1 Quincy University Grants Develpment & Management Guide Intrductin The Office f University Advancement versees the grants prcess at Quincy University and is yur resurce fr seeking funding frm any external grant surce (including gvernment agencies, fundatins, crpratins, rganizatins, and prfessinal scieties). The fllwing guidelines have been develped t help clarify the grantseeking prcess, help yu get started, and utline the steps yu need t take t get University clearance as yu pursue grant pprtunities. Table f Cntents: Grant Develpment Grant Develpment Checklist.2 Office f University Advancement Grant Funding Prcedures...3 Grant Prpsal Apprval Frm..4-5 Grant Management.6-7
2 Office f University Advancement Grant Develpment Check-list PI Prpsal Develpment (Fr prjects under $50,000) Develp rugh grant cncept- include prject need, prject bjectives and a general cst summary Cmplete Grant Funding Prpsal Apprval Frm Once apprval is btained, meet with Grants Writer t discuss ptential funding surces and needed data/dcumentatin (ptinal) Identify funding surces and share with Grants Writer. Grants Writer will review funding surces fr eligibility, prject match and funding capacity. Develp prpsal (Prject narrative, budget, utcmes) Submit prpsal fr feedback r request grant dcumentatin frm Office f Advancement at least tw weeks befre grant deadline (ptinal) Obtain requested dcumentatin (Cmmn grant dcumentatin includes: Bard f Trustees and affiliatins, budget infrmatin, audit, Frm 990, and dcumentatin f nn-prfit status) Obtain final apprval frm immediate supervisr and ET supervisr File a cpy f the final grant prpsal with the Office f Advancement Submit prpsal t grant funding agency
3 Office f University Advancement Grant Develpment Prcedures The administratin f externally funded prjects is a cllabrative effrt between principal investigatrs (PIs), the administratrs f Quincy University and the staff f the University Advancement ffice. The PI must be a university emplyee. The purpse f the fllwing guidelines is t utline general respnsibilities and prvide PIs and their staff with the infrmatin needed t apply fr and manage external funding. A cpy f all external grant applicatins must be filed with the Quincy University Office f Advancement. Overview Quincy University is a 501 (c) 3 nn-prfit crpratin and a private institutin f higher educatin. As a result, the university is eligible fr many state, federal, and private fundatin grant pprtunities. Quincy University als qualifies fr supprt frm fundatins requiring an fficial listing in the Official Cathlic Directry. Preliminary Prpsal Apprval (See External Funding Prpsal Apprval Frm) The first step in securing external funding is t submit the External Funding Prpsal Apprval frm t yur immediate supervisr r divisin chair, yur supervising Executive Leadership Team (ET) member, the Vice President fr University Advancement, and the President (prject ver $50,000) fr pre-apprval. This step shuld be taken befre extensive time and energy are spent develping a prpsal. Once the prpsal cncept is apprved, the PI can mve int the prpsal develpment stage. Prpsal Develpment If a prject is ver $50,000 and falls within the Strategic and Master Plan gals f the university, the Grants Writer will facilitate the prpsal develpment (sme exceptins apply). This is a cllabrative prcess between the Grants Writer and the PI. The PI is respnsible fr determining the prject scpe, prviding the prgram specific infrmatin and develping the budget. The Grants Writer will research funding pprtunities and grant guidelines, prepare the prpsal, and submit the grant applicatin. If a prject falls under $50,000 the PI will be respnsible fr the full prpsal develpment, hwever, the Advancement ffice can prvide grant dcumentatin and prpsal feedback. If prpsal feedback is requested, please allw tw weeks fr the Advancement Office t prvide feedback and any requested dcumentatin. Cmmn grant dcumentatin includes: Bard f Trustees and affiliatins, budget infrmatin, audit, Frm 990, and dcumentatin f nn-prfit status. Sme exceptins t the criteria fr grant prpsal develpment may be made based n the prject scpe, the Grants Writers submissin calendar and presidential pririties. Final Apprval (Use Pre-apprved External Funding Prpsal Apprval Frm) Final apprval must be btained frm the Immediate Supervisr r Divisin Chair, and the Supervising ET Member prir t submissin f each grant applicatin. A cpy f the final applicatin must be filed with the Office f Advancement prir t submissin.
