies providers for technical assistance.
• Communicates with grant funders – All communication with funders must be conducted through the Grants Office, unless special permission is given to the Grant Coordinator to manage this communication.
• Provide consultation on annual and final reports filings.
• Work closely with all the individuals who will be responsible for implementation of the funded proposal, including working with the Grant Coordinator to bridge the gap between pre- and post-awards.
• Work with PIs and staff to ensure compliance to all relevant state, federal, and private funder guidelines, and to provide technical assistance as needed.
• Liaise with the Business Office on budgets, compliance, and other related items.

Grant Coordinator:
With guidance from the Grants Office, Grant Coordinators are responsible for implementing and overseeing the grant project, managing the budget, and ensuring that the proposed activities are implemented and completed in the manner outlined in the funded application. Responsibilities of the Grant Coordinator may include:
Working with the Grants Office on proposal development, including:

• Reviewing application guidelines and requirements.

Contributing to the narrative and budget.

• If the proposed project involves the purchase of new technology or software, communicating with the IT department to ensure the purchase is a good match for the college and that IT can assist with the implementation on the required timeline.
• Participating in post-award meetings with the grant funder and managing post-award requirements, including required reporting, with guidance and support from the Grants Office.
• Reviewing monthly financial reports from the Grants Accountant to ensure that all budget expenditures are charged to the correct fund and account through the Business Office.
• Filing non-financial reports during the sponsored project period as outlined by the funder.
• Maintaining records of staff time on the grant and any financial match support. Match support could include employer partner contributions or cash or in-kind donations.
• Ensuring that, where necessary, Institutional Review Board approval has been obtained, with assistance from the Grants Office.
• Ensuring that all activity undertaken by program staff, researchers, or students participating in the project align with the contractual goals and objectives of the grant award agreement.
• Submitting requisitions for all non-personnel grant purchases prior to any expenditure being incurred, ensuring that any modifications in program delivery and budget are approved by the funder, and monitoring any sub-awardee’s compliance with the terms of the grant.
• Providing updates as needed to the supervisor on the project, usually their respective Dean/VP.

Dean/VP as Grant Supervisor:
Certifies to the soundness of the project, the compatibility of the project with the Grant Coordinator’s other duties, and concurs that the proposal should be submitted to the agency named. Post-award, this person is also typically the Designated Approver for the grant budget, providing final approval of all purchases.

Vice President (VP) of Operations and Finance:
Determines the appropriateness and soundness of the proposed budget and ensuring that the project’s fiscal design aligns with the College’s financial practices and priorities. They will be responsible for reviewing and approving contractual terms, issues of institutional financing, space and facilities availability, and cost sharing commitments of the proposed project. They supervise the disbursements of funds, filing financial reports, and executing draw downs.

Executive Director for Human Resources:
Ensures that project staff will be hired in accordance with state and College personnel rules. They will review any terms and conditions related to the hiring of personnel in the proposed project.

President’s Cabinet:
Determines the appropriateness of the project within the College’s programs, assuring that the project is in keeping with department and College objectives, and conveying final authority that the proposal may be submitted to the funding agency. The President’s Cabinet ensures the proposed projects alignment with strategic goals and priorities.

Assistant Comptroller/Grants Accountant:
Under the direct supervision of the VP of Administration and Finance, reviews all pre-award budgets, sets up fiscal accounts, produces financial reports for submission to the funding agency, maintains account journals, processes transactions, monitors compliance, and provides information to auditors as requested. The Grants Accountant, in conjunction with the Grants Office or designee, provides training to Grant Coordinators, once their grant funding has come through, on the College’s financial procedures associated with grants and grant reporting.