Policies and Procedures

Grants Procedure

Policy Number:  2.6000
Subject Area:  General College Policies/Administration 
Adopted: 02/10/2010
Revised: 07/15/2026

I. Purpose

This procedure establishes systematic processes for researching government grant opportunities, preparing grant applications, and effectively managing grant funds to supplement federal, state, and local funding for the College and to enhance existing programs and initiatives and establish innovative ones.

 

II. Scope

This procedure applies to all departments, divisions, and personnel involved in grant development, implementation, and maintenance. It includes guidance for the Development and Grant Coordinator, Grant and Contract Accountant, department program leads, Vice Presidents, deans, and faculty members participating in grant activities.

 

III. Standard Implementation

Grant development, implementation, and maintenance shall follow three distinct phases as outlined below:

 

Grant Development

  • Monitor grant sources such as ICCB.org, Euna Grants, and other agency listservs weekly for State, Federal, or Private grant opportunities. (IDENTIFY)
  • Review Notices of Funding Opportunity (NOFO) and Request for Proposal (RFP) listings. (IDENTIFY)
  • Assess whether the NOFO/RFP aligns with Kaskaskia College's mission, Strategic Plan, and/or Three-Year Capital Plan. If alignment exists, proceed to next step; if not, discontinue action. (ASSESS)
  • Disseminate the NOFO/RFP and Grant Summary to appropriate Vice Presidents, deans, faculty, and staff for review. (ASSESS)
  • Conduct a meeting with the Development and Grant Coordinator, the appropriate Vice Presidents, deans, and other team members to review the opportunity and complete a grant opportunity evaluation. (EVALUATION)
  • If the opportunity passes evaluation, form a committee to pursue completion of the grant application and ancillary support documents. (EVALUATION)
  • Identify a Program Lead—an individual capable of effectively meeting grant deadlines and spending grant funds appropriately and expeditiously. (EXECUTION)
  • The Grant and Contract Accountant and Program Lead conduct a brainstorming session to develop the grant budget. (EXECUTION)
  • Conduct final internal review: grant documents reviewed and signed by the President and CFO/Vice President for Administrative Services. (EXECUTION)
  • Submit signed grant documents via email or upload into Euna as applicable. (EXECUTION)

Grant Implementation

  • Upon receipt of the Notice of Award, notification is sent to contacts on the grant application. The Development and Grant Coordinator and Grant and Contract Accountant share communication with Senior Leadership and the Program Lead. (IMPLEMENTATION)
  • Review the grant agreement provided by the grantor agency. The Development and Grant Coordinator prepares a routing slip with a grant summary and sends notification via Adobe for e-signatures to Senior Leadership and the President. Return the executed agreement to the grantor agency. (IMPLEMENTATION)
  • Complete financial implementation: the Grant and Contract Accountant requests new account codes for the general ledger, uploads the budget to Self-Service, and creates an expense tracking worksheet. Request user access to Self-Service for the Program Lead. Update the monthly checklist and reporting schedule to reflect the new award. (IMPLEMENTATION)
  • Conduct a grant kickoff meeting with the Program Lead and identified key players to review grant goals, objectives, proposed budget, and timeline for activities. (IMPLEMENTATION)

Grant Maintenance

  • The Grant and Contract Accountant conducts monthly fiscal and programmatic updates and coordination meetings with the Program Lead. (PROGRESS REPORT)
  • The Grant and Contract Accountant and Program Lead prepare and submit quarterly reports. The deadline is typically 30 days from the end of the grant quarter (March 31, June 30, September 30, and December 31). (DATA COLLECTION)
  • Prepare and submit closeout reports such as financial, narrative, equipment, and/or success stories. The deadline is typically 60 days from the end of the grant period. (GRANT CLOSEOUT)

 

IV. Compliance and Monitoring

The Grants Department will monitor all grant activities to ensure compliance with grantor agency requirements, federal and state regulations, and institutional policies. The Grant and Contract Accountant will maintain records of all grant communications, reports, and financial transactions. Regular communication with the Program Lead and Senior Leadership will be maintained throughout all phases of grant activity.

 

V. Approval History

Replaces Grants Procedure 6.10P, Approved February 18, 2010

Created: 02/10/2010; Updated: 07/15/2026

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