Institutional grants are projects that relate to academic program, facility improvement/construction, or student life as opposed to research grants that support a faculty member's scholarly work, which is generally accomplished while on academic leave or during the summer.
Project Approval Process
The first stepshould be to discuss the idea with all personnel who will be involved in the project to be sure that everyone is willing to allocate the time and effort needed to undertake the new program. Grants Office personnel are always available for consultation at this stage.A rough budget should be calculated and a time-line established in order to see how the project will affect the teaching and support staff assignments in your department or division. If additional staff is needed or leaves are to be requested, the project should be discussed with the Department Chair, who may recommend a preliminary discussion with the Vice President of Academic Affairs or other college officials. Once a general plan is prepared, please call the Grants Office. We will complete the Institutional Project Request Form (IPRF) and forward it to the VPAA for consideration in appropriate committee, e.g., Educational Affairs Committee (EAC), Human Resources, etc., where the project will be reviewed for institutional cost share, personnel considerations, space needs, etc.When the project has been reviewed and approved, the VPAA will return the signed IPRF to the Grants Office and indicate that they should start looking for a funding source if one has not been suggested. If the project is not approved, the project director/s will be so notified.
Proposal/Budget Preparation
When institutional approval is obtained, the Grants Office will set up a time line and work schedule with the project director/s based on the target date for initiating the project. We will offer assistance, if needed, to locate appropriate funding sources, to structure the project, and to prepare the proposal and budget for specific targets.Budget preparation information and policies are available on the web. We also provide information on indirect cost calculation, fringe benefit rates, institutional cost sharing, on-campus rates for visitors, student workers, etc. We will be happy to work with the project director/s on budget preparation, but we request that we be contacted well in advance of the project deadline date.When the proposal and project budget have been completed, an internal endorsement process is required. We use the same Internal Endorsement Form (blue form) that is used for sign-off on faculty research grants. The Grants Office will prepare the blue form and may request that you obtain the necessary signatures. Required institutional signatures include the project director/s, executive vice president and provost, and comptroller. In addition, if equipment purchases are included in the grant, e.g., computers, academic equipment, media equipment, the designated College official for the specified area, will also have to sign the blue form. The Grants Office will identify the appropriate parties depending upon the needs of the grant.
IF COST SHARING, ADDITIONAL PERSONNEL, NEW EQUIPMENT AND EQUIPMENT MAINTENANCE, OR LEAVE TIME ARE INCLUDED, IT IS BEST TO DISCUSS THE BUDGET AND OUTLINE OF THE PROJECT WITH THE GRANTS OFFICE BEFORE PREPARING THE PROPOSAL.
All cost share, and the purchase and/or maintenance of equipment, e.g., computers, specified in a grant that the College will be responsible for supporting, must be listed on the blue form, assigned a College budget number, and accompanied with the appropriate budget administator's signature approving the commitment of funds. Cindy R. Wemette, Assistant Controller, is the authorized institutional official.
No proposal may be sent out from the College without the signature of the authorized institutional official (or his designee) on the blue form. This person is also the authorized person to sign the cover sheet of a Federal proposal as well. The Grants Office will indicate the additional signatures that are required according to the specific area, e.g., academic program, construction, student life, etc., involved in the project .
Post-Award
If the grant proposal is successful:Rejoice!
Then:
A Grants Office staff member will meet with the institutional project director/s of the institutional project to explainpost-award procedures including reporting, time/effort sheets, vouchers, and other administrative concerns. Grants Office personnel will continue to assist institutional project director/s throughout the life of the grant.