Review District Grant Process

Step 1 - Initiator

Obtain grant information and/or Request for Applications (RFA), and discuss concept with appropriate supervisor, manager or dean.

Step 2 - Initiator

Follow campus internal steps for approval from area Dean, Vice President and President/Vice Chancellor’s approval to submit electronic Notice of Intent to Apply for External Funding (NOI) form.

Step 3 - Initiator

One month prior to deadline: Complete on-line NOI form found on the grants office page of the SCCCD Intranet site. ( intranet.scccd.net/noi )

Step 4 - President

Via e-mail, each President/Vice Chancellor receives the NOIs for their campus with an approve/decline option.

A. Approve the NOI: Webmaster will receive an automated notice to send the NOI as a District-wide mail-all.
B. Decline to approve the NOI: Initiator will receive an automated notice to contact the President for further instructions.

Step 5 - District Webmaster

Send all approved NOI forms as District-wide mail-alls within one week of receiving approval notice.

Step 1 - Supervisor Manager Dean or VP

Identify grant manager or project director, and identify campus grant writer to work with the Director, Grants and External Funding to prepare the grant application.
NOTE: The content and accuracy of the information contained in the grant proposal are the sole responsibility of the area administrator and assigned staff/faculty member.

Step 2 - Campus grant writer

15 days prior to deadline: Consult with Director of Grants and External Funding for assistance. Consult with Dean, Human Resources, Director of the Personnel Commission and/or Legal Council as needed.

Step 3 - Campus grant writer

10 days prior to deadline: Submit complete draft to appropriate supervisor, manager or dean for review and input.
Follow internal campus procedures for review by appropriate constituency groups.

Step 4 - Campus grant writer

After approval from supervisor, submit application to the Director of Grants and External Funding for review and input.

Step 5 - Campus grant writer

10 days prior to deadline: Submit complete budget, including matching funds if required, to campus Administrative Services office for review and approval.

Step 6 - Campus Business Office

5 days prior to deadline: Submit approved budget to District Office Accountant/Auditor for review and approval.

Step 7 - D.O. Accountant/Auditor

Forward approved budget to the Director, Grants and External Funding.

Step 8 - Campus grant writer

3 days prior to deadline: Work with Director, Grants and External Funding to compile final document. Submit to VP, Administrative Services, Area VP and President for final approval (signed Routing Slip form.) Forward the signed form to the Director, Grants and External Funding.
NOTE: Grant proposals will NOT be signed/submitted by the District Office unless signed Routing Slip is provided by the campus.

Step 9 - Accountant/Auditor

When final application with campus signed Routing Slip is received, obtain final sign-off of Vice Chancellor, Finance and Administration or other authorized designee.

Step 10 - Director/Grants and External Funding

Work with campus grant writer to prepare/submit application. Create/distribute copies of submitted grant for the campus project director, Administrative Services Department, and District Accountant/Auditor.

*See last page of this section for information on electronic submittals via www.grants.gov

Step 1 - Project Director/campus grant writer

Monitor grant status & provide any available information updates to: Campus Administration and Finance Department, area Dean or responsible administrator, and District Director of Grants and External Funding. The executed grant agreement will be sent to the District Office of Finance and Administration.

Step 2 - District Office of Finance and Administration

Receive & provide copies of executed grant agreement documents to the college VP of Administrative Services and the District Office of Grants and External Funding.

Step 3 - District Accounting Manager

Prepare an agenda item accepting the grant for approval by the SCCCD Board of Trustees. As needed, provide a copy of resolution or minutes to the campus responsible administrator.

Step 4 - Area Dean or VP

Appoint a project director to assume responsibility for day-to-day operations, monitoring and oversight of the grant. This may or may not be the grant writer.

Step 5 - Project Director

Work with campus Finance and Administration Office to develop a detailed project budget and submit to the District Accountant/Auditor to assign categorical funding account numbers.

Step 6 - Project Director

Consult with District Personnel Office and complete MAGIC/PAC forms for the funded positions in the grant.

Step 7 - Project Director Area Dean or responsible administrator

Hire or assign other grant funded personnel, set up program recordkeeping and reporting system. The District Office of Grants and External Funding will provide the Grant Policy and Procedure Manual as a guide for project management and recordkeeping.
NOTE: Project Directors at the campuses are responsible for knowing and complying with reporting requirements and deadlines. Fiscal reports must be reviewed by the campus business offices and the District Accountant Auditor prior to submission.

* Electronic Submittals via www.grants.gov