Guideline 2-4: Contracts And Grants Office

Submission of Grant Proposals

The following is a list of procedures for the development and submission of grant proposals. These procedures have been formulated with the aim of providing faculty and administrators with the support and assistance they may need in the development of grant proposals. Following these procedures ensures that the grants awarded are in compliance with the stipulations and regulations of the agency making the grant and that all grant proposals reflect the mission statement and strategic goals of San Jacinto College.

Questions regarding grant proposals should be referred to Kelly Simons, Resource Development Office at (281)-998-6104. The Resource Development Office should be informed of the status of all grants.

Grant Procedures

In order to facilitate the development and submission of grant proposals to outside agencies, the following procedures should be carefully followed:

·         An individual interested in writing a grant proposal must first submit Part A of the Grant Proposal Worksheet. The purpose of this section is to alert Resource Development of possible grant writing activities and to allow them to give feedback and assistance. This part A section must receive recommendation to move forward to the next step of grant development from the campus department chair and/or Resource Development.

·         Once this Part A section of the Grant Proposal Worksheet has received a recommendation to proceed, the next step in the process is for the grant initiator to fill out Part B of the Grant Proposal Worksheet. This section of the form along with Part A, will be used as an outline for the development and writing of the grant, and to provide the campus president, coordinator of grants, grants accounting, and the chancellor with an overview of the proposed project to be undertaken. This, and other forms, may be obtained from the Resource Development Office.

·         During the actual development and writing of the grant proposal, those involved in the grant project should work as partners with the Resource Development Office. While a major responsibility of this office is to coordinate and maintain uniformity of all grants within the District, it also envisions itself as an informational and technical resource for those who are writing grant proposals.

·         When the grant proposal has been completed, it must be submitted with the Final Approval for Proposal Submission form, first to the campus president and second to the Resource Development Office. This office will assume responsibility for securing the necessary District approval signatures.

·         The completed grant proposal and the "Final Approval for Proposal Submission" must be submitted to the Resource Development Office a minimum of one week prior to the deadline for submission to the funding agency. Proposals submitted after this time, are in jeopardy of not being approved for submission.

·         The person submitting the proposal notifies the grant writer or initiator, campus president, and the Resource Development Office if the grant has been awarded by the funding agency and forwards a copy of the contract to this same office.

·         The person submitting the proposal obtains approval from the Resource Development Office prior to any changes or amendments to a grant that has been awarded. He or she then sends a copy of the grantor's approval of these changes or amendments to the Resource Development Office and to the Grants Accounting Office.

·         After the grant has been funded, a mandatory meeting will take place between the Resource Development Office, the Grants Accounting Office, and the person responsible for the grant. At this time the Resource Development Office and the Grants Accounting Office will go over the required reports, billing and invoicing procedures with the person responsible for the grant to ensure that proper communication and funding agency compliance will take place.

·         The person identified as project director of the grant obtains approval from the Grants Accounting Office prior to submission of any reports, billings or invoices to the granting agency. A copy of these documents should be forwarded to the Resource Development Office.

·         When the final report is due at the end of the contract, the grant project director submits this to both the Resource Development Office and the Grants Accounting Office prior to its submission to the granting agency. A final meeting will take place at the completion of the grant to review the goals and objectives of the grant activities and to discuss future funding opportunities.