Grants Handbook

Office of Advancement – Grants

Table of Contents

Getting Started with Grants 1-2

Proposal Funding Basics 3

Basic Proposal Format 4-5

Proposal Writing Tips 6-7

Funding Sources and Resources 8

General Resources 9

Budget Preparation 10

Process for Grant Proposal Submission & Acceptance 11

Grant Implementation & Budget 12

Additional Considerations 13

Management Responsibility Matrix 14

Forms List & Explanations 15

Glossary of Terms 16-18

Appendices

Approved Forms A-G

Policies and Procedures

Getting Started with Grants

The Office of Advancement – Grants at Columbia State Community College supports the college in securing external funds from public and private organizations. Support is offered for securing funds that will assist in achieving Columbia State’s mission and strategic plan, and its divisional priorities as they relate to both. The office supports all phases of a project, from initial planning through project completion, including the proposal writing activities of the college’s faculty and staff, administration and reporting.

Support services provided for faculty and staff by the Office of Advancement – Grants include the following:

AccountabilityProvide advice to faculty and staff to ensure funds awarded are being spent in accordance with the guidelines provided by the funding source. Monitor quarterly progress of funded project activities.Agency LiaisonContact federal, state and local sources for funding information and discussion of project priorities and interests.Budget AssistanceAssist with preparation of budgets and budget justification/explanations for contract and grant proposals.ConsultationProvide advice on planning projects, consult with faculty and staff on content and design of the proposal and identify funding sources.EvaluationProvide information on and aid in the development of evaluation plans for inclusion in grant proposals.FacilitationProvide assistance in facilitating meetings for internal grant projects or ones that have multiple organizations involved as partners.Fiscal LiaisonCoordinate project management and monitoring activities with the Business Manager.Grants ManagementWork with project directors to ensure that the grant is operating on schedule, within budget and that reports are submitted on time.Materials/Information DisseminationProvide information, paper-based as well as electronic, about funding opportunities, proposal development tips, policies and procedures related to grants, grant terminology, grant management, and other grant-related topics.Project DevelopmentCoordinate internal meetings with faculty/staff to discuss guidelines, generate ideas, design projects, and assist in writing sections of the proposal.

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Grant Research and Proposal Writing

The Grants Director is available to assist you

with your projects. Please call or e-mail to make

an appointment to discuss your project prior to

beginning it. For better manageability of

requests, procedures and forms are available

for your use.

Please note that all grant projects must receive

proper approval and be reviewed by the Grants

Director before submission.

Proposal AssistanceProvide general information on proposal writing and RFP/RFA (Request for Proposal/Request for Application) guidelines; provide general descriptive information for inclusion in proposals (Boilerplates); prepare budgets; edit proposals; complete forms; make copies; coordinate delivery of proposals to funding agencies; and submit proposals by hand delivery, mail or federal express.ResearchAssist in locating funding possibilities for specific projects.RecordsMaintain copies of proposals submitted by faculty and staff and examples of successful grant proposals.TrainingProvide or arrange workshops/training sessions, upon request, on the grants process and proposal preparation for faculty and staff.

Claudia  JohnsonOffice  of  Advancement,  Grants  DirectorColumbia  State  Community  College1665  Hampshire  PikeColumbia,  TN    38401931.540.2514Fax  540.2841cjohnson83@columbiastate.edu

This handbook is presented in

accordance with Columbia StatePolicy 04:02:00

Proposal Funding Basics

This section provides information on the basic proposal format, the funding process, proposal writing tips, funding sources and resources, and a glossary of terms. The Office of Advancement – Grants is here to help you in every step of this process!

The Funding Process

Pre-application (Idea) StageDevelop an original ideaDocument the needDiscuss the project with the Grants DirectorComplete Request to Explore Grant Project formDo a literature searchDefine project goal (s) and objectivesDevelop a plan of action/approachDraft a concept paper or preliminary proposalResearch the funding sourcesIdentify potential sponsorsNarrow the searchDiscuss project with program officers of funding source (s)Check deadlines

Application (Writing) Stage

Complete Grant Writing Approval Form orPartner Proposal Approval FormWrite proposalPrepare budgetObtain support materialsReview, refine, and rewrite proposalSubmit proposal

Post-application (Negotiation) Stage

Wait for funding source evaluation and final electionReceive official notificationCarry out project (if funded)Submit progress reports to Office of Advancement – GrantsAssist in preparation of final report (if funded)Obtain peer reviews or staff comments (if not funded)Resubmit and keep trying (if not funded)

Receipt of Funds from Grant ProposalsGrant awards may be made to the College or the Foundation and this will be determined by the funding agency’s requirements. Any grant award contract will be signed by the Business Manager and others as required by the funding agency. Funds may not be spent from a grant award until the Project Director is notified by the Advancement, Grants or Business Services Office.

