Grant Development Process
- Developing the Proposal
- During the development process, the project initiator, project team, grant accountant, and Grants Office will work together to develop the program, create a budget, and write the grant.
- The Grants Office will serve as a liaison with the grant agency when questions arise.
- The Grants Office will edit all drafts of the proposal and ensure it is reviewed by all appropriate stakeholders.
- The Grants Office will manage the proposal process and keep the process on schedule.
- Packaging and Submitting the Proposal
Upon receipt of the final copy of the grant proposal (at least two weeks before the actual due date), the Grants Office will provide the following services:
- Review the final copy to ensure compliance with Request for Proposal (RFP) guidelines.
- Proofread and edit.
- Ensure budget has been reviewed and approved by the grant accountant.
- Obtain all required signatures.
- Reproduce copies of the proposal.
- Write cover letter.
- Package the proposal according to RFP directions and mail or submit on-line.
- Distribute copies of the final proposal to appropriate stakeholders.
- After submission
If the grant is awarded, the Grants Office is responsible for the following:
- Inform the President, project initiator, project director (if determined) and business office of the award.
- Send a thank you letter to the grant agency.
- Secure signatures on grant contracts.
- Inform Communications and Marketing so a press release can be written.
- Secure report format and schedule.
- Send reminders to project director regarding grant reporting.
- Assist project director with interactions with funding agency if needed.
If the proposal is declined, the following occurs:
- Inform the President, project initiator and project director (if determined) of the decision.
- Request readers’ comments/feedback from the grant agency.
- Discuss the potential for revision and resubmission in the future.
- Send a thank you letter to the grant agency.
- Project Initiator Responsibilities (Note: in some cases the project initiator will also be the project director):
- Develop project concept and proposal content.
- Identify potential grant team members
- Complete steps one and two of the PSC grant process and submit to grants committee.
- Research funding sources.
- Obtain approval of dean/administrator.
- Establish project timeline in conjunction with Grants Office.
- Collaborate with grant team, grant writer and business office to complete the proposal.
- Project Director Responsibilities (Note: in some cases the project director will also be the project initiator.)
- Implement the project post-award.
- Write project reports.
- File reports according to grant stipulations in collaboration with Grants Office.
- Follow funding agency’s policies and procedures.
- Make sure project is completed on time and within budget.
- Grants Office Responsibilities:
- Research funding sources.
- Develop grant narrative in conjunction with project initiator or project director.
- Assist in all stages of grant development.
- Ensure narrative addresses all elements of the RFP.
- Gather necessary attachments.
- Secure signatures on all documents.
- Package proposal in accordance with RFP.
- Provide report reminders to project directors.
- Grant Accountant Responsibilities:
- Assist with preparation of grant proposal budgets and budget narratives.
- Perform post-award grant accounting functions, including budget and expense analysis, periodic invoicing, financial reporting, effort distribution, reconciliations, and rebudgeting.
- Perform grant closeouts, including final reporting, as required by funding agency.
- Evaluate financial reports and expenses to ensure compliance with government and donor terms and regulations.
- Director of Institutional Research Responsibilities:
- Assist with data collection, mining, and analysis to support grant application, and, if awarded, grant activities.
- Work with project initiator or project director to design and interpret project evaluations and assessments.