Policy Name: Grant Pre-Award Policy
Owner: Vice President for College Advancement
Author: Director of Foundation & Government Resources
Contact information: Amanda Abrahamson Roseth, aabrahamson@css.edu
Effective Date: September 11, 2023
Next Review Date: (leave this blank)
Applicable Laws, regulations, compliance: N/A
I. Purpose
This policy is developed to promote the effectiveness of the grants effort at The College of St. Scholastica (CSS) and to ensure proper internal communication regarding grant-funded initiatives. The policy is intended to provide direction to faculty and staff on the College’s grant-related practices.
II. Definitions
- Grant Manager – The CSS employee responsible for administering a grant project.
III. Policy
Foundation and Government Resources (FGR) staff will guide faculty and staff leading grant projects, hereafter known as grant managers, through the pre-award process to ensure that any grant awarded will comply with applicable laws and regulations, agency requirements, and organizational policies. Grant managers may not solicit funds from foundations, corporations, or government agencies without involving FGR staff. This is to prevent duplication of efforts and submission of concurrent proposals to the same funding agency.
FGR staff will hold an initial meeting with grant managers to discuss project ideas. If funding sources are not known, the FGR office will assist in researching foundation, corporation, and government grant opportunities.
FGR staff will work with grant managers to prepare an Intent to Apply for External Funding form, which requires signatures from FGR staff and the appropriate department chair/supervisor and vice president, to ensure the project complies with HR policies, reflects institutional objectives, and is appropriate to the needs of the College.
President’s Cabinet must discuss and formally approve Intent Forms for proposals that meet any of the conditions listed below. Approval will be confirmed by a signature from the President after the discussion.
- Proposals that require a cash match by the College or other entities.
- Proposals that require new faculty or staff, whether grant-funded or College-funded.
- Proposals that require the College to institutionalize expenses after the grant period.
- Proposals that involve significant partnerships, such as partnerships that include Memorandums of Understanding or subawards.
- Proposals for grants over $25,000 (except for those addressing a current College fundraising priority or supplementing a previously approved grant, as discussed below).
For all other proposals, approval of the Intent Form at the Vice President level is sufficient, as long as the proposal meets either of the following conditions:
- Proposals for grants less than $25,000.
- Proposals for grants greater than $25,000 that address current College fundraising priorities (e.g., scholarships, All Saints Annual Fund, approved capital projects) or supplement a previously approved grant.
If Intent Form approval is secured, FGR staff will collaborate with grant managers in drafting the proposal narrative, supplemental materials, and budget, and work with the Senior Grants Analyst to ensure the budget complies with organizational and federal (if appropriate) guidelines.
FGR staff will clearly communicate grants management expectations to grant managers during the pre-award process. The grant manager’s approval sent via email prior to the submission of a proposal will confirm that they approve the proposal submission and have communicated about the proposal to those members of the faculty, staff, or administration who would be directly affected by the grant.
IV. Individuals and entities affected by this policy
- Foundation & Government Resources
- Finance
- Grant Project Directors / Principal Investigators
V. Related documents, forms, and procedures
VI. History and updates
September 11th, 2023: The policy was put into a new standard template. Headers and related documents and procedures were added if applicable. No substantive changes were made to content.
The College reserves the right to modify policies at any time, ensuring the involvement of relevant committees and constituents in the decision-making process (e.g., policy committee, faculty assembly, staff council, student government association, etc.).