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Basic Proposal Format

Read the proposal guidelines carefully. Follow guidelines as specified in the Request for Proposal (RFP) or Request for Application (RFA). Proposals that do not meet the guidelines will not be reviewed. If the guidelines are not specific, the following basic format may fit your needs for a full proposal. They will need to be modified if you are required to submit a page limited or letter proposal.

Full Proposal Format (10+ Pages)

Title/Cover PageRFPs/RFAs often dictate the format of a title/cover page. If not, be certain to include the name, address and telephone number of the person/organization seeking funds, the title of the project and the program under which you are requesting funds.

Table of ContentsIf the RFP/RFA suggests or requires a specific format, the proposal and table of contents should follow that format. If no format is provided, prepare the table of contents in the order of the major headings in your proposal.

Abstract/Executive SummaryIf the RFP/RFA specifies a word length for the abstract/executive summary, adhere to it! If not, keep it to one single-spaced page. Also, the abstract is often useful when contacting other funding agencies for collaboration on a project.

NarrativeIf there is no requirement listed, double-space the narrative. It should include the need/problem being addressed; the proposed measurable objectives and activities; the project’s intended outcomes; the applicant’s capacity and commitment to complete the project (sustainability); and how the project will have an impact at the local level and, if applicable, on a regional and/or national level. Being able to justify the need of a project/program is the most critical element in a proposal.

Institutional and Personnel InformationDetailed information may be included in the appendix, but at least a few paragraphs should be included in the proposal. Keep in mind that the appendix may not be read. Also keep in mind that some funding agencies do not want appendices included.

FormsIn addition to budget forms, RFPs/RFAs may include other forms that need to be completed. Be certain to complete all forms and obtain the necessary signatures. The forms are often available on disk or from the internet.

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BudgetBudget preparation is covered in detail later in this handbook. Use all forms provided by the RFP/RFA.Carefully explain all budget items. Tell how each of the costs was derived, how the costs relate to the project activities, and how the cost is associated with evaluating the project, if appropriate. If the funding source requires cost sharing or matching funds, be certain to include these funds. Office of Advancement – Grants will need to be provided with written documentation about where the matching funds are coming from (i.e. if the college is providing the match, then the appropriate administrator will need to submit this information to the Office of Advancement – Grants).

EvaluationMost funding sources require that you include an evaluation section. There are two main components of evaluation:1. The first component is the results or outcomes of your program. This section presents a plan that determines the degree to which objectives are met and the methods followed to reach the objectives. The anticipated outcomes of the project must be quantifiable.2. The second component examines the effectiveness of the program. This section determines if the program was conducted in a consistent manner according to the plan.A description of how the results of the evaluation are to be disseminated should be included.

AppendicesUse appendices carefully. They are not always read, and as noted above, may not be allowed. Very important items should be included in the proposal, not the appendix.Page-Limited Proposal (5-9 Pages)The same rules apply as for a full proposal, but you have less space to tell your story. Follow the RFP/RFA format if provided. If no format is provided, it is essential to proceed with the narrative as described above.Letter Proposal (2-4 Pages)Most funding sources that request a letter proposal detail the information they wish to receive. If not, following are important items to include:The specific amount and purpose of the requestThe description of the College/Foundation and its activitiesDescribe the need or problem to be addressed (provide data to back up your claim)Describe the impact of the projectDescribe how the project fits within the funding source’s guidelinesBe sure to answer these questions:Why? Who? What? When? Where? and How?

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Proposal Writing Tips

Start EarlyKeep informed about funding opportunities that will become available. The average due date for a proposal is 4-6 weeks after the announcement of theRFA/RFP. It is important to have a developed idea that can be expanded once the right funding source is found. If you are developing a proposal for a program that occurs annually, review the previous year’s announcement, since the guidelines typically change little from year to year. Obtain copies of previously funded proposals for the program, and review them for ideas about successful strategies.Contact program officers to get additional information about the proposal guidelines.

