6.08 Grant Proposal and Post-Award Administration

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I. Purpose

Government Relations and Grants, a division of Institutional Advancement, on behalf of the College directs the preparation of grant proposals submitted to public and selected private funding agencies and leads post-award administration. The President of the College reviews and approves all grant applications before they are submitted to funding agencies and is the only individual authorized to accept a grant award on behalf of the College.

II. Definitions

A. A grant is a financial award to the College. College acceptance of a grant represents a legal and binding contract between the College and the funding agency. As a condition of all grants, the College is obligated to design and implement practices to maximize stewardship and minimize liability.

B. A funding agency is an organization that provides financial support specific to the development of new programs and services or the enhancement of existing programs and services.

C. The Grants Review Committee is appointed by the President to provide oversight for all grant-related activities. Led by the Associate Vice President of Government Relations and Grants, committee membership includes the Executive Vice President, the Executive Assistant to the President, the Vice Presidents of Learning, Finance and Administrative Services, Institutional Advancement, Enrollment and Student Services, and the Associate Vice President of Institutional Research. The Grants Review Committee meets regularly to review executive summaries of proposals that represent requests for funding of $100,000 or more dollars, involve more than one College unit, or are of a special, strategic significance to the College. This Committee recommends further development of full proposals that are presented to the President for review and approval.

III. Procedures

A. Grant Activities and the College Mission: The charge to Government Relations and Grants, in collaboration with the Vice President for Institutional Advancement, is to guide College faculty and staff in the development of grant proposals that directly carry out the College mission and/or support the strategic direction of the institution.

B. Approval to Seek Grant Funds: Government Relations and Grants works with faculty and staff to produce executive summaries of proposed activity for all grant opportunities for approval by their dean and vice president.

C. Proposal Development: Government Relations and Grants directs faculty and staff in the development of proposals and associated activities that adhere to funding-agency guidelines and requirements and are consistent with College policies and procedures and the statutory provisions and regulations of the State Board of Community Colleges.

D. Proposal Approval & Submittal: Government Relations and Grants routes completed grant proposals to representatives of all College administrative units that are affected by the proposed grant activities for their review and signature before the proposal is presented to the President for approval. This approval process includes the determination of the appropriate recipient of funds—either the College or the CPCC Foundation. After the approval process, Government Relations and Grants submits the completed proposal to the funding agency.

E. Award Acceptance: Government Relations and Grants reviews all award documentation to ensure that the award terms meet those specified in the grant proposal. If they do, the award documents are forwarded to the President for execution. If the award document includes terms that differ from the original proposal, Government Relations and Grants leads the negotiation of acceptable terms with the funding agency.

F. Post-Award Administration: Government Relations and Grants assists with post-award grant administration to ensure that that all grant-funded activities are implemented according to funding-agency guidelines, College policies and procedures, as well as state and federal regulations. Government Relations and Grants monitors progress toward completion of all performance measures of grant projects, schedules regular project meetings, provides continuous support to directors of grant-funded projects to meet the terms and expectations of the grant award, and provides regular reports to the Grants Review Committee on exceptions and exceptional performance.

The Vice President for Finance and Administrative Services oversees the financial aspects of a funded project in accord with the policies of the College and the funding sources and ensures that all costs to the College, both direct and indirect, have been included in the grant when appropriate.

G. Point of Contact: Institutional Advancement and Government Relations and Grants serve as the point of contact with state and federal funding agencies on behalf of the College and project staff. All questions regarding rules, regulations, and applicable guidelines must be forwarded to Government Relations and Grants. Grants and Contracts Accounting is often designated as the fiscal point of contact for grant project accounting and reporting purposes.

H. Contract Revisions: Government Relations and Grants directs the negotiation with the funding agency regarding any revisions or changes in the scope of a grant contract.

I. Indirect Cost Recovery: The College collects the indirect costs specified by the funding agency on all grant-funded projects. Projects funded by federal agencies, or supported with federal funds, will include costs based on the College’s current federally negotiated Indirect Cost Rate Agreement.

Approved by Cabinet on September 9, 2002; September 17, 2012