Emory & Henry College: Grants

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Grants Office Forms and Procedures

Grant Proposal Process Overview:
The Office of Institutional Advancement developed the grant proposal process to ensure that resources and staff time are being committed to support the strategic priorities of Emory & Henry College. Even individual research projects can have an impact on the distribution and use of institutional resources such as equipment, lab space and time, and the teaching obligations of faculty. Issues that are factored into these decisions include the likelihood of funding, matching fund requirements, and the sustainability of the program or project.

In addition, the Office of Institutional Advancement monitors all submissions to public and private funding sources to avoid internal conflicts and to ensure that Emory & Henry's fundraising and academic goals are being served. The clearance process ensures that multiple proposals from various departments are not being submitted to the same funding source at the same time and competing against each other.

The Director of Foundation & Corporate Relations maintains files of grant proposals submitted by faculty and staff on behalf of Emory & Henry College. These files will include copies of all proposal materials, an original Request for Proposals document, and, if the proposal receives funding, copies of award documents and all reports submitted to the funding sources. Faculty, staff and administration should work with the Office of Institutional Advancement as they prepare their reports to funders.

The Director of Foundation & Corporate Relations will review and approve reports to ensure their timely submission according to the funders' specifications. The grant application submission process involves two parts:

the Pre-proposal and
the Final Proposal Approval.

Faculty and staff who wish to pursue grant funding for a project should follow the procedures outlined herein.

Grant Pre-proposal Coordination Form
Match Commitment Form

Pre-Proposal Process
The Grant Proposal Coordination Form should be completed by anyone in the E&H community who intends to seek external funding. The form needs to be completed as early in the grant-seeking process as possible, no less than eight weeks before a submission deadline. Prior to submitting this form, the Primary Investigator/Project Director should seek approval for the project from his or her immediate supervisor and from the Executive Council member for his or her area. These individuals and the Director of Foundation & Corporate Relations should be included in discussions during the project's conceptual and/or planning stages.

The Grant Pre-proposal Coordination Form will require two attachments:

a brief (one page maximum) narrative description of the proposed project, and
a detailed preliminary project budget, including specific notes on how each expenditure line item was calculated. It is particularly important when requesting stipends/salary and student stipends to contact the Executive Council member for one's area to determine appropriate, standard pay and benefit rates used by the College.

The completed pre-proposal must be signed by the Principal Investigator/Project Director's immediate supervisor and the Executive Council member and then routed to the Director of Foundation & Corporate Relations. The Director of Foundation & Corporate relations will submit signed pre-proposals to the President's Office for review and final approval. The President will approve pre-proposals by signing the Pre-proposal Coordination Form and the Match Commitment Form and returning the completed original forms to the Director of Foundation & Corporate Relations who will then send copies to the Principle Investigator, his or her supervisor, and the Executive Council member. Please contact the Director of Foundation & Corporate Relations with questions regarding this process.

Match Commitment Form
To ensure that college resources and finances are best used, the Match Commitment Form needs to be completed for any grant proposal that requires money or resources (i.e., in-kind or cash leverage funds, staff/faculty release time, use of college facilities, etc.) from Emory & Henry College. The procedure for submitting the Match Commitment Form is identical to that described under the Grant Pre-proposal Coordination Form instructions. These forms should be submitted at the same time.

For assistance completing either of these forms, contact Melissa Sutherland in the Office of Institutional Advancement at ext. 6125. Completed forms may be sent to her electronically at msutherland@ehc.edu. A copy of forms will be kept on file in the Office of Institutional Advancement.

Final Proposal Approval
Please note that completing the pre-proposal forms is only the first step in the application submission process. The Pre-proposal process gives the Principal Investigator/Project Director authorization to continue with his or her proposal. Additional approval is required from the President's Office to submit the final application. Proposals should be completed and submitted at least two weeks ahead of the published deadline, as the President will require time to review documents and ask for clarification or revisions, when necessary. Proposals will not be signed without prior approval from the President's Office. The President is the signatory on all grant proposals and applications, including electronically submitted applications. As you develop your proposal, you will work with the Director of Foundation & Corporate Relations to ensure that all grant application guidelines are met. The Director of Foundation & Corporate Relations will provide the following support to members of the Emory & Henry College community:

work with members of the E&H community, division chairs, the Executive Council member, and the President during the project planning process,
review, proof-read, and edit proposal materials,
assist in obtaining letters of support and other requisite materials,
write narrative sections that pertain to the college's history, mission, key personnel, and accomplishments,
assist with formatting work plans and budget narratives,
organize proposal materials based upon grant application guidelines,
obtain final approval of the application package, including required signatures, from the college president,
prepare the application submission package, and
submit the application to the funding source via the method outlined in the Request for Proposals (RFP) or other application guidelines.