Follow the Instructions/GuidelinesRead the RFP/RFA carefully and be sure to follow all the instructions! Examples of instructions include page limitations, fonts and spacing, inclusion of appendices, allowable costs, whether the forms can be duplicated, the number of copies to be submitted, how to bind the proposal and color ink to use in signing forms. The number one reason that grants are not funded is the failure to follow instructions.

Organize for ClarityFollow the format included in the application.Provide all the information asked for in the instructions and in the order they are requested.Don’t make reviewers hunt for information, even if this means repeating information or referencing the reader to a previous section. Sections should include introductions to orient the reviewer. Include a table of contents, a clearly written abstract and strong topic sentences.

Make it Easy to ReadMake sure you do not have any typographical errors in your proposal. Use lots of white space in the document to break up the text to make it easier to read.Use headings, bullets, charts, and graphs to break up the narrative. Do not right-justify the text; it makes it difficult to read.

Communicate ClearlyInclude what you plan to do and why; how you will do it and what is the best approach; who will be involved and why they are qualified; what the institution needs to accomplish the tasks; what the timetable will be; and how you will know the goals have been met.

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Pay Attention to the BudgetAccount for all relevant items in the budget. Do not introduce elements in the budget that have not been discussed in the proposal narrative. When reviewers have problems with the budget, they are likely to mistrust other information in the proposal. Carefully review the RFA/RFP to be sure you know what costs are allowable. Stay within the funding range identified by the funding agency. Make sure your budget numbers add up. Watch out for rounding errors in spreadsheets.

Obtain Feedback From OthersCheck the clarity of your writing by having friends or family who are not familiar with your topic read the proposal. If they understand it, it should be understandable and clear to your reviewers.

Meet the DeadlineMake sure your proposal is not late! Plan ahead and allow sufficient time for review at all stages. If your proposal is late, it won’t be considered. Read the RFA/RFP deadline information carefully. Does it say the proposal must be delivered by the deadline or postmarked?If it needs to be delivered by the deadline, do not count on overnight delivery getting it there on time.Allow at least two days for delivery time. If the plane can’t fly, the proposal will not get there. Note: All proposals will be submitted by the Office of Advancement – Grants.

Bright Ideas

★ When developing an idea for a proposal/project, look at three direct spin offs of putting this program in place. Then go down an additional layer and look at three more results of each of the first three.

★ Basically, it is a tree diagram that will help you determine intended and unintended consequences of the program/project.

★ Spend quality time on the abstract; it is the reader’s first impression.★ Don’t give up if you honestly believe a project is a worthy one.★ Remember that we are not here because we have need; we are here because

we meet needs.★ Develop catchy program titles.★ Support letters need to show tangible support, not fluff!★ When writing problem statements, think of it in a more global sense (i.e. look

at it as a community need that the college can meet.) Readers need to see us as a way to solve the community problem.

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Got Questions?Contact:

Claudia JohnsonGrants Director931.540.2514

cjohnson83@columbiastate.edu

Funding Sources and ResourcesThere are four types of funding sources that can be accessed by the grant process: federal, state, private foundations and businesses.

Federal funding is awarded through a competitive grant process. All of the federal agencies announce their grant competition in the Federal Register, which can be found at www.ed.gov/legislation/FedRegister/Following are a listing of some of the federal agencies:National Institutes of Health:www.nih.govSAMHSA:samhsa.govOffice of Homeland Security:www.whitehouse.gov/homelandUS Department of Agriculture (USDA)www.usda.govUS Department of Education:www.ed.govUS Department of Justice:usdoj.gov/index.htmlDepartment of Education Grants Information:www.ocfo.ed.govUS Department of Housing and Urban Development:www.hud.govDepartment of Health and Human Services:www.dhhs.govHealth Resources and Service Administration:www.hhs.gov/grantsnetNational Science Foundationwww.nsf.govUS Department of Housing and Urban DevelopmentCommunity Planning Development (CPD):www.comcon.orgNational Endowment for the Arts:www.arts.endow.govNational Endowment for the Humanities:www.neh.fed.usArts International:www.artsinternational.org

State SourcesTennessee Board of Regents:www.tbr.state.tn.usTennessee Arts Commission:www.arts.state.tn.us/grantprogramTN Department of Labor and Workforce Development:www.state.tn.us/labor-wfdTN Department of Educationwww.state.tn.us/education

