XI. Policy on Grant Funds

General Guidelines

These procedures outline the procedures and authorizations necessary for developing and submitting grant proposals. Even if the college is a partner or involved in a consortium planning to develop and submit a proposal for funding, these steps are required.

The President and Vice Presidents are the only individuals authorized to submit grant proposals for the college.

All external proposals must be reviewed and signed by the Grants Development and Special Projects Office. These include proposals submitted to the following entities:

· Federal

· State

· Local government

· Organizations

· Foundations

Process for Routing and Handling Internal Proposals

Virginia Western Educational Foundation grant proposals will continue to be sent directly to the Educational Foundation Office. For additional information related to Educational Foundation grants, contact the Executive Director.

Virginia Community College System (VCCS) proposals such as the Professional Research Development Grants, Perkins Mini-Grants are to be submitted to the appropriate Academic Dean and Vice President of Academic and Student Affairs.

Copies of VCCS proposals are to be sent to the Grants Development Office for filing and tracking.

Use of the Grant Application Approval Form is required if approval is needed by Human Resources, Information Technology, or Facilities Management Services.

Virginia Western Community College Faculty Mini-Grant proposals are to be submitted to the appropriate Academic Dean and Coordinator of Instructional Technology.

Internal and External Proposals

(See Flowchart for summary of Grant Proposal Application Process)

If you want to develop a Grant Proposal, you should:

Get Ideas:

Notify the Grants Development and Special Projects Office of specific areas of interest.

Review grant announcements and grant-related web sites found on the Grants Development and Special Projects web page.

Determine if your idea fits the college’s mission, strategic plan and goals:

Review the cost-effectiveness and compatibility of the proposal with the college’s mission, strategic plan and goals. Funded projects must be consistent with SACS criteria and adhere to relevant commonwealth policies and procedures, which include but are not limited to the Virginia Community College System, Virginia Western Community College and the State Council of Higher Education for Virginia.

Use correct application forms and get needed signatures:

Faculty or staff member developing proposal is responsible for obtaining signatures for approval from Program Heads, Academic Deans, and Vice Presidents (VP) in a timely manner.

Grant Application Approval forms can be found on the Grants Development and Special Projects website or from the Grants office.

If grant requires hiring of personnel, you must:

Have prior approval from the Human Resources Manager (HR), who must

review salaries and benefits for personnel.

If grant involves Computer Equipment/Software, you must:

Have prior approval of the Director of Technical Support.

If grant requires modification of College Buildings or Property, you must:

Have prior approval from the Director of Facilities Planning & Development.

If grant requires Matching Funds or In-Kind Contributions, you must:

Have request for matching funds or in-kind contributions approved by the Vice President of Finance or the President.

If grant requires Reassigned Time for faculty or staff, you must:

Have it approved by the respective Vice President, the Vice President of Finance, and the Human Resource Manager I.

Responsibilities of Project Manager/Departments Associated With Grants

Project Manger:

Prepares the proposal with attention to needed signatures and deadlines.
Follows through on the project which includes delivering award letter to Grants office, initiating and carrying out project and accomplishing outcomes as described in the proposal.
Keeps accurate and detailed reports of matching and in-kind contributions.
Ensures that grant funds are expended appropriately according to federal and state regulations and the conditions of the grant.
Compiles and submits requested reports to the funding agency and/or college on time.
Works with the Grants Development and Special Projects Office to ensure compliance and successful project execution.

Business Office:

Has VCCS assign a new grant account number and forwards this number to the project manager and Office of Grants Development and Special Projects.
Approves all purchase requisitions.

Assures that funds are expended according to federal and state regulations and the condition of the grant.

____________________________________________________________________________

Approved by Robert H. Sandel, President of Virginia Western Community College

____________________

Date

11/03 MHA
Reviewed 6/06 MHA

Reviewed 5/07 MHA

Virginia Western Community College

Grant Application Approval Form (GAFF)

(This form must be filed with the Grants Development and Special Projects Office prior to application filing

Include a one-page summary, which includes justification for proposal and an estimated budget)

I. Funding Source________________________________________________________________________

Grant Developer ___________________________ Department________________________________

Application Filing Date __________________________________________ ¨ Postmark ¨ Delivered

Institutional match required? ¨ No ¨ Yes Explain __________________________________________

Did you include a one-page summary, which includes justification for proposal and an estimated budget?

¨ No ¨ Yes

II. Anticipated Institutional Commitment: (Identify any non-reimbursed VWCC support that may be

required)

__________________________________________________________________________________________________

III. Personnel: (Projects with personnel expenditures and/or release time must be routed to Human

Resources for approval)

Name Compensation Time & Scope of Effort

_____________________ $___________ ______________________________________________

Human Resource Manager I: ___________________________________________________________________Date: __________________

IV. Release Time: Please schedule anticipated hours of release time to be granted during the period of this project, as approved by: Vice President of respective Division, Vice President of Financial and Administrative Services, and Human Resources Manager I.

¨ Check if NO release time.

Vice President: ______________________________________________________Date: ________________

VP. of Financial & Administrative Services: ____________________________Date: ________________

Human Resource Manager I: __________________________________________Date: ________________

V. Equipment: (Projects with computer or software expenditures must be routed to the Technical Support Services Department for approval)

Item Cost Item Cost

___________________________ $___________ ________________________________ $______________

Director of Technical Support Services:

_______________________________________________________________________________Date: ___________

VI. Contractual: (Projects with space/ building expenditures must be routed to the Facilities Management Services Department for approval)

Item Cost Item Cost

___________________________ $___________ ________________________________ $______________

Coordinator of Facilities Management Services:

_______________________________________________________________________________Date: ___________

VII. Approval Signatures: (Program Head, Academic Dean, and Division Vice President must sign-off on proposal before sent to Grants Development and Special Projects Office)

Program Head: ______________________________________________________________Date: ____________

Academic Dean: _____________________________________________________________Date: ____________

Vice President: ______________________________________________________________Date: ____________

President: ___________________________________________________________________Date: ____________

Grants Development and Special Projects Office: ___________________________Date: ____________

11/03 MHA

Virginia Western Community College

Grant Proposal Application Process

1. Get ideas

Notify Grants Development and Special Projects of areas of interest.

Review grant announcements and grant-related websites.

2. Get Proposal Idea Approval

Grant Application Approval Form must be completed (including pertinent signatures) and sent to the Grants Development and Special Projects Office for review prior to the application filing.

3. Finish Drafting Proposal

Upon final approval by college, the project manager prepares final draft of proposal for submission.

4. Submit Proposal to Grants office

Final proposal sent to the Grants Development and Special Projects Office for signatures. Should be done 10 business days prior to application deadline or no later than 5 business days before application deadline.

5. Mail proposal to sponsor

After Grants Development and Special Projects Office review and President or designee signs proposal, it is returned to Project Manager to mail or

deliver to sponsor.

6. If Grant Funded, Startup Meeting Held

Grants Development and Special Projects Office arranges kick-off meeting with appropriate individuals.

Business Office provides Budget Code for project.

Other reporting instructions relayed to Project Manager.

7. BEGIN PROJECT

Be sure to follow procurement, personnel, and reporting procedures.