Potential grant applications typically come about in one of two ways: 1) a faculty or staff member or dean will approach the Grants Office with a request for proposal for grant funding that they have come across or been approached by an external agency for potential partnership, or 2) the Grants Office has identified a potential funding source and matched that funding source to unknown existing area of need for a department or division at the college. Upon notification of potential grant funding opportunities, the grants development office coordinates initial discussion of the feasibility of a potential grant application through a regularly scheduled bi-weekly Deans Grants Discussion. Upon approval from the Deans, the grants development office then coordinates with the identified faculty or staff member to develop a working plan for develop all of the required documentation for the identified funding opportunity. These documents typically include (at a minimum): project narrative (including needs assessment, project details, timeline, and evaluation/outcomes) and budget (with budget narrative).

In collaboration with all identified faculty, staff, and relevant Deans, the grant coordinator will guide the timeline to ensure accurate and timely submission of all require a grant documents for any and all grants submissions on behalf of the college.

Proposal Development Roles and Responsibilities

Principal Investigator (PI) / Program Coordinator: responsible for implementing and overseeing the grant, managing the budget, and ensuring that the proposed activities are implemented and completed in the manner outlined in the funded application. The Principal Investigator (used interchangeably with PI or Program Coordinator) is responsible for filing non-financial reports during the sponsored project period as outlined by the funder. He/she is responsible – with assistance from the Grants Office – for ensuring that, where necessary, Institutional Review Board approval has been obtained. The PI oversees all researchers, including students who are working on the project. He/she is responsible for submission of requisitions for all non-personnel grant purchases prior to any expenditure being incurred, ensuring that any modifications in program delivery and budget are approved by the funder, and monitoring any sub-awardee’s compliance with the terms of the grant. The PI is usually supervised by their respective Dean.

Dean or Supervisor: responsible for certifying to the soundness of the project, the compatibility of the project with the Principal Investigator’s other commitments, and concurring that the proposal should be submitted to the agency named.

Chief Financial Officer: responsible for determining the appropriateness and soundness of the proposed budget and ensuring that the projects fiscal design aligns with the College’s financial practices and priorities. He/she will be responsible for reviewing and approving contractual terms, issues of institutional financing, space and facilities availability, and cost sharing commitments of the proposed project. The CFO supervises the disbursements of funds, filing financial reports, and executing draw downs.

Executive Director for Human Resources: responsible for ensuring that project staff will be hired in accordance with state and College personnel rules. He/she will review any terms and conditions related to the hiring of personnel in the proposed project.

President’s Staff: responsible for determining the appropriateness of the project within the College’s programs, assuring that the project is in keeping with department and College objectives, and conveying final authority that the proposal may be submitted to the funding agency. The President’s Staff ensures the proposed projects alignment with strategic goals and priorities.

Grants Office: provides or identifies providers for technical assistance, reviews proposals, and coordinates the proposal review and signature process within the College. The Grants Coordinator creates College-wide proposals. He/she assists in developing grants documents, such as letters of intent (LOIs), proposal and/or budget modifications, correspondence with funding agencies, etc. The Grants Coordinator provides consultation on annual and final reports filings. He/she works closely with all the individuals who will be responsible for implementation of the funded proposal. The Grants Coordinator works with the Principal Investigator (PI) to bridge the gap between pre- and post-awards. He/she also works with PIs and staff to ensure compliance to all relevant state, federal, and private funder guidelines, and to provide technical assistance as needed. The Grants Coordinator reviews the proposal budget and provides feedback regarding the need for changes or corrections. He/she liaises with the Business Office on budgets, compliance, and other related items.

Grants Accountant: under the direct supervision of the Comptroller, reviews pre-award budgets, sets up fiscal accounts, produces financial reports for submission to the funding agency, maintains account journals, processes transactions, monitors compliance, and provides information to auditors as requested. The Grants Accountant, in conjunction with the Grants Coordinator or designee, provides training to Principal Investigators, once their grant funding has come through, on the College’s financial procedures associated with grants and grant reporting.