4 Grant Funding Prpsal Apprval Frm Prject Directr/Principal Investigatr(s): Divisin/Schl/Prgram: Date: Submissin Deadline (if knwn): 1. Prject title 2. Prject descriptin (address questins belw n a separate sheet f paper) a. What need des this prject address? b. What utcmes are expected as a result f this prject? c. Hw des this prject advance gals within yur prgram? d. Hw des this prject align with the university s Strategic and/r Master Plan? 3. Perfrmance Perid: / / t / / 4. If funded, hw much additinal time will be needed by the prject directr(s) t implement the prject (hurly, mnthly r annually)? 5. Budget: Cnstructin/Renvatin Persnnel Prgram Expenses Ttal Prject Cst Amunt sught frm Grant Funding If grant funding des nt cver the ttal prject cst, where will the remaining funding cme frm? (please specify; include accunt number, if apprpriate)? Matching funds required YES NO If yes, frm where will matching funds cme (please specify; include accunt number, if apprpriate)? Funding surce/granting agency(s), if knwn: Nte: When the funding surce is knwn, please ntify grants writer Will this prject create a new psitin t be funded by grant mnies? Yes N
5 Will adjuncts/temprary persnnel be needed as a result f release time? Yes N Will implementatin f this prject invlve ther campus ffices (i.e. maintenance, IT, etc.)? Yes N If yes, what services will be needed? Are there any infrmatin/services needed frm the Advancement Office prir t submissin? Yes N If yes, please explain 6. Preliminary Apprval: (Obtain at least 2 mnths befre deadline) I supprt the abve referenced prject fr pssible external funding. Immediate Supervisr r Chair Date ET Supervisr Date Advancement VP Date *President Date *President s apprval needed nly fr Prjects ver $50,000 7. Final Apprval (Attach Final Grant Applicatin) I supprt the attached grant applicatin fr submissin. Immediate Supervisr r Chair Date ET Supervisr Date A cpy f the final prpsal must be filed with the Advancement ffice prir t submissin. Advancement Office Use Only Grant Agency Date Submitted Amunt Grant Agency Date Submitted Amunt Grant Agency Date Submitted Amunt
6 Grant Management Checklist Cngratulatins- yu been awarded a grant! Here is sme helpful infrmatin fr new grant prject directrs and PIs--frm using yur new grant accunt t requesting stipends. Please cntact Julie Bll fr help with any grant management questins at x3457. Upn Receipt Turn in grant check and a cpy f the award letter t the Office f Advancement The QU Business Office will assign an 11-digit restricted grant accunt fr yur prject (e.g., 25-74108-6645) ITS will be ntified f the new grant accunt # and yu will be given access t yur restricted grant accunt. Using Yur Grant Accunt Yu shuld use the assigned 11 digit accunt # fr ALL grant-related purchases and transactins. When turning in grant expenses, it is yur respnsibility (nt the Business Office) t include this number n all purchase rders r receipts. Please use a Quincy University check requisitin frm t turn in expenses. Funds CANNOT be transferred frm a restricted grant accunt t a budget line. Yu shuld regularly mnitr grant financial activity thrugh the NOVA accunting system t make sure that yur grant spending is n track and within budget. If yu d nt have access t the accunt register, yu can request a cpy f the grant expenditures frm Jennifer Truitt in the Business Office. Purchasing Materials and Supplies T purchase majr items frm a vendr, yu shuld use a University purchase rder t charge the expense t yur grant accunt. Fr mre infrmatin, cntact the Jennifer Truitt in the Purchasing Office (x3725). As with all ther purchases, yu must btain the apprpriate signatures. A payment request can be submitted fr payment frm the grant accunt fr such items as dues, subscriptins, and memberships. Nte that if yu are seeking reimbursement fr yurself, the reimbursement will need apprval frm ne level up
7 and/r the Grants Office. Please use a Quincy University check requisitin frm fr these transactins. In certain cases, yu may be able t get a special University purchasing card fr yur grant prject fr lcal vendrs. Please cntact Jennifer Truitt in the Business Office (x3725) fr mre infrmatin. Requesting Grant Cmpensatin Grant cmpensatin is based n the apprved budget. Payment is requested thrugh the Grants Office via a mem submitted t the Academic Dean r senir staff member fr apprval. Once apprved, the stipend request is then prcessed by Human Resurces (HR) and the Business Office, and payment is made in the faculty member's paycheck as instructed (i.e., ne lump sum, several installments). Please nte that faculty grant stipends are subject t federal and state incme taxes and FICA charges. Preparing Reprts As Prject PI, YOU are respnsible fr writing all required prject reprts, usually due n an annual basis. In general, yu will need t: Make careful ntes f reprt due dates; Summarize prject activities and accmplishments during the prject perid; Demnstrate yur success in meeting the gals presented in yur prpsal; Discuss challenges encuntered and plans fr the next phase f the prject; List prject expenses incurred during the prject perid; and Share yur final reprt with the Grants Office by the deadline.