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 and Resource Development to schedule an appointment at (415) 239-3979 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.
- Schedule a meeting with the Dean of Grants and Resource Development to complete the Grants Criteria Assessment Form (Form A). In preparation for your meeting, please review Form A and complete as much of it as you can. Review the funders Request for Proposals/guidelines to help you with this. Schedule the meeting and submit Form A at least 2 months prior to the grant deadline.
- After your initial meeting with the Office of Grants & Resource Development, complete the Grant Concept Approval Form (Form B). Obtain the appropriate signatures within your reporting chain. Note that you will not need the approval of the District 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 (if you don't yet have a funder in mind)
- 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, the Office of Grants and Resource Development will alert the District Business Office that a budget is forthcoming and will require their review.
7. At least 2 weeks prior to submitting your proposal, the Office of Grants and Resource Development will submit for review by the District Business Office (a) your proposed budget, (b) the Grant Concept Approval Form (Form B), and (c) the Business Office Grants Briefing Form (Form C).
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.