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General Resources

Grants Web:www.web.fie.com/cws/sra.resource.htmFederal Grants:www.grants.govFundraising.Com:www.fund-raising.com/frindexChronicle of Philanthropy:www.philanthropy.comEfundingSolutions:www.efundingsolutions.comNational Low Income Housing Coalition:www.nlihc.orgCounty Population Estimates:www.census.gov/population/www/estimates/countypop/htmlPhilanthropy News Digest:www.foundationcenter.org/pndYahoo Maps:www.maps.yahoo.comGrantsmanship Center:www.tgci.comGrantscape.com:www.grantscrape.comNonprofit Times:www.nptimes.comSchool-Grants:www.schoolgrants.orgNational Association for the Education of Young Children:www.naeyc.org

Private FoundationsFunding opportunities are available through private foundations. Proposals to private foundations should be coordinated through the Office of Advancement – Grants as with any other proposal.

BusinessesFunding opportunities are also available through local and national companies. Although many companies give back to the community through their own foundation, some provide assistance directly. Proposals to all companies should be coordinated through the Office of Advancement – Grants as with any other proposal.

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Budget Preparation

Budgets vary by the requirements of the agency from which you are requesting funds, by the number of years the project is to be funded and by the complexity of the proposal. Unless you are an experienced proposal writer, you are urged to seek assistance from the Office of Advancement – Grants when preparing your budget.

Budget FormatMost grant application packets include a form the agency wants you to use to present your budget request.

Direct CostsWhile there are differences between and among agencies, most include the same major categories for direct costs.

The direct cost categories include:Personnel—Salaries and WagesPersonnel—Fringe BenefitsSupplies and MaterialsTravelEquipmentOther

Indirect CostsIndirect costs are costs incurred by the College as part of the expense of operations that are not directly a part of the grant proposal. Such costs include maintaining the physical plant and administrative costs. Indirect costs are calculated as a percentage of the total direct costs minus any expenditures not allowable. (This is determined by the guidelines of the funding source. Some funders do not allow any indirect costs.)

Budget JustificationDepending on the requirements of the grant, you may need to compose a separate

budget explanation to justify your requests. Explain how you arrived at various figures in the budget and why part icular i tems have been included. Information about mileage rate, lodging rates, etc. are examples of costs that would be explained in your budget justification.

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Indirect costs should be requested in all grant

applications for which they are allowable. Use the amount

allowable by the funding source. If you are unsure what rate to

use, contact the Office of Advancement – Grants.

Be sure to read the

requirements in the

RFA/RFP

Process for Grant Proposal Submission

The submission of a proposal to a funding agency requires the involvement of several steps:1. A Request to Explore Grant Project is submitted to the Grants Office and advanced through the necessary signature process.2. A draft proposal is delivered to the Advancement Office or the Grants Director assists with writing the proposal.3. The proposal is logged into the database and reviewed by the Grants

Director.4. Necessary changes or editing is identified, and the proposal is returned to the project contact person for revision.5. The final proposal is delivered to the Advancement Office-Grants two weeks before due date.6. The appropriate signatures are obtained

on the Final Proposal and Budget Approval Form D.

7. The Advancement Office-Grants will make copies, mail the proposal and/or coordinate delivery of the proposal.

Process for Grant Acceptance

The following are steps required for acceptance of a grant from a funding source:

1. Written notification of funding is received by the Advancement Office.2. Negotiations are conducted with the funding source as necessary.3. If necessary, revisions are made in the budget and work plan to comply with the funding agency’s requirements.4. Establishment of grant accounts for the project is initiated.5. An acceptance/thank you letter or signed grant contract is sent to the funding agency.

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Main Reasons Grants

are not Funded1. Did not follow

instructions2. Proposal was

incomplete3. Proposal arrived

late

Grant Implementation and Budget Management

Budget ReportsThe budget reports should be reviewed each reporting period to check for accuracy of expenditures and track progress regarding expenditures. One of the best and easiest checks on the progress of the grant is the comparison between the percentages of time elapsed in the grant period and the percentage of the total budget spent.If there is a significant discrepancy, an intensive review of the budget is in order, and it may be necessary to ask for assistance from the Office of Advancement – Grants. Do not be afraid to ask for help. Ignoring the problem will only make it worse. It is imperative that concerns are addressed immediately. Not doing so could result in the loss of funding for the remainder of the grant or the loss of the ability to apply for grants from a funding source.

