Institutional Requirements For Grantseeking

The College supports the programmatic, student service, and research needs of faculty and staff by serving as the designated recipient for awarded grants from federal, state, and private funders. While faculty and staff are essential in accomplishing work produced under grant activities, it is important to remember that all grant awards made to the College place upon the College the burden of responsibility for compliance with all federal, state, and institutional guidelines. As such, all program activities, course-releases, and budgetary line items for proposed grants to the College are subject to approval by the Executive Vice President/Chief Academic Officer, the Senior Director of Finance and Budgets, the Director of Grants, and the respective Dean (s) prior to submittal.

Click here to download the Compliance Checklist.

As the sponsoring lead applicant institution for all external grant funding opportunities, the College bears both the fiscal responsibility and the compliance liability for all grants activity performed under the College's name. The approval process developed under these guidelines serves to protect both the College and individual faculty and staff from potential compliance-related issues with respective funders, and also serves to ensure that the mission of the College and its resource allocation is being met in the most useful and efficient way possible.

Further prior approvals are required when the following areas are impacted by the proposed grant activities, and must be cleared via form in the following instances:

  • Cost-sharing
  • Equipment/facilities requirements
  • Faculty course-release time
  • IT requirements
  • Institutional Research/data requirements
  • Institutional Review Board (IRB) clearance (required when the proposed grant activities engage in the use of human subjects)

Financial Considerations

It is important to remember that as a Principal Investigator on behalf of the College, all commitments of time and resources during grant-funded activities cannot be made without prior approvals as laid out in the section above.

Development of Proposal

For all grant proposals, substantial advance planning is essential. The faculty member should notify the Grants Office of the planned proposal as soon as possible, to determine the kinds of assistance the office can provide and to obtain or confirm specific items of information, including all relevant prior approvals. Upon notification, a lead Grants Office staff member will be assigned to the faculty/staff person. This Grants Office staff member will work with the grantseeker.

There are two main approaches to the process of proposal development. The first approach is for those requests that are in the early stages of development, where an idea for a project or grant proposal may be there, but no potential funders or concrete details regarding a possible project have been identified and developed. If this is the case, the Grants Office will work with faculty and staff to flesh out the project ideas to determine if they are feasible and fundable, and will help you to decide a course of action in pursuing potential funding.

The second approach is for those requests that have already identified a potential funder (or funders) for a project and need to move forward towards Request for Proposal (RFP) submittal. In these cases, the Grants Office can work with faculty and staff to develop the essential information regarding the proposal. The Grants Office will work with the Principal Investigator (along with any other identified project members) to develop a comprehensive plan to complete all necessary components of the grant proposal, including but not limited to:

  • Background research (sometimes referred to as the Literature Review or simply Lit Review)
  • Needs Assessment
  • Goals and Objectives
  • Activities and Timeline
  • Evaluation Plan