These procedures outline the procedures and authorizations necessary for developing and submitting grant proposals. Even if the college is a partner or involved in a consortium planning to develop and submit a proposal for funding, these steps are required.
The President and Vice Presidents are the only individuals authorized to submit grant proposals for the college.
All external proposals must be reviewed and signed by the Grants Development and Special Projects Office. These include proposals submitted to the following entities:
Virginia Western Educational Foundation grant proposals will continue to be sent directly to the Educational Foundation Office. For additional information related to Educational Foundation grants, contact the Coordinator of Resource Development.
Virginia Community College System (VCCS) proposals such as the Paul Lee Professional Development and Workshop Mini-grants, are to be submitted to the appropriate Academic Dean and Vice President of Academic and Student Affairs. Copies of VCCS proposals are to be sent to the Grants Development Office for filing and tracking.
Use of the Grant Application Approval Form is required if approval is needed by Human Resources, Information and Educational Technologies, or Facilities Management Services.
Determine if your idea fits the college’s mission, strategic plan and goals
Review the cost-effectiveness and compatibility of the proposal with the college’s mission, strategic plan and goals. Funded projects must be consistent with SACS criteria and adhere to relevant commonwealth policies and procedures, which include but are not limited to the Virginia Community College System, Virginia Western Community College and the State Council of Higher Education for Virginia.
Use correct application forms and get needed signatures
If grant requires hiring of personnel, you must have prior approval from the Human Resources Director (HR), who must review salaries and benefits for personnel.
If grant involves Computer Equipment/Software, you must have prior approval of the Director of Information and Educational Technologies Services Support.
If grant requires modification of College Buildings or Property, you must have prior approval from the Director of Facilities Planning & Development.
If grant requires Matching Funds or In-Kind Contributions, you must have request for matching funds or in-kind contributions approved by the Vice President of Finance or the President.
If grant requires Reassigned Time for faculty or staff, you must have it approved by the respective Vice President, the Vice President of Finance, and the Human Resource Director.
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