Authorization is required to seek and apply for funding from external sources. The following highlights how to obtain authorization, and also provides additional information with respect to grant management roles and responsibilities.

Guided by District Board Policy 6.30 Externally Funded Special Projects and Programs, the procedures are intended to enable key leaders in the College and District to be informed, approve proposal development, ensure the feasibility of proposed projects, and ensure the organizational capacity to effectively implement grant funded programs.

District Board Policy 6.30  

Intent to Apply Form   (see Step 2 in Approval Process)

Please review the Grant Application Timeline by clicking images below to open a larger version.     

PreAwardApprovalPreAwardApprovalp2    

Steps in the Process

1. Consultation: Prior to applying for any grant (including renewals), faculty and staff must consult with the Dean (or other administrative supervisor) to obtain approval for developing a proposal.  Ideally this consultation should take place at least 6-8 weeks prior to a grant deadline.   
2.

Assessment: The Dean (or other administrative supervisor) and faculty/staff will discuss the potential project and funding opportunity. Together they will complete the Intent to Apply form.  The Dean will decide whether the College should pursue the project and develop a full proposal.  

If the Dean has approved moving forward with developing a proposal, the faculty/staff or identified project director may fully develop the proposal, consulting early in the process with the Administrative Services Team.

In the meantime, the Dean will communicate with their colleagues to provide notice of intent to apply, and facilitate obtaining the final approvals required prior to formally submitting a grant proposal.

Intent to Apply Form  
3.

Approvals: The Dean is responsible for gathering the required signatures on page 2, of the Intent to Apply Form at least ten business days in advance of formally submitting the grant proposal.
4.

Process: Once the approvals are gathered, the Dean must submit the following documents to Administrative Services Team:

  1. Intent to Apply Form
  2. Approval signatures
  3. Budget as identified in the proposal.

This packet of materials enables Administrative Services to provide final notice to the District Grants Analyst to expect a proposal soon and work out any outstanding details, particularly regarding the budget, and setting up systems for submission. 
5.

Proposal Submission:  The Dean should submit the final proposal at least five business days in advance to Administrative Services. Administrative Services will send final documents to the District Grants Analyst to submit the final proposal and accompanying documents to the granting agency.

Providing the documents well in advance of the deadline will provide time to resolve any technical issues which may arise should there be a problem with an electronic submission.  And if the approval process was followed, then the District Office will have all the required information, questions answered, and approvals necessary to ensure a smooth process.

Note that only the Chancellor or Executive Vice Chancellor is authorized to sign off on grant applications. The District Grants Analyst facilitates obtaining their signatures.