Grant Approval & Preparation Process
To maximize the College's success in securing competitive grant funding, the College established new procedures effective July 26, 2013 with respect to seeking and applying for funding from external sources. This process enables key leaders in the College and District to be informed, approve grants, and ensure the feasibility of your proposed project.
Preparing Your Proposal
- If you are interested in pursuing a grant, you must contact the Office of Grants & Resource Development to schedule an appointment at (415) 239-3677 or firstname.lastname@example.org. Please keep in mind that the optimal amount of time required to prepare a successful proposal is a minimum of 2 months.
- In preparation for your meeting, complete as much of the Grants Criteria Assessment Form (Form A) as you can. Review the funder’s Request for Proposals/guidelines to help you with this. Submit this form at least 2 months prior to the grant deadline.
- After your first meeting with the Office of Grants & Resource Development, complete the Grant Concept Approval Form (Form B). Obtain the appropriate signatures within your reporting chain with the assistance of the Dean of Grants & Resource Development. Note that you will not seek the approval of the Business Office until after you have drafted your budget (see Steps 6 and 7 below). This process will take roughly 2 weeks, depending on the availability of the individuals required to sign the form.
- Submit the signed Grant Concept Pre-Approval Form (Form B) to the Dean of Grants & Resource Development who will sign and submit the form to the Associate Vice Chancellor of Institutional Development. Allow 1 week for this process.
- Once the appropriate approvals to move forward with your proposed project have been obtained, the Office of Grants & Resource Development can help you with the following:
- identifying funding sources
- designing programs
- preparing applications: developing budgets, writing and/or editing proposal narratives, completing required forms, and obtaining appropriate signatures
- submitting applications (the Office of Grants & Resource Development is the only entity authorized to submit proposals)
- submitting necessary Board resolutions and Board reports related to grants
The process of writing a proposal and developing a budget typically takes 2-3 weeks, depending on the funder’s requirements, the nature of your project, your workload, and that of the Office of Grants & Resource Development.
6. At least 3 weeks prior to submitting your proposal, you will need to alert the Business Office that they will receive a budget to review within the following week.
7. At least 2 weeks prior to submitting your proposal, you will need to submit for review by the Business Office (a) your proposed budget, (b) the Grant Concept Approval Form (Form B), and (c) the Business Office Grants Briefing Form (Form C). The Dean of Grants & Resource Development will assist you in this process.
8. Once your budget is approved and the final signature is obtained on the Grant Concept Approval Form (Form B), the final stage is to work with the Dean of Grants & Resource Development to finalize and submit your proposal. Many systems are now online, and, as noted above, the Office of Grants & Resource Development is the only entity authorized to submit your proposal.