Development Procedures Post-Funding
GRANT DEVELOPMENT PROCEDURES
The college has included diversification of its funding
base as one of its five goals for the next few years. State
funding alone will not support a national model community
college. Therefore, faculty and staff are actively encouraged
to seek outside funding for activities and programs that
are vital to the college.
The following procedures are designed to assist this process:
1. Individuals who have identified needs for outside funding
are encouraged to contact the Grants Office even before
a source of funding is identified.
The Grants Office keeps a file on such funding needs, and
will relay information about funding sources as it is received.
Faculty and staff should also inform their campus administrators
and colleagues of identified needs for funding.
2. The Grants Office can help with the development of a
generic proposal and can often help identify potential funding
sources. Some ideas for proposals for grant-funding originate
within the Grants Office.
Agencies regularly allow as little as two weeks to one
month between announcement of availability of funding and
the submission of a complete proposal. This is often insufficient
time to fully develop an idea, unless a great deal of work
has been done ahead of time. In addition, given time, the
Grants Office can involve interested individuals in appropriate
3. Once a potential source of funding is identified, individuals
intending to seek grant funding must notify the Grants Office
and must send the Grants Office a copy of the RFP (request
for proposals). All requests for grant funding for college
activities must come through the Grants Office.
4. Once a decision is made to seek funding, all appropriate
administrators must be informed about the funds being sought.
This is the responsibility of the individual developing
the proposal, not the Grants Office.
5. Almost every RFP lists a series of requirements for
the proposal. Every proposal should address each of these
requirements in order and clearly labeled. The Grants Office
can assist individuals in doing this. The TCC logo must
appear on the cover of all grant proposals, unless the cover
is a form required by the funder.
6. Every grant proposal must indicate a grant project director
or co-directors. In the case where such a project director
is to be hired, the proposal must name a contact person
who will oversee the project until hiring is completed.
7. The Grants Office should be involved in the development
of the grant budget, from the beginning of the planning
Members of the Grants Services Team can assist individuals
with specific aspects of the budget process.
8. Fringe benefits for all employees must be included in
both funds requested and any other college match. Fringe
benefits for part-time individuals, including release time,
are always 7.65%. Fringe benefits for full-time individuals
vary. The Human Resource Grants Services Team representative
should be contacted for assistance in determining fringe
benefits for full-time.
9. The Grants Office can provide varying degrees of assistance
in developing the proposal, depending on what the proposal
is and what help is needed. Occasionally, assistance can
be provided with the writing of the proposal. However,
most proposals are written by those individuals who will
be directing the projects.
10. Most grant budgets include a college match or other
commitments of funds. Every item included in the match must
be approved by whichever individual controls the budget
to which the match will be charged. The names of those who
approve the match should be indicated by the project director
on the Grant Proposal Check-Off
Sheet. Click on Grant Proposal Check-Off Sheet to view
this form as well as information regarding Cost
The Grants Office can help individuals in identifying these
sources of matching funds. However, with the exception of
funds for technology (which the Grants Office will confirm
with the Vice President for Office of Information Systems),
gaining approval for matching funds is the responsibility
of the proposer.
11. Every grant proposal must be approved through the Grants
Office by the Grant Accountant, the appropriate provost
(for a campus project), the Vice President for Academic
and Student Affairs, and the Vice President for Finance
and Administration. In addition, grant proposals which involve
technology must have the approval of the Vice President
of Information Systems.
The approval process requires a final budget and a summary
of the proposal; it need not await a complete and final
proposal. A copy of the form, Grant Proposal Check-Off Sheet,
should be clipped to the budget and proposal summary before
routing to those individuals who must approve your grant
proposal. Adequate time must be allowed for the approval
process. Only the Vice President for Finance and Administration
and the President have authority to sign grant proposals.
Every grant proposal represents the college to the outside
world. The Grants Office can assist proposers in assuring
that their proposals make the best possible impression.
However, the quality of the proposal (content and format)
is the responsibility of the individual submitting the proposal.
When preparing correspondence for the President's signature,
please follow the standard office practice of indicating
at the bottom (below the Enclosure/Attachment line and above
the cc: line) the document's originator (initials - all
caps) and preparer (initials - lower case).
For example, if the Executive Director for Grants Development
drafts a letter for Dr. DiCroce's signature, and someone
else prepares or formats the letter, the annotation would
be DDH/tf. If the same person is the originator and preparer,
only the upper case initials are necessary.
12. The Grants Office submits all approved proposals. Usually
these are submitted by overnight, receipt-requested mail.
Increasingly proposals are submitted electronically.
13. The Grants Office will assist individuals in submitting
revisions to unfunded proposals. Most proposals are funded
on a second