All proposals seeking external funding for projects must be reviewed and approved by the Dean and the Development Department before submission.
- Contact Development as early in the proposal development process as possible. At a minimum, please alert us to any funding sources you may be considering to assure a coordinated effort.
- Alerting Development to deadlines you must meet well in advance will enable us to provide you with maximum support.
- If you need help “fleshing out” your idea further, we can help.
- Talk with your department chairman and the Dean about your idea.
- Prepare a brief narrative and budget for the project.
- Email OCFGR with a brief narrative and budget.
- If you don’t have a potential funding source, we can help you find one.
- Remember that foundations and funding agencies set their own deadlines…your needs timeline might not correspond with theirs. This is another reason to begin the process as early as possible.
- Once a funding source is identified, we will help obtain the funder’s guidelines and proposal format.
- Read and read again the guidelines.
- Development can help in outlining a course of action.
- If the proposal is of a technical nature the principal investigator/project director (PI/PD) is responsible for preparing the bulk of the proposal.
- Development will help with templates for letters of intent/inquiry, cover sheets, timelines, budgets, etc.
- Development will help interpret guidelines, contact potential funders with questions, contact previous grant recipients for tips, etc.
- Development will provide the necessary institutional documentation (i.e., 501c3 documentation, audited financial statements, Board of Trustees List, FY Operating Budget, etc.) solicit letters of support and prepare a President’s or Dean’s cover letter.
- If your project involves human subjects, animals or radioactive materials you will be required to comply with the Human Subjects Institutional Review Board, the Institutional Animal Care and Use Committee, or the Radiation Safety Committee.
- If the proposal is more of a general nature, proposal preparation can be a shared responsibility between the PI/PD and Development. If the proposal is initiated by the College (i.e., the President or Dean) the bulk of the work will be done by Development with assistance from the PI/PD.
- As PI/PD you will need to be readily available to review and provide feedback on the proposal drafts.
- The PI/PD is responsible for alerting Development concerning any change in plans, delays or problems as soon as the PI/PD becomes aware of them.
- Once the proposal nears the final version, the PI/PD is responsible for obtaining the final approval signatures on the Proposal Approval Form.
- Development is responsible for the final review of the proposal, obtaining remaining signatures (President’s or Dean’s letters) copying, collating and mailing the proposal, tracking the proposal and providing a final copy of the submitted proposal to the PI/PD.
- Once an award is made, Development will comply with the funder’s award process and submit the necessary paperwork to Gifts Processing to get the award into the Banner System.
- Development will notify the PI/PD when reports are due to the funder and work with the Director of Accounting to obtain the final financial reports needed for submission at the end of the grant period.
- If any problems or concerns arise with the project during the grant period, the PI/PD is responsible for contacting Development to discuss. This can include the need to adjust the budget or extend the grant period. It is in the PI/PD’s, and the College’s, best interest that we communicate any problems or changes as soon as possible to the funder.
Remember – every program takes time to develop and every proposal takes time to prepare!
That is why it is important to contact Development early in the process.
Jenna Cariglio-Dorris, Director of Institutional Grants & Senior Writer