Obtaining Board Approval

How do I obtain Board Approval of Incoming Restricted Funds?

  • Immediately after submitting your proposal, complete the form entitled, “Restricted Fund Project Overview” (Form D) and submit it to your supervising administrator (typically your Dean) for inclusion on the next Board of Trustees meeting agenda.  This is an information item, not an item on which the Board will take action.  Your supervising administrator will seek approval from your Vice Chancellor.

 

  • Upon award of the restricted fund project (grant/contract/sub-award), submit the following information to your supervising administrator for inclusion on the Incoming Restricted Funds matrix:

- Name of funding agency (appears in the column labeled “Grantor”)

- Start and end dates (appears in the column labeled “Original Contract Date”)

- Total amount of the funding (appears in the column labeled “New Total Not to Exceed”)

- A brief description of the restricted fund project, the indirect rate, and the originator (appears in the column labeled “Comments; Originator”)

  • The matrix will link to the Restricted Fund Project Overview that you created for the Board’s earlier review.  The Board of Trustees will take action on the Incoming Restricted Funds matrix to accept the award. 

Once the restricted fund project award is approved by the Board, you will not need to seek approval of any contracts or sub-awards associated with that restricted fund project award or for any changes to the award (extensions, augmentations, etc.) as long as the scope of work remains the same and there is no additional impact on the College’s financial and staffing resources.

How do I obtain Board Approval of Outgoing Restricted Funds?

If you followed the instructions above and the Board approved your incoming restricted funds after July 25, 2013, you do not need to do anything to obtain Board approval, even if you did not list the name of the subcontractor or sub-awardee on the Restricted Fund Project Overview (Form D).

  • Prepare an Outgoing Restricted Funds matrix item for your restricted fund contract or sub-award (use the formatted form for Outgoing Grant, Contract Ed. Contracts and Sub-awards)

 

  • Complete the Restricted Fund Project Overview (Form D) for the restricted fund source (e.g., grant) that is funding the contract or sub-award (once you have completed this form for the grant, you can continue to link to it for future associated contracts or sub-awards); and

 

  • Submit the matrix item and Restricted Fund Project Overview (Form D) to your supervising administrator (typically your Dean) for inclusion on the next Board of Trustees meeting agenda.

Please consult the Office of Grants & Resource Development if you need assistance with Board items.