GRANT-SEEKING PROCEDURES The effort to secure grant funding for programs at Washington College is a collaborative process that involves faculty, administrators, and College Advancement staff. The purpose of the following guidelines is to outline general responsibilities and provide faculty with the information needed to apply for and manage grant funding. A copy of all submitted grant applications must be filed with the Washington College Advancement office, via the Grant Writer. Overview Washington College is a 501 (c)(3) non-profit corporation and a private institution of higher education. As a result, the College is eligible for many state, federal, and foundation/corporate grant opportunities. All programs/projects proposed for grant funding should be aligned with the Mission and current Strategic Plan for Washington College. Preliminary Proposal Approval (See Grant Proposal Approval Form) The first step in securing grant funding is to complete the Grant Proposal Approval Form, then submit it to your immediate supervisor or department chair and the Provost/Dean for pre-approval review and signatures (Section 6). Pre-approval should be obtained, and the Advancement office notified, before extensive time and energy are spent developing a proposal; once the proposal concept is approved, the faculty member can move into the proposal development stage. Proposal Development This is a collaborative process between the Grant Writer and the faculty member. The faculty member is responsible for determining the project scope and personnel, providing detailed program/project information based on individual granting agency specifications, and developing the project budget. The Grant Writer will research funding opportunities; review granting agency guidelines and requirements; determine deadlines; edit and prepare the proposal; gather all required attachments; and submit the grant application. Some exceptions to the criteria for grant proposal development may be made based on the project scope, the Grant Writer s submission calendar, and Presidential priorities. Common grant attachments Board of Trustees and affiliations, resumes for key personnel, annual operating budget, recent audit(s) and/or IRS Form(s) 990, and documentation of non-profit status.
Grant-Seeking Procedures/page 2 Final Approval (See Section 7 of Grant Proposal Approval Form) Signatures documenting final approval must be obtained from the immediate supervisor or department chair, the Provost/Dean, and the VP of Finance prior to submission of each grant application. A copy of the completely signed Grant Proposal Approval Form and final grant application, in its entirety, must be forwarded to the Grant Writer prior to submission. Grant Management Procedures If a grant is awarded (foundation, corporate, or government), a copy of the award letter and any reporting stipulations must be turned into the College Advancement office via the Grant Writer. Any checks received from foundations (including corporate foundations) also should be forwarded via the Grant Writer to the College Advancement office, which will deposit the check and mail a gift receipt to the foundation. Any government grant funds (i.e., state, NSF, NEH, etc.) should be forwarded directly to the Business Office for processing and management. All expenses paid with grant funds must be documented for reporting purposes. Throughout the grant period, and upon its conclusion, the Grant Writer will work with the faculty member/project director to coordinate any interim or final reports required by the granting agency. A copy of all reports must be filed with the College Advancement office via the Grant Writer.
GRANT PROPOSAL APPROVAL FORM Faculty Member / Project Director: Department/Program:_ Date: Grant Submission Deadline (if known): 1. Project title 2. Project description (address questions a-d on a separate sheet of paper) a. What need does this project address? b. What outcomes are expected as a result of this project? c. How does this project advance goals within your program? d. How does this project align with the Washington College Mission and Strategic Plan? 3. Project Period: / / to / / 4. If funded, how much additional time will be needed by the project director(s) to implement the project (hourly, weekly, monthly, or annually)? 5. Preliminary Budget Construction/Renovation Equipment Personnel Travel Program Expenses Total Project Cost Amount Sought from Grant Funding If grant funding does not cover the total project cost, where will the remainder of funding come from? (Please specify; include account number, if appropriate) Funding source/granting agency(s), if known: Note: When the funding source is known, please notify Grant Writer Will this project create a new position to be funded by grant monies? Yes No Will adjuncts/temporary personnel be needed as a result of release time? Yes No
Will implementation of this project involve other campus offices (i.e. maintenance, OIT, etc.)? Yes No If yes, what services will be needed? Are there any information/services needed from the College Advancement office prior to submission? Yes No If yes, please explain 6. Preliminary Approval: (Obtain at least 3 months prior to granting agency deadline) I support the above-referenced project for possible grant funding. Immediate Supervisor or Chair Date Provost/Dean Date VP or Senior Associate VP of Advancement Date 7. Final Approval (Attach Final Grant Application) I support the attached grant application for submission. Immediate Supervisor or Chair Date Provost/Dean Date VP of Finance Date A copy of the final proposal must be provided to the Grant Writer prior to submission. College Advancement Use Only
CHECKLIST PROPOSAL DEVELOPMENT GRANT MANAGEMENT Proposal Development Faculty Member -- develop rough grant concept that includes project need, project objectives, and a general cost summary Faculty Member -- complete Grant Proposal Approval Form and notify Grant Writer Once approval is obtained, Faculty Member and Grant Writer meet to discuss potential funding source(s) and data/documentation needed (optional) Faculty Member -- develop proposal draft (project narrative, budget, outcomes, evaluation) Faculty Member -- forward proposal draft to Grant Writer for feedback at least three weeks prior to deadline Grant Writer forward final proposal draft, with feedback, to Faculty Member for final review Faculty Member -- obtain final approval from immediate supervisor, Provost/Dean, and VP of Finance Grant Writer -- gather required attachments (such as Board of Trustees and affiliations, resumes, budget information, audit, Form 990, and documentation of non- profit status) Faculty Member provide Grant Writer with final, approved copy of grant proposal Grant Writer compile final grant proposal package, to include narrative, budget, outcomes, evaluation, and all required attachments Grant Writer -- submit proposal in its entirety to funding agency Grant Management (if awarded) Turn in grant funds (if applicable) and a copy of the award letter to College Advancement Document all grant expenses and withdraw from designated grant account (as determined by Business Office) Work with Grant Writer to prepare and submit all interim and final reports, as per granting agency requirements, by designated deadlines. File a copy of all submitted reports with College Advancement.