Active Grants July 1, 2016

Student and Academic Services Procedures

Title: Grant Writing Procedures
Board Policy Section: General Support for Section 2.2: Funds
Last Update and Action: Reviewed 7/1/2013
Issued by: Office of the Vice-President for Student and Academic Services/ Office of Institutional Research and Planning
Process Map:

PROCEDURE
Identify grant opportunity (stakeholder, Grant Team, President’s Cabinet). Two tracks:
Track A: If local grant, under $10000, Balanced Scorecard Level 3 connection, stakeholder agrees to write—Supervisor approval. Present to Grant Team as information item. Grant Initiation Form completed.
Track B: If state/federal grant, over $10000, Balanced Scorecard Level 2 or 1 connection, requires cross-institutional collaboration—Cabinet approval required. Grant Initiation Form completed.

Track A

• With approval, stakeholder proceeds with creation.
• If new data is required, present draft to KMT.
• Letters of support, if applicable, should be coordinated through the Public Information Officer.
• Business Services reviews draft budget.
• Final version reviewed by supervisor and Vice President; approval form signed. Dr. Saunders reviews. Final version submitted. Electronic copy sent to Coordinator, Curriculum and Grants, for archiving. Tracking spreadsheet is updated.
• A summary sheet regarding grant intention and potential funder should be provided to the Public Information Officer.
• Decision received; Coordinator, Curriculum and Grants, scans letter and comments for archive and updates tracking spreadsheet. Notification of award should be provided to the President’s Office for distribution.

Track B

• With approval, identify stakeholders for writing team (may be different group from Grant Team), including any external partners.
• Coordinator, Curriculum and Grants, convenes writing team, including representative from Business Services, and makes writing assignments.
• Letters of support, if applicable, should be coordinated through the Public Information Officer.
• Writing Team meets throughout process.
• Business Services receives projected budget for input and discussion of space (if required in grant).
• If new data is required, present draft to KMT.
• Final draft is reviewed by VPs; approval sheet completed. Dr. Saunders reviews.
• Final version is submitted. (If submission is required through grants.gov, Coordinator, Curriculum and Grants, completed this step. Coordinator archives electronic copy and updates tracking spreadsheet.
• A summary sheet regarding grant intention and potential funder should be provided to the Public Information Officer.
• Decision received; Coordinator scans decision letter with any comments for archive and updates tracking spreadsheet.
• Notification of award should be provided to the President’s Office for distribution.

Successful grants should submit quarterly reports to the appropriate Dean or Vice President prior to submission to the funder. Final reports should also be submitted to the appropriate Dean or Vice President prior to submission to the funder. Electronic final copy is submitted to Coordinator, Curriculum and Grants, for archiving.