Electronic Grant Submission:*
Many government agencies now require applicants to use electronic clearinghouses as the preferred method for application download and submission. Agencies such as the National Science Foundation (NSF) have their own clearinghouse (Fast Lane), while others use more generic websites, including grants.gov (http://www.grants.gov).

Grants.gov is becoming the standard site to access government grant applications. Emory & Henry College is currently registered as a user through Grants.gov. The College has designated the Office of Institutional Advancement as the central location for all electronic grant submissions. Should your grant require submission through Grants.gov, the Director of Foundation & Corporate Relations will guide you through this process.

* The proposal process is the same for paper application submissions and electronic grant submission. Please refer to previous sections of this site for procedures.

Grant Stewardship
Active management of grant funds is crucial in maintaining Emory & Henry College's reputation as a responsible grant steward among all types of funding institutions. Emory & Henry College takes great care to ensure that the monies entrusted to the College are used in the manner described in the original grant proposals. Any deviation from the original proposal must be fully approved by the funding agency. The Principal Investigator/Project Director agrees to oversee grants stewardship in a manner that reflects well on the College.

Grant program and financial requirements vary among funding institutions. All Principal Investigators/Project Directors may ensure good stewardship by following these steps:

The Principal Investigator/Project Director should read the original Request for Proposal (RFP) completely prior to developing the proposal to be certain that all required conditions of an award can be fully met by the College. Information pertaining to grant management, including match requirements, reporting deadlines and procedures for requesting funding award draw downs, is almost always a part of the RFP.
The Principal Investigator/Project Director is responsible for understanding all aspects of grants management for all grant awards received for his or her projects. He or she is responsible for maintaining open communication with the College's Director of Foundation & Corporate Relations regarding reporting requirements, deadlines, and required materials for grant compliance.
Upon notice of a funding award, the Principal Investigator/Project Director will obtain required signatures on any paperwork acknowledging receipt of award. Most often this information arrives in the President's Office and will be forwarded from there to the appropriate persons for additional signatures. (Special instructions from the funding organization are typically included in a cover letter or award packet. These often include special conditions related to the award that must be met before funding may be drawn down.)
The Director of Foundation & Corporate Relations in the Office of Institutional Advancement should receive signed copies of all award materials to include in the grant proposal file. The Principal Investigator/Project Director should also keep copies of materials on file in his or her office.
The Principal Investigator/Project Director should immediately notify the College's Director of Finance regarding a funding award. The Director of Finance will work with the Principal Investigator/Project Director and the Director of Foundation & Corporate Relations to set up appropriate cost codes and other financial information to facilitate proper management of grant award funds. (Please note that the use of grant award monies must be in direct compliance with stipulations outlined in the funding award contract, unless specific deviations are allowable under the contract and have been pre-approved by the funding organization in writing. Failure to comply with grant award conditions, including failure to properly expend all award funding, may put the college in jeopardy of losing the grant award and/or greatly hinder the college's ability to receive future funding awards. Any deviations in use of funds must also be pre-approved by the President's Office. Please contact the Director of Foundation & Corporate Relations for more information.)
The Principal Investigator/Project Director will submit reports and answer inquiries and requests for materials to the funding agency's Grants Program Officer in a timely manner and via specific reporting instructions outlined in the RFP and the award document.
All reporting must be reviewed and approved by the Director of Foundation & Corporate Relations prior to submitting these to the funding agency. Please submit reporting at least two weeks in advance. The Director of Foundation & Corporate Relations will review reports to ensure they are complete and that they meet all required reporting guidelines put forth by the funding agency.
Copies of reports should be on file with the faculty member and with the Office of Institutional Advancement.
At the project's completion, the Principal Investigator/Project Director should closely follow the funding agency's procedures for closing out the grant. Please copy the Director of Foundation & Corporate Relations in the Office of Institutional Advancement on all related close out documents.