PurchasingPurchasing is handled through the Purchasing Office. There are six major rules to know and follow related to the purchase of goods and services for grant projects.1. No purchases can be made until an account for the grant has been established.2. All standard College and Foundation purchasing policies apply to grants.3. All purchases related to the grant must be made prior to completion of the grant period.4. Adhere to the budget approved by the funding agency. For federal grants, any changes in expenditures from budget categories in excess of 10 percent may need to be approved in advance by the funding agency. Check with the Office of Advancement – Grants to determine the guidelines for budget modification requirements for your grant.5. Maintain all records, including requisitions, receipts and vouchers related to all purchases made during the grant period. Keep these records for five years after the completion of the grant in case of an audit. 6. If you leave the employment of the college, it is imperative that all records related to your grant project be given to the department head or the Office of Advancement – Grants.

ReportingFunding agencies require reports at specified intervals during the grant period. These include financial reports, narrative reports—detailing accomplishments, and evaluation reports. Be sure to review the proposal at the beginning of the grant period to refresh your memory about the reporting requirements, including the timeline, type and content of the reports.Reports should conform to funding agency guidelines.Reporting deadlines are important! Be sure to record the due dates for submitting reports and build sufficient time for preparing the reports into your work schedule.All reports must be submitted to the Office of Advancement – Grants for review and the appropriate signatures prior to providing them to the funding agency.Please note that the quality of your reports and your ability to meet the report deadlines can have a direct impact on your chances for future funding.

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Additional Considerations for Grant Management

Equipment purchased for grant funds can only be used for grant activities.In-kind match for one program should not be used to match any other program. It is the project director’s responsibility to document match.Expenditures should relate to the dates covered by the grant. No expenditure should be incurred before or after the grant beginning and ending dates.If a program will not utilize a substantial part of the grant funding for some reason, then the Office of Advancement – Grants should be informed immediately. A decision as to how to proceed can then be made.All grants and contracts are intended to be cost covering and not require college support to fund the project unless the college has agreed to provide the matching funds or pick up the difference prior to accepting the grant.

ALWAYS cover your tracks. Never take a phone “ok” from a

program officer. Always get it in writing.

ALWAYS read the fine print of an award letter.

Extremely important to keep specific notes on in-kind matches.

Good idea to create a simple form for documentation.

Hold wrap-up meetings. Celebrate what was good and learn from what was not.

Fiscal affairs. “Beware of low hanging fruit.” Not all easily obtainable money is

best for your institution.

Mesh with mission versus MESS with mission.

Cost shar ing. Keep rea l is t ic and mainta in

documentation. Identify who will do it at the very

beginning of the project.

Audits. Management should be such that “any” time

should be a good time” for an audit. Policy manuals are

loved by all, but they have to be followed.

Don’t use the same match more than once.

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Grants Management Responsibility Matrix

The Grants Management Responsibility Matrix (page 17) was developed as a one-page guide to indicate the responsibilities of the Project Director, Accountant, and the Director of Grants after a grant is awarded to the College or Foundation.

TIPS

For effective grants management, you must insure that funds spent wi l l bring a clean audit. A t C S C C , t h e d e p a r t m e n t superv isor must s i g n o f f o n a l l r e q u i s i t i o n s f o r grants.

Columbia State Community CollegeGrants Management Responsibility Matrix

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Mandatory Forms Required by Policy

Appendix A: Grant Research Request FormThis form should be completed and signed by the person requesting the information. Once complete, it should be returned to the Office of Advancement – Grants. This is a tracking tool to assist the grants office in ensuring that requests are filled in a timely manner.

Appendix B: Request to Explore Grant Project FormThis form should be completed prior to beginning the proposal writing process. Please have this form signed by your Division Chair, Provost, Grants Director, Executive for Advancement and the President.Once signed, return to the Grants Director. The GWA Form and Final Proposal form are on the same sheet.

Appendix C: Partner Proposal Request FormThis form should be completed if you are collaborating on a grant with a partner(s) and CSCC is not the submitting organization. This form requires the signature of the Division Chair, Vice President and the President prior to beginning the proposal writing process.

Appendix D: Final Proposal and Budget Approval FormThis form must be attached to a copy of your completed proposal (including budget) and given to the Grants Director, at least one week prior to grant due date. The Grants Director, the Vice President, the Business Manager and the President must sign this form. A proposal will not be sent from the College without the appropriate signatures.

Appendix E: Grant Award Notification FormWhen notice is given that a project is funded, this form must be completed with copies to the following: Grants Director, President, Business Manager, Area Vice President, Division Chair, Director of Human Resources and Executive for Advancement.

