I. Regulations

A. The Director of Resource Development coordinates and facilitates the preparation of all grant proposals submitted to outside funding sources on behalf of the College and assists proposal writers in developing grant applications that are compatible with College policies and the guidelines of the funding source. Grant proposals prepared for submission to community sources on behalf of the College are coordinated by the Executive Director of the CPCC Foundation, Inc.

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

C. The project director implements the funded project in accord with policies of the College and the funding source and ensures that all required fiscal and operational reports are prepared and submitted in a timely manner in coordination with the Vice President for Administrative Services and the Director or Resource Development.

II. Procedures

A. Grant Applications

1. A College work unit or an individual member of the faculty and staff of the College interested in developing a grant proposal to fund a defined need will discuss the proposed idea with the Director of Resource Development then prepare a one-page proposal abstract and a budget abstract. Unless otherwise noted in the abstract, the person submitting the proposal will be the project director.

2. These abstracts will be forwarded to the Director of Resource Development for review, modification if needed, and identification/confirmation of the appropriate funding source.

3.  Before proceeding, the proposed project director presents the abstract to their immediate supervisor for endorsement. The Director of Resource Development also distributes the abstract to appropriate administrative staff for comments and endorsement.

4. After receiving administrative endorsement, the Director of Resource Development meets with the project director to designate a development team and develop a plan of action leading to a completed grant application.

5. When the final proposal is completed, the Director of Resource Development coordinates the administrative review and sign-off by the project director and their immediate supervisor, the Vice President for Administrative Services, the supervising dean and/or vice president, the Executive Vice President, and the President.

6. The Director of Resource Development then coordinates the production of the final proposal package and forwards it to the funding source. Copies of the signed application will be given to the person initiating the proposal and other individuals as appropriate.

B. Grant Management After Funding

1. The funding source will notify the President of the approval of the application and the level of funding. A copy of the notification letter will then be forwarded to the Director of Resource Development.

2. If the amount of the grant is less than the amount requested, the application proposal will be reviewed by the project director, the Director of Resource Development, and other appropriate parties to determine whether to advise the President to accept the grant.

3. If the grant is accepted, copies of the award notification are sent to the Vice President for Administrative Services, the Director of Resource Development, the person initiating the proposal, the Community Relations and Marketing Department, and others as appropriate. At this time, the Director of Resource Development will forward a copy of the grant application to the Vice President for Administrative Services.

4. The Vice President for Administrative Services will assign a budget account number and a line-item budget for the project/grant and will instruct the project director about procedures to be followed in the financial administration of the grant.

5. The Vice President for Administrative Services will provide monthly reports for the project/grant to the project director and the Director of Resource Development and will assist the project director in preparing any financial and operational reports required by the funding source.

6. The project director will coordinate with the Director of Resource Development and the Vice President for Administrative Services in preparing: the timely submission of all financial reports required by the funding source and any modifications, contract changes and / or negotiations before they are proposed to the funding source.

7. The Director of Resource Development will be responsible for maintaining an administrative record of all grant activities.

Approved by Cabinet Sept. 9, 2002

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 Last modified: Wednesday June 04 2003
URL: http://inside.cpcc.edu/P&PManual/ppm6-0/ppm6o08.htm