Polices and Procedures

Board By Law:   
Policy Number:  2.6000
Subject Area:  General College Policies/Administration 
Approved Date:  02/10/2010

The following procedures shall be followed systematically in researching government grant opportunities through the application process and effective management of grant funds. A model has been developed to include the following processes:  identify, assess, apply, receive, and manage.

GRANT TRACKING, ASSESSMENT, APPLICATION AND MANAGEMENT PROCESSES

Federal Grants Opportunity Tracking and Assessment Process

  • Grant.gov listserv is monitored daily and provides a listing of all federal grant opportunities listed in the Federal Register. Additional information is obtained from the CRD Listserv and agency listserves. (IDENTIFY)
  • Initial Opportunity Listing is reviewed. (IDENTIFY)
  • If opportunity is not appropriate (not aligned with KC’s mission and institutional plan and/or KC does not qualify), no further action taken. (ASSESS)
  • Online summary reviewed if there is a possibility the opportunity is appropriate. (ASSESS)
  • If opportunity is appropriate for further review, a funding opportunity summary will be prepared and the RFP may be downloaded. (ASSESS)
  • The funding opportunity summary and possibly the RFP are disseminated to the appropriate VPs, deans, faculty and staff for review. (ASSESS)
  • VPs, deans and others meet with Grants Facilitator to review opportunity and complete grant opportunity evaluation. (ASSESS)
  • If the opportunity passes the evaluation process, a committee is formed to pursue completion of the application. (ASSESS)

State Grants Opportunity Tracking and Assessment Process

  • Illinois state departmental links provide listings of state grant opportunities and are monitored on a regular basis. Some information may also be available on the CRD Listserv and agency and organizational listserves. (IDENTIFY)
  • Initial Opportunity Listing is reviewed. (IDENTIFY)
  • If the opportunity is not appropriate (not aligned with KC’s mission and institutional plan and/or KC does not qualify), no further action taken. (ASSESS)
  • Online summary reviewed if there is possibility the opportunity is appropriate. (ASSESS)
  • If opportunity is appropriate for further review, a funding opportunity summary will be prepared and the RFP may be downloaded. (ASSESS)
  • The funding opportunity summary and possibly the RFP are disseminated to the appropriate VPs, deans, faculty and staff for review. (ASSESS)
  • VPs, deans and others meet with Grants Facilitator to review opportunity and complete grant opportunity evaluation. (ASSESS)
  • If the opportunity passes the evaluation process, a committee is formed to pursue completion of the application. (ASSESS)
Private Foundations and Corporations Tracking and Assessment Process
  • Numerous publications and listserves are monitored. (IDENTIFY)
  • The Foundation Center resources are utilized as needed. (IDENTIFY)
  • If the identified resource is not appropriate (not aligned with KC’s mission and institutional plan and/or KC does not qualify), no further action taken. (ASSESS)
  • If the resource is appropriate for further review, a funding opportunity summary is prepared. (ASSESS)
  • The funding opportunity summary is disseminated to the appropriate VPs, deans, faculty and staff for review. (ASSESS)
  • VPs, deans and others meet with Grants Facilitator to review resource and complete grant opportunity evaluation. (ASSESS)
  • If the resource passes the evaluation process, a committee is formed to pursue completion of the application. (ASSESS)
COMPLETE APPLICATION PROCESS(APPLY)

NOTIFICATION OF AWARD  (RECEIVE)

OPERATE EFFECTIVELY  (MANAGE)
  • Assign to Project Manager who will:
    • Meet Grant Deadlines
    • Spend Grant Funds Appropriately
    • Report Grant Progress Quarterly (March, June, September, December)
    • Provide information for Quad Charts which will be used by the Director of Financial Reporting and Internal Auditing to monitor grant contractual compliance.

Approval History:

Replaces Grants Procedure 6.10P, Approved February 18, 2010