Appendix F: Quarterly Report FormThis form is to be used by the project director to submit the quarterly report to the grants director by the last working day of each quarter in which a report to the granting agency is not required (March, June, September, December).

Appendix G: Grant Implementation Summary FormThis form is to be used as a final report for those grants that do not require submission of a final report to the granting agency. The form is to be submitted to the grants director within one month of the last day of the grant period.

These editable forms are available for download at http://www.columbiastate.edu/grants-management

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Glossary of Terms

ALLOWABLE COST: A cost for which an institution or agency may be reimbursed

under a grant or contract with a governmental agency.

AMENDMENT: Modification of existing legislation, e.g. Older Americans Act of

1965 as amended 1973.

APPLICATION CONTROL CENTER: Established by federal and state agencies to

centralize receipt of grant proposals. APPROPRIATION: Legislation enacted by US

Congress that established a federal activity. The legislation will sometimes set

limits on the amount of money that can be appropriated for the activity.

AWARD LETTER: Written notification from the funding agency indicating that a

project has been funded, for how long, and in what amount.

BLOCK GRANTS: The grouping of many categorical grant programs into an overall

functional area.

BUDGET: A plan for financial operation consisting of an estimate of proposed

income and expenditures for a given time period and purpose.

BUDGET CYCLE: The annual fiscal (for example, July 1 through June 30) is

important because it indicates when funding sources will make their grants.

CATALOG OF FEDERAL DOMESTIC ASSISTANCE (CFDA): Contains information

about Federal grant and loan programs available from Federal agencies to assist

the American people in furthering their social and economic progress. Each

program is assigned a CFDA number. This is used in the audit for grant

identification purposes, so it must be accurate.

CATEGORICAL AID: Federal or state funds specified for specialized area.

CONFLICT OF INTEREST: Using a vendor that is a member of your family or a

personal friend. Transaction must be “arms length”.

CONSORTIUM: A group of organizations sharing in the finances and/or

administration of a single grant to accomplish that which no one can do as

effectively as when working together.

CONSULTANT: A person with expertise external to an organization that is brought

in to lend insight to the solution of a problem.

COPYRIGHT: A statement of legal control over a document (usually by its author)

such that anyone seeking to reproduce said document must first obtain

permission of the copyright holder.

COST REIMBURSEMENT CONTRACT: Issued on the basis of estimated costs of

performing specified tasks; arrived at by negotiation between government and the

contractor. Involves payment to the contractor for actual costs incurred up to a

ceiling amount.

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COVER SHEET: Top sheet of grant summaries information about grant. Usually includes place for authorized signature.DEADLINES: Dates by which applications for grants or contracts must be submitted. Pay close attention to whether the deadline is “to be received at the agency” by the deadline or “postmarked” by the deadline.DEMONSTRATION GRANT: Generally of limited duration which seeks to test the feasibility of an idea, approach or program.DISADVANTAGED: Individuals who because of physical, emotional, social, economic or other reasons are unable to adequately compete within the context of an educational institution.DIRECT COST: Expenses which can be itemized by categories having descriptive terms for utilization of funds, e.g. salaries and wages, travel, etc.DUNS NUMBER: Identification number used for Department of Education proposals.FEDERAL ID # OR FEDERAL ENTITY NUMBER: The college’s number is 878865518.FEDERAL REGISTER: Contains proposed and final guidelines, and other administrative regulations of programs as announced by Federal agencies in precise working of the law. It may be purchased from the United State Government Printing Office in Washington. It can also be found online at: www.gpoaccess.gov/fr/index.htmlFORMULA GRANTS: Funds distributed by the Federal government (usually to state agencies) for use in specified projects. The funds are awarded on the basis of demographic and economic data from which a formula has been computed.FRINGE BENEFITS: Benefits such as life and health insurance, retirement, unemployment compensation and workers compensation that are paid in addition to salary. Benefit packages change yearly.FULL TIME EQUIVALENT: The amount of time spent or required in a less than full time activity divided by the amount of time normally spent or required in a corresponding full time activity during the regular school term. (Also referred to as a regular budgeted position.)GRANTEE: One who receives and administers a grant.GRANTOR: Agency that gives funds to carry out projects.INDIRECT COSTS: Those costs, which cannot be identified specifically with a particular program, project or activity. They are costs that are incurred for several purposes which are necessary to the operation of the institution or agency; for example, library resources, building maintenance, and general administration.MATCHING FUNDS: Cash or “in-kind” support contributed by the grantee to fulfill objectives of the project. Amount of needed matching funds varies with the program.

