Development Procedures Post-Funding
These procedures cover the period immediately after notification
of funding is received and before the grant-funded project is
1. The Grants Office, the individual's division chair or other
supervisor, and any colleagues involved must be notified as soon
as even informal approval of a project is received.
The Grants Office also appreciates being notified when funding
2. Many grant budgets must be revised, either because funding
is less than requested or because certain items are disallowed.
All significant budget revisions must go through the same approval
process as the original submission; these should be handled through
the Grants Office.
3. The Grants Office will see that the President's staff is notified
in an appropriate manner. This is normally handled through the
vice president of academic and student services.
4. Usually the funder notifies the appropriate members of Congress.
However, if the proposer is asked to notify his or her Congress
people, the advice of the Grants Office should be sought. Most
likely, such notification will be cleared through the Office of
5. Once a formal award letter is received, the original should
be immediately submitted to the Grants Office. The Grants Office
is responsible for submitting the request for FRS number (see
attached form) to the grant accountant, who will set up a
grant account. This process takes about two weeks. A copy of the
award notification, the grant proposal, and the final budget must
be included with the request form before a grant account can be
6. Once a grant is funded, the project director (or contact person
overseeing the project until project director is hired) is responsible
for informing the grant accountant of the FRS account numbers
to which all matching funds are assigned. (see b. & c. under
project director on the grant
proposal check-off sheet)
7. When other colleges are partners in a grant project in which
TCC is the lead and fiscal agent, they are ordinarily treated
as sub-contractors. Customarily the college has handled this relationship
by an informal letter or memorandum of agreement
between the project director here and the counterpart at the other
college. Such a letter or memorandum should delineate both the
responsibilities of and the benefits to the other college. Such
letters are usually signed by the project director, but should
be reviewed with the dean of finance before they are sent.
Once a grant account is set up and a project director identified,
the project moves into the grant administration process.