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Development Process

Appendix A                 Proposal Development Timeline                Tentative Budget Worksheet

Grant Proposal Development Process

     Development of a grant proposal begins when: 1) you have an idea for a project that needs external funding, or 2) the grants office becomes aware of a grant opportunity that fits a College need and asks a staff or faculty member to write a proposal.  The following steps lead to the submission of a proposal.

Getting Started

1.      Faculty/staff member meets with the grants manager to discuss the project.  The grants manager explains the proposal development process.  A project manager is identified to oversee proposal development.  If a funder has not been identified, proceed with Step 2.  If a funder has been identified, proceed to Step 3.

2.      The grants manager researches potential funders, orders proposal guidelines for possible funders, and, where appropriate, has preliminary discussions with funding agency staff.

Registering the Proposal

3.      When a funder has been identified, the project manager meets with the project initiator to register the proposal and discuss proposal development procedures.  The project manager completes the Grant Proposal/Submission Approval Form (Appendix A) and secures the proper signatures.

Writing the Grant

4.      Once permission is granted, the grants manager and the project manager meet, develop a team, develop a timeline (Appendix B) for the process, and schedule a team meeting for a planning process (if the project manager wishes).

5.      Storyboarding Planning Process is held and assignments made.

6.      The grants manager provides all team members with tips for writing the grant and advice on the grant guidelines. The grants manager will review any preliminary proposal sections that the team wishes to submit.

7.      The project manager will meet with the grants manager to develop a budget for the project.  A tentative budget form will be completed by the grants manager (Appendix C). The grants manager will consult the Business Office to ensure accuracy of the budget information.

Technical/Administrative Review

8.      The project manager will submit a completed version of the proposal to the grants manager and the appropriate administrators.  The grants manager will review the proposal and make suggestions as will the administrator.  This process will continue until a final version of the proposal is developed.

9.      The project manager will submit a final proposal for signature to the grants manager.  The grants manager will make sure all forms and documents are ready for submission and will circulate the proposal for final signatures. The department or division chair, the director of grants management, the appropriate vice president, the vice president of planning and development, and the business manager review the proposal and sign Section II of the Grant Proposal/Submission Approval Form before it is forwarded to the President.

10. Most rough draft proposals are due in the grants office two weeks before the funder’s deadline.  The final proposal is due one week before the deadline.  This is to allow time for administrative review and signatures.

11. When all Section II administrators have signed, the grants manager makes the copies required in the guidelines and packages the proposal for submission. 

12. When the funding agency offers an award that is less than the original request, a program officer will call to negotiate the project budget before the official award letter is sent.  The term “negotiated’ refers to the budget amount arrived at after discussions between the funding agency and the project initiator.  The project initiator and the budget manager revise the budget and submit it to the vice president of the project area for approval.  The project initiator submits the revised budget to the grants manager and it is forwarded to the funding agency.

13. The grants manager is named as the official contact for grant award notices.  If the project initiator is contacted, he/she will immediately contact the grants manager.  The final decision to accept or refuse an award is the president’s.  The signed acceptance agreement or contract is filed in the development office.

  Appendix A - Proposal Submission Approval Form

 

Appendix A - Form A

Columbia State Community College
GRANT PROPOSAL/SUBMISSION APPROVAL

A. Proposal Approval

I have reviewed the following information relative to this grant and, by signing the form, agree that the college should pursue this funding opportunity.

Funding Agency:                                                                            Due Date:

Proposal Title:

Project Description and Relation to College Mission:

 

 

 

 

Amount Requested from Agency: $                                          Match Required:
                                                                                         □Cash □In-kind

  • Signature                                                 Date
    •

    Project Initiator Signature:                     ___________________________________
    Proposed Project Director (if different):  ___________________________________
    □Yes □No Department/Division Chair:     ___________________________________
    □Yes □No Director of Grants Mgt.:         ___________________________________
    □Yes □No Vice President:                       ___________________________________
    □Yes □No President:                               ___________________________________
     

    II. Proposal Submission

    I have reviewed the proposal per my responsibilities as indicated in Policy 04-02 and agree that the proposal should be submitted.
  •        Signature                                        Date
    •

    □Yes □No Department/Division Chair:            ________________________________
    □Yes □No Director of Grants Mgt.:                ________________________________
    □Yes □No Vice President:                             _________________________________
    □Yes □No Business Manager:                        _________________________________
    □Yes □No President:                                     _________________________________

     



     Proposal Development Timeline

    Title:

    Project Initiator:                                                       Project Manager:

    Due Date:
    Item Person Responsible Deadline Completed
    First Draft Budget Project Manager/ Grants Director    
    First Draft Narrative Project Manager    
    Begin Technical Review

    (5 days)

    		 Project Manager    
    Format/Edit/Table of Contents Project Manager    
    Resumes/Support Letters Project Manager    
    Technical Review Due Project Manager    
    Final Draft/Abstract Project Manager/ Grants Director    
    Appendices Project Manager/ Grants Director    
    Cover/Budget/Assurance Forms Grants Director    
    Cover Letter Grants Director    
    Other      

    ** On the average, proposal development from inception to completion is approximately four weeks.

     

    Tentative Budget Worksheet

            Item                                        Request                         Cost-share              Total

    PERSONNEL  List personnel needed (director, clerical, coordinators).  Will we hire new personnel (np) or will existing personnel (ep) be used?  List each person, the percent of time needed, and indicate if they will be new (np) or existing (ep) personnel.

    _____________________________         $                                    $                              $       
    _____________________________         $                                    $                              $
    _____________________________         $                                    $                              $
    _____________________________         $                                    $                              $
    _____________________________         $                                    $                              $   

    FRINGE BENEFITS  Add total full-time salaries X 25.0%  and total part-time salaries X 7.65%.

    25.0% full-time X $                                 $                                   $                               $
    7.65% part-time X $                                $                                   $                               $

    TRAVEL  List all travel expenses needed for the program.  For long distance travel, explain the trip and list registration fees for conference/workshop, estimated airfare, hotels, cabs, meals, etc.

    _____________________________          $                                    $                               $
    _____________________________          $                                    $                               $
    _____________________________          $                                    $                               $

    Local travel – Estimate total miles project staff will travel X 30 cents.
    _____________________________          $                                     $                              $

     SUPPLIES List items and amounts needed (software, publicity, postage).
    _____________________________          $                                      $                              $
    _____________________________          $                                      $                              $
    _____________________________          $                                      $                              $ _____________________________          $                                      $                              $
    _____________________________          $                                      $                              $

    CONTRACTUAL  List separately and explain funds that will be required for speakers, consultants, technical personnel, evaluators, and “experts.”
    _____________________________           $                                     $                              $
    _____________________________           $                                     $                              $

    OTHER  List anticipated miscellaneous expenses and explain.
    _____________________________           $                                     $                               $
    _____________________________           $                                     $                               $

    TOTAL DIRECT COSTS  Add total of above direct costs.
                                                                  $                                      $                               $

    INDIRECT COSTS  Use appropriate percent X total personnel costs.
                                                                 $                                      $                               $

    TOTAL Add direct and indirect.                 $                                      $                               $

    CONTINUING IMPLICATIONS  What are the continuing implications for the College after the grant period (personnel, licensing agreements, equipment maintenance and upgrading

     
     
    Columbia State Community College is a Tennessee Board of Regents Institution and is an affirmative action and equal opportunity employer committed to the education of a nonracially identifiable student body.