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MEASURABLE OBJECTIVES: Goals stated in such a way that the achievement or non-achievement of this goal may be determined with a relative degree of precision by objective observation and measurement (also called criterion based objectives).NEEDS ASSESSMENT: A continuous, formal process for identifying in what areas and by how much the present system is short of an ideal state.OFFICIAL FUNCTION: Expense such as food that needs justification as to the public purpose it produced to the funding agency or campus.OUTREACH: Contributes to eliminating artificial barriers to the use of educational resources by finding new ways to serve.PASS THROUGH AGENCY: State or local agency that receives federal funds and conducts its own application and award process.PRE-APPLICATION: A prospectus following a prescribed format developed by an agency and utilized to screen proposals.PRIME GRANTEE OR PRIME CONTRACTOR: A single agency which has the overall responsibility for conducting a program usually involving subcontractors.PROJECT PROGRAM OFFICER: The Federal or State agency representative who has the task of monitoring the project, providing technical assistance to the project, and insuring that the objectives are carried out within the framework of regulations.PROPOSAL: An application submitted to a funding source seeking approval and funding.PUBLIC LAW: Means of classification of laws passed by Congress, e.g. P.L. 88-269 Library Services and Construction Act 1964 is translated as a public law passed by the 88th Congress.RESOURCE INVENTORY: An enumeration of services, facilities, personnel, and agencies related to a particular topical area.REVENUE SHARING: Tax funds appropriated by Congress and distributed to local and state governments in sums determined by a complex formula.REQUEST FOR PROPOSALS (RFP): An announcement by an agency that is accepting proposals to accomplish a specific objective.STATE PLAN: Document developed by a state agency, based on guidelines from and to be approved by Federal agency, in order to insure that(1) funds flow to supplanting state and/or(2) that state is in compliance with regulations.SUPPLANTING: Use of grant funds to pay for ongoing activities already budgeted or for the usual activities assigned to a position.TITLE: A major section of a piece of legislation, e.g. Title I Higher Education Act, 1965.UNSOLICITED PROPOSALS: Agencies may allow institutions to submit proposals that may or may not match the priorities of those agencies. May be an offer to perform tasks that are not the results of an RFP announced by the agency.

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Appendix APolicy 04:02:00

This form should be completed and submitted to the Advancement Office - Grants to

research funding sources for a specific project. This form is necessary to ensure prompt research is done.

Faculty/Staff Name:

Signature: Email:

Department & Division:

Phone Number: Office Location:

Projected Date:

Funds Needed:

List Specific Need (s) That Your Area Would Like to Find External Funding to Support:

If Possible, List Specific Sources That Might Provide Funding:

Date Received by Grants Director & Signature:

Outcome:

Columbia State Community CollegeGrant Research Request Form

A

B

Policies and Procedures Manual Grant Proposals and Management

Policy No. 04:02:00 Appendix B

Page 1 of 2 __________________________________________________________________________________________

Request to Explore Grant Project

Review Request Date: Application Due Date: Request made by: Department: Email: Ext: Project Title: Project Summary: (Use back if needed)

Grant Opportunity Evaluation Tool (all questions must be answered)

1. Have you read the Columbia State Grant Handbook and reviewed the forms and procedures? Yes _______ No _______ 2. Does this project align with the strategic plan, mission and goals of the college (if “yes, cite

specific item numbers in college documents).

If NO to either of these questions, stop here.

3. Based on the policies and procedures outlined in the Columbia State Grant Handbook is there adequate time to prepare the application and have it reviewed before submission?

4. Has this project been discussed with your supervisor/dean/vice-president? 5. What is the funding source? 6. Does the college have a history with this entity? 7. URL for more information about this specific funding source and grant opportunity: 8. Are non-Columbia State partners expected/required? Yes ________ No ________ If yes, please list potential partners: 9. Does the project commit other Columbia State departments/employees, and has this been

discussed with them? Yes _______ No _______ If yes, please list potential participants and extent of expected participation: 10. Who will develop the project budget and write the application? 11. If funded, who will oversee execution of and reporting on the project?

