Process and Forms
The Grant Development Office (Grant Office) supports programs, faculty and staff across the College to obtain resources and promote the College’s goals. The College is most successful when everyone understands their respective responsibilities. The teams serve their respective areas under the general direction of L. Anthony Wise, Jr., PSCC President and/or Peggy M. Wilson, PSCC Foundation Executive Director, and Tennessee Board of Regents System.
The responsibility of faculty and staff appointed to the grant team is to provide expert content in their area of expertise for the grant narrative, a draft budget, and a plan for how the College will implement the grant if awarded. The development of a grant application is a collaborative and team process. The Grant Office will be actively involved in preparing and editing the grant narrative for content, required formatting, and grammar. The Grant Office will be included in meetings and in the writing of the grant narrative, as part of the grant team. Most grant applications have a limited timeline with approximately 30-45 days to prepare a proposal. A draft is requested well in advance of a deadline for revisions and approval from the College administration. All grants are processed and submitted through the Grant Office.
The PI commits to implementation and execution of the proposed scope of work. The PI commits to fulfill the goals of the grant as outlined below:
Prior to Award
- Schedule an appointment with the Grant Office about the project (865) 539-7350.
- Complete the Interest Form online or scan and email to firstname.lastname@example.org, and VP and Dean.
3a. Once the grant is approved by the administration for feasibility, space, and personnel, the Grant Office will work collaboratively with the grant team to complete the grant proposal, application, letter of interest or intent, timeline, narrative, budget, forms, etc. The timelines will be adhered to barring any unforeseen occurrence such as death in the family or hospitalization. In the event timelines are not adhered to the grant will not pursued or written.
3b. After the grant team completes a draft narrative and budget, the Grant Office will:
i. Format all grant documents as required by the grantor.
ii. Write the budget narrative detailing the budget with the assistance of the grant team.
iii. Prepare and complete the other required forms and documents based upon the final narrative and the budget.
iv. Provide the budget and budget narrative to the Grants Accounting Office for final approval.
v. Submit the final application to immediate supervisor/Dean, and appropriate Vice President to review and approve.
vi. Provide the completed final application to the College President for approval.
vii. Submit the completed and properly formatted application to the grantor several days before the final deadline to avoid technical problems and insure the application is accepted.
- Prepare job descriptions and other HR required paperwork for key grant personnel to expedite hiring in the event the grant is funded.
- Contact the Grant Office (865) 539-7350 when the award letter is received.
- Email the award letter to the VP, Dean, and email@example.com.
- Schedule a meeting with the VP, Dean, Senior Accountant, and Director of Marketing to discuss the roles and responsibilities of the grant and press release.
- Review award letter and approved budget. If the grantor increases/reduces the amount of the grant then develop options to accommodate the grant award and email Senior Accountant and firstname.lastname@example.org within 48 hours of the award letter.
- Review and revise project plan and timeline. Identify grant deliverables and outcomes.
- Review funding agency’s process for amending project plan, budget and requesting modification(s).
- Review reporting requirements from grant award documents: due dates; format; submission process. Place the reporting dates on calendar. Provide the Grant Office with a 6-month schedule of required reports.
- Forward the grant proposal, award letter, Memorandum of Understanding if consortium/partnership grant and any negotiated revisions to the Business Office and Grant Office.
- Contact the Senior Accountant in the Business Office to set-up fund account number and index number and email a copy to email@example.com
- Adhere to PSCC, federal and state regulations, and Tennessee Board of Regents’ policies and procedures for all purchases, comply with special conditions.
- Process new position(s) in coordination with Human Resources. Send the job description, recruitment package, and budget to Human Resources Department for advertising and hiring.
- Submit financial reports and any progress reports to VP, and Dean, one week prior to due date. After review, the VP, and Dean will approve and you will submit the information to the funding agency and email a copy to firstname.lastname@example.org.
- Submit grant amendment(s) or extension request(s) in writing to the VP and Dean and schedule a meeting to discuss the grant program prior to submitting request to the funding agency.
- Maintain reports, participant files, invoices, requisitions, and other documents required by the College or the Grantor in two formats: hard and electronic during the life of the grant as files are subject to federal and state audit(s).
- Maintain reports in your office. All employee(s) will submit time and effort reports to you and the PSCC Payroll Department on a monthly basis and any report specified in the grant; Complete a time and effort report. Grant funded employees are required to keep a detailed log accounting for all their work.
- Meet with and update VP and Dean with grant progress on a quarterly basis. Email any and all grant related correspondence to VP, and Dean.
- The VP, Dean, and Business Office will monitor financial and narrative grant reports. The Grants Accounting Office will copy the Grant Office on monthly financial reports. The VP, Dean, and/or PI should contact the Grant Office and the applicable VP and Dean in the event there are questions or concerns with the grant. The VP and Dean will ensure compliance with federal, state, and College policies and progress toward grant objectives.
- All grant funded personnel are required to expend all vacation hours prior to the end of the grant.
- An internal review or audit of grant files and activities will occur by VP and Dean at a minimum of every six months to ensure fiscal and programmatic success and compliance.
- When the grant ends, transfer all paperwork to the VP; it will be retained for seven years.