An overview of Saddleback College’s policies and procedures for identifying grant opportunities, submitting grant applications, managing funded projects, and closing out completed grants.
Condensed Desk Version
September, 2012
OFFICE OF GRANTS & CONTRACTS
Table of Contents
Page
Introduction 1
Grants Office Services 1
Pre-Award, Grant Development 2-11
Grant Development/Application Process Overview 3
Pre-Award Grant Process Flow-Chart 7
Where to Find Grants 8
Guide to Funder Relationships 10
Guide to Writing a Grant Proposal 16
Grant Acceptance 12-13
Grant Acceptance Overview 12
Post-Award, Grant Administration 14-46
Guide to Managing a Grant Award
Personnel Hiring for Grants Projects 17
Grants Office Services - Attachment 18
Post Award Responsibilities 19
Grant File Checklist 20
Saddleback College
Introduction
Grants Office Information
Carol Hilton
Vice President for College Administrative Services Saddleback College
(949) 582-4872
Cathy Arreguin
Grants Analyst
(949) 348-6087
Edward de la O
Grants Analyst
(949) 582-4505
The Grants Office is available to support faculty, staff and administration throughout the entire grant cycle including:
Pre-award training and assistance services
· Ideation/brainstorming
· Identifying funding sources
· Assist in development of program models & designs
· Writing grant proposals
· Securing institutional approvals
· Submitting grant applications
Post-award grant oversight, assistance, and support services
· Contract development and review
· Securing signatures on contracts and agreements
· Assisting with funding agency approvals for budget transfers/modifications, change of scope and no-cost extensions
· Liaison with program officer or representative at funding agency
· Troubleshooting
· Providing research, analysis, and internal reports when necessary
· Monitoring compliance with terms of award, budget & grant agreement
· Maintaining grants submission and award files for audits, etc.
Saddleback College
Grant Development & Application Process
Overview
Step # 1 - PRE-PLANNING
· Consult with your Chair, Dean, or Vice-President to verify that your idea fits your departmental, institutional and personal development plans.
· Contact the Grants Office early for assistance in the pre-planning process.
· Make sure that your project is aligned with college goals. You may also want to consider how your project aligns with CCCCO and/or federal objectives
· Obtain institutional support prior to putting significant work into your proposal.
· Complete the attached Grant Development Project Form
Step # 2 – SEARCHING FOR FUNDING SOURCES
Search for funding sources that fit what you want to do, not vice versa.
Step # 3 – PRE-APPLICATION ASSISTANCE
Contact the Grants Office as soon as possible (see contact information above). Grants Analysts are available to meet with faculty & staff interested in pursuing grant funding. Your Grants Analyst will assist with the application process, review the completed application package and coordinate institutional approval. During the Pre-Application Assistance phase, your Analyst will be able to review your project, determine fit with potential funders, and advise you with various aspects of the proposal development process.
Step # 4 – WRITING THE GRANT - See “Guide to Writing a Grant Proposal” beginning on page 16 of full length Grants Manual for detailed information on developing and writing a winning proposal.
Grant Writing Do’sP / Talk to the Grantor’s Program Officer or staff representative.
P / Ask for HELP- assemble a team who will assist you to get the job done
P / Allow for plenty of time to research, write, edit, and submit the grant application.
P / Review previously funded grants by the funder- this helps you know what they are looking for.
P / Get your application APPROVED by Department, District Grants Office prior to submittal.
P / Submit final application to Grants Office 10 Days prior to deadline. Grants Office will coordinate submission process. Grants of substantial scope and size may require longer than a 10 day “lead time.”
Step # 5 - SUBMISSION
All state and federal grant applications must be approved by the Chancellor or designee prior to submission. The Project Director is responsible for providing all required materials to the Grants Office prior to submission of the final application/proposal.
Hardcopy/Paper Submission
· Email an electronic copy of the final draft proposal (10) working days prior to submission deadline.
· The Grants Analyst will develop all forms needed for District approval (if required) and submit the application/proposal to the Vice Chancellor of Learning Services and Technology for final review and original signatures.
· The Grants Analyst will submit the grant budget to District Accounting for review and approval – allow five working days to review and approve proposed budget.
· Grant applications which require a match of funds or in-kind donation by the college submitted to District Accounting for approval must include, on the application or on a separate document or e-mail, the signatures of the College President and the College Vice President for College Administrative Services, stating they have reviewed and approved the match required in the proposed budget.
· Upon District approval, the Grants Analyst will deliver the signed proposal to the Project Director.
· Grants Analyst will complete the submission of the application package to the grantor.
Electronic Submission
· Submit to the Grants Office, the complete grant package via email and one hardcopy proposal ten working days prior to submittal deadline.
· Grants Analyst will submit the application to the required District representatives for final review and signatures.
· Generally, District representative requires a minimum of (5) working days to review/sign the proposal.
· Upon District approval, the Grants Analyst will deliver the signed proposal(s) to the Project Director.
o Grants Office will submit the final application to the granting agency.
Step # 6 - WAIT
Now you will wait for notification of funding status. It may take several months before a decision is made, depending on the funding source.
