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Step 1: Develop Grant Project Idea Grant Interest Form
Step 3: Prepare Grant Proposal Contents (Grant Preparation Requirements)
Step 4: Finalize Proposal and Obtain Signature Approvals
Step 5: Submit Grant Proposal to Funding Source (Submission Requirements)
Step 7: Implement and Manage Grant Activities (Implementation and Management requirements)
All proposed project ideas MUST be in line with the institutions strategic plan, overall mission and goals, and have Presidential approval.
The approval process, which allows devotion of institutional time and effort to the development of grant projects and competitive external funding proposals, requires an answer of "yes" to the following questions in order to begin.
After sufficient research, the next step is to develop a proposed concept which provides enough information to discuss the project with and obtain approval from the Department Head, and Vice President. These approvals are necessary before significant time and effort may be devoted to:
THE CONCEPTProject Concept
As an expansion of the project idea, the project summary provides enough information to discuss the project with and obtain signature approval for further pursuit of the grant proposal. The project summary can easily be expanded into the project abstract often required in the solicitation by the funding source.
Project Concept Form includes:
Identification of Funding Sources
Routinely, information concerning potential grant sources is received in a variety of ways, through requested funding searches, through requests to partner from other organizations and simply by word of mouth.
The Grant Development Office is on a distribution list for several state and federal agencies and regularly receives Grant Solicitations and grant announcements in this manner. In addition, the Grant Development Specialist reviews various publications, newsletters, and web sites to identify funding sources. Individual administrators and faculty also receives information which alerts them to special grant opportunities. However this information is received, all materials concerning grant possibilities should be shared with the Grant Development Office for review and a Grant Interest form completed and submitted to the Grant Development Specialist. The Grant Development Specialist will then ensure that area/discipline-specific program announcements or solicitations (ex. student services, arts/humanities, technologies, science, math and engineering) are reviewed and routed to the appropriate offices. See Grant Opportunities Bulletin.
The Grant Development Office will initiate Identification of Funding Sources with departments and divisions for a specific project idea or by performing informal needs assessments. Special requests for identification of funding for a specific project/program from departments/divisions should be identified on a Grant Interest form and forwarded to the Grant Development Office.
If the program announcement or solicitation calls for a program that has an Institutional-wide focus, the Grant Development Office takes the lead in coordinating proposal development. This role may include gathering suggestions from faculty, staff, convening planning sessions, developing timetables and writing assignments in consultation with others working on the project, writing parts or the entire proposal and preparing final proposal for submission. The Grant Development Specialist also develops special grant proposals requested by the President. If the program announcement or solicitation is area or discipline focused, the appropriate administrator(s) and/or assigned faculty will be involved in the proposal development. The Grant Development Specialist and the IERP can provide assistance in data/information collection, writing, editing, and proposal preparation.
All grant applications and proposals MUST be reviewed by and submitted through the Grants Development Office.
The development of a competitive proposal to obtain external/supplemental funding for a specific project is similar to researching and writing a major thesis. Funding sources have specific guidelines and priorities with meticulous outlines for information that assures the proposed project has a good chance of meeting their priorities. Funding source guidelines, outlines, and priorities must be followed exactly for proposals to be competitive.Jump to:
TYPICAL PROPOSAL SEQUENCE
PROPOSAL DEVELOPMENT TIMELINE
PROPOSAL WRITING BASICS
STEPS FOR DEVELOPING A WINNING PROPOSAL
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TYPICAL PROPOSAL SEQUENCE
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PROPOSAL DEVELOPMENT TIMELINE
After a project idea has been approved for proposal development a timeline must be established. Funding source guidelines, regulations, and deadlines often force short timelines. For large multi-year funding requests, the development of a project and proposal will require six months at a minimum and can require up to a year of planning and development work. Unfortunately, funding source guidelines often are not disseminated early enough to allow that much time.
Time determines the level of service that the Grant Development Office can provide. The final proposal, budget and signature approval form must be received in the Grant Development Office 10 business days prior to the funding source submittal date. For electronic Submission, the amount of time it can take to upload an application will vary depending on factors such as the size of the applications, the speed of the internet connection and/or computer technical difficulties.Back to Top
PROPOSAL WRITING BASICS
All grant applications and proposals MUST be reviewed by the Grant Development Specialist and submitted through the Grants Development Office. Final draft Grant Applications and proposals MUST be ready for review including signature approval form at least ten business days prior to the due date.
Application requiring submittal as an e-Grant process by the funding agency will be entered via the Grant Development Office. For electronic Submission, the amount of time it can take to upload an application will vary depending on factors such as the size of the applications, the speed of the internet connection and/or computer technical difficulties. The Grant Development Office will retain a master electronic copy of the final grant application/proposal.
Before any grant application is submitted, the following conditions must be met:
All grant applications and proposals MUST be reviewed the Grant Development Specialist and submitted through the Grants Development Office. Final draft Grant Applications and proposals MUST be ready for reviews at least ten business days prior to the due date.
Any application requiring submittal as an e-Grant process by the funding agency will be entered via the Grant Development Office. The Grant Development Office will retain a master electronic copy of the final grant application/proposal.
The Grant Development Office is responsible for coordinating the following:
The Business Office should be provided with a full copy of the grant proposal only after notification of funding has been received. Original award letters should be retained in the Business Office. Copies of official grant award letters should be provided to the Grant Development Office, the President’s Office and project office.
There are several political protocols relating to the release of information of a grant award, therefore the President’s Office will acknowledge the appropriate time for public release of the award announcement.
The Grant Development Specialist will convene a meeting with the Business Office and the project director/manager to review grant requirements, progress report dates and any unique characteristics pertaining to the project or funding agency. A full team meeting will be held to present the awarded project and ensure all assigned faculty and staff understand their roles and responsibilities and their reporting processes.
The original notification of and the acceptance of a Grant Award will be filed in the Business Office. A copy will be filed in the Grant Development Office.
The Grant Development Office can assist Project Directors with the following post award project activity:
The assigned project manager is responsible for the overall management of the grant, including compliance with applicable federal, state and /or local regulations, completion of required reports, and for communicating project results to the college community. The project manager is also responsible for maintaining all fiscal records associated with the grant and for reconciling such records with the official expenditure reports prepared and disseminated by the Business Office. Monthly reconciliation is advised so that questions or problems can be identified and addressed immediately.
All grants are subject to the operating requirements of the state of Tennessee, the Tennessee Board of Regents, and to any federal and/ or departmental regulations issued by the funding agency.
The project manager is responsible for maintaining all required records dealing with grant execution and achievement. It is generally recommended that all such records be maintained for a period of at least five years, unless the funding agency specifies an alternative length of time. In the event of a program audit, records should be organized in such a way that they can be easily reviewed electronically and by an individual unfamiliar with the project or appropriate college personnel.
The Business office is responsible for maintaining official fiscal records, including expenditure documents, for all grant projects. Records are typically maintained for 5 years following the end of the grant period.
A copy of the annual report will be forwarded to the Grant Development Office.
SAC’s Criteria for Accreditation Section VI, 6.5 Externally Funded Grants and Contracts; TBR Policy 1-03-02-10 Approval of Agreements; TBR Policy A-010 Academic Program Proposals-inclusive.
last updated 6/10/2009 nnb
Contact: Peggy Wilson - email@example.com - Phone: 865-694-6525