B

Policies and Procedures Manual Grant Proposals and Management

Policy No. 04:02:00 Appendix B

Page 2 of 2 __________________________________________________________________________________________

12. Total Project Budget: Grant Funds Requested: Match Required of Columbia State: Source of required match (include money and/or in-kind): 13. Have you verified that the College already has resources to execute the grant if funded (including

personnel, office space, equipment, etc.)? Yes _______ No _______ If “no” please indicate whether grant pays for these additional resources.

14. Is there a need for a plan for financial/personnel sustainability beyond the grant funding period?

If yes, have you developed the plan? Please discuss. 15. How will this help the College succeed (financial or otherwise)? 16. Required signatures. By signing below, the signatories attest that they grant permission for the

requestor to explore opportunities for the above described project. This does not commit the College to pursue this grant, only to allow its evaluation.

Required Review Signature Date Yes No

Dept. Rep./Division Dean

Grants Director

Exec. For Advancement

Vice-President

President

Revised 8/12

Columbia State Community CollegePartner Proposal Approval Form

This form should be completed in conjunction with Form B if you are collaborating on a proposal with a partner(s) (i.e. another college or organization and CSCC is not the submitting organization).

Review Request Date: Application Due Date: Award Date:

CSCC Faculty/Staff:

Department: Email: Ext: Project Title:

Funding Source:

URL for more info:

Submitting Organization:

Other Partners:Approx. Project Value: Amt. CSCC Receives:Project Summary: (use back if needed)

CSCC Commitment Required: (be specific, use back if needed)

Appendix C Policy 04:02:00

C

Required Approval Signature Date Yes No

Dept. Rep./Division Dean

Grants Director

Exec. for Advancement

Vice-President

AVP, Business Services

President

Approval Action

Columbia State Community CollegeFinal Proposal and Budget Approval Form

Please review the attached FINAL grant application, Each of you have already approved the

pursuit of these funds on a previous form.

Submitted for Approval: _______________________________, Grants Director Date: ___________ Submitted for Approval: _______________________________, Project Director Date: ___________

Appendix DPolicy 04:02:00

Insert final comments

or explanations for

review by signatories

D

Required Approval Signature Date Yes No

Dept. Rep./Division Dean

Grants Director

Exec. for Advancement

Vice-President

AVP, Business Services

President

Approval Action

Columbia State Community College GRANT AWARD NOTIFICATION

This form must be completed and forwarded to the appropriate individuals within one week of receiving notification of the grant award. I. GENERAL INFORMATION

Granting Agency:

Grant Title:

Grant ID No.:

Starting Date:

Ending Date:

Project Director:

Reporting Requirements and Dates Due:

II. PERSONNEL INFORMATION Grant Personnel (Name/Title) % Time on Grant Salary in $ Benefits in $ III. BUDGET SUMMARY (Attach copy of approved grant budget): Year 1 Year 2 Year 3 Year 4 Salaries & Benefits Project Operating Funds Indirect/Overhead Funds TOTAL AGENCY FUNDS Matching Funds In-kind Cash TOTAL MATCHING Matching Funds Required: In-kind Source(s) :

Cash Source(s):

Copies to: President Director of Grants Management Executive For Advancement Area Vice President Division Chair Director of Human Resources Business Manager

Appendix EPolicy 04:02:00

E

Columbia State Community College

QUARTERLY REPORT

This form is to be used by the project director to submit the quarterly report to the director of grants management by the last working day of each quarter in which a report to the granting agency is not required (March, June, September, December). Grant:

ID No.:

Individual Submitting the Report:

Date:

SUMMARY OF GRANT ACTIVITIES FOR THE QUARTER ENDING ________________________ Goals/Objectives Completed: Goals/Objectives Deadlines Not Met /Adjustments Made to Meet the Deadlines: Summary of Budget Modifications:

11/11

Appendix FPolicy 04:02:00

F

Columbia State Community College

GRANT IMPLEMENTATION SUMMARY

This form is to be used as a final report for those grants that do not require submission of a final report to the granting agency. The form is to be submitted to the director of grants management within one month of the last day of the grant period. Grant:

ID No.:

Individual Submitting the Report:

Date:

SUMMARY OF GRANT ACTIVITIES Goals/Objectives Completed: Goals/Objectives Deadlines Not Met /Explanation: Impact on the College: Budget Summary: Amount Percentage of Total Grant Funds Received Grant Funds Expended Matching Funds Required (Total In-kind & Cash) Matching Funds Expended

11/11

Appendix GPolicy 04:02:00

G