Saddleback College
Where to Find Grants
The internet offers quick and easy access to thousands of potential grant opportunities. Typical funders that offer grants include private & corporate foundations, trusts, and government agencies (federal, state, and municipal). The following is a list of websites which can be utilized to search for grant opportunities. For assistance in researching grant opportunities, please contact the Grants Office.
www.grants.gov
Grants.gov is your source to find and apply for federal grants.
https://www.fedconnect.net/FedConnect/default.aspx
FedConnect is an online marketplace where federal agencies post opportunities and make awards via the web
www.hhs.gov
HHS.gov is the website for the Department of Health and Human Services. The HHS Forecast lists grants to be issued by the agency during the current fiscal year.
http://www.foundations.org/grantmakers.html
Foundations.org is a web portal which provides various support and resources for grant seekers including lists of major foundations and agencies (including web addresses) which award grants.
www.foundationcenter.org
The Foundation Center maintains the most comprehensive database on U.S. grant makers and their grants; issues a wide variety of print, electronic, and online information resources; conducts and publishes research on trends in foundation growth, giving, and practice; and offers an array of free and affordable educational programs
http://www.cccco.edu/Home/tabid/189/Default.aspx
The California Community Colleges Chancellor’s Office website is another avenue for potential grants. Available grants are located within each Chancellor’s Office division.
Saddleback College
Guide to Writing a Grant Proposal
Introduction
The proposal must be part of a process of planning and research which includes outreach and relationship cultivation of potential private, foundation, corporate, and governmental funders.
You need to follow a step-by-step process in the search for grant funding. It takes time and persistence to succeed. After you have written a proposal, it can take up to a year to obtain the funds needed to carry it out. Your aim should be to build a network of state, federal, foundation and corporate funders, many of which give small gifts on a fairly steady basis and a few of which give large, periodic grants.
Developing the Proposal Idea
To develop a project or program into a plan for funding, you need to answer the following questions:
1. What community need does the plan address?
2. What would an improved community situation look like?
3. What can this organization/program/project do to improve the situation?
4. How will it be determined that the project has succeeded?
5. How much will the project/program cost?
6. How will the project/program be funded in the future?
Gathering Background Information
As the Dean, Assistant Dean, or Project Director, you are content and subject matter experts in the program for which you are seeking to fund. The first thing you will need to do in writing your proposal is to gather the documentation for it. You will require background documentation in three areas: concept, program, and cost/expenses. You must provide the Grants Analyst with sufficient data, information, narrative, and descriptions so that he/she can translate your raw data and information into a cohesive and compelling narrative statement. Without sufficient data, the Grants Analyst will not be able to independently develop the program and write the application. This data-gathering process makes the actual writing much easier. Involving other stakeholders in the process helps key people within your college seriously consider the project’s value to the organization.
Concept
It is important that you have a good sense of how the project fits with the philosophy and mission of your department and the college. These concepts must be well-articulated in the proposal.
Program
Here is a check list of the program information you require:
§ Nature of the project and how it will be conducted
§ Timetable for the project
§ Anticipated outcomes and how best to evaluate the results
§ Staffing needs, including deployment of existing staff and new hires
Expenses
You will not be able to identify all the expenses associated with the project until program details and timing have been worked out. Thus, the main financial data gathering takes place after the narrative part of the proposal has been written. At this stage you need to sketch out the broad outlines of the budget to be sure that the costs are in reasonable proportion to the outcomes you anticipate.
Components of a Proposal
I. Executive Summary / Abstract
II. Statement of Need
III. Project Description
IV. Project Timeline / Key Milestones
V. Budget
VI. Organization Information
VII. Conclusion
The Executive Summary
This first page of the proposal is the most important section of the entire document. Here you will provide the reader with a snapshot of what is to follow (see page 19 of Grants Manual full length version). Specifically, it summarizes all the key information and is a sales document designed to convince the reader that this project should be considered for support. Be certain to include:
1) Problem
2) Solution
3) Funding requirements
4) Organization and its expertise
The Statement of Need
The statement of need will enable the reader to learn more about the issues. It presents the facts and evidence that support the need for the project and establishes that the applicant organization understands the problems and therefore can reasonably address them. You want the need section to be succinct, yet persuasive (see page 19 of Grants Manual full length version).
1) Decide which facts or statistics best support the project.
2) Give the reader hope.
3) Decide whether you can demonstrate that your program addresses the need differently or better than other projects that preceded it.
4) Avoid circular reasoning.
The statement of need does not have to be long and involved. Short, concise information captures the reader’s attention.
Tips for writing the need statement:
· Use verifiable, reliably sourced statistics. Do not utilize assumptions, vague data, or undocumented assertions.
· Use statistics and data that are clear and support your argument.
· Use comprehensive research when possible.
· Quote authorities who have spoken on your topic.
· Use personal stories of clients/the affected population as examples, when appropriate.
· Focus your explanation of the need on the geographic area your project can serve.
· Give a clear sense of urgency of your request. Funders need to understand why the funding is important now.
Questions to ask when writing the need statement:
· Who is in need? Where are they? When is the need evident? What is the need?
· Why does this need occur? What evidence do you have to support your claim?
· What are the consequences of not meeting the need? How is the need linked to your organization/program/project?
The Project Description
Goals
Goals are broad-based statements of the ultimate result of the change being undertaken. This is often a result that is unreachable in the short term, but an ideal over the long term.
Objectives
Objectives are the measurable outcomes of the program. They define your methods. Your objectives must be tangible, specific, concrete, measurable, and achievable in a specified time period.
Well –articulated objectives are increasingly critical to a proposal’s success.
Using a different example, there are at least four types of objectives:
1. Behavioral – A human action is anticipated.
Example: Fifty of the 70 children participating will learn to swim.
2. Performance – A specific time period within which a behavior will occur, at an expected proficiency level, is expected.
Example: Fifty of the seventy children will learn to swim within six months and will pass a basic swimming proficiency test administered by a Red Cross-certified lifeguard.
3. Process – The manner in which something occurs is an end in itself.
Example: We will document the teaching methods utilized, identifying those with the greatest success.
4. Product – A tangible item results.
Example: A manual will be created to be used in teaching swimming to this age and proficiency group in the future.
Tips for Writing Good Goals & Objectives
· Make sure goals & objectives tie directly to the need statement.
· Include all relevant parties in the target population you have identified.