During the course of the College Strategic and Operational Planning and Budgeting activities, there will be times in which good projects are presented with very limited prospects of being funded. This is the time to seek grant funds to finance the beneficial project.
It is very important to effectively plan and present your project at the concept level to your immediate Supervisor, Division Chair/Manager, and Grants Coordinator as a first step to gain their support before proceeding to the next step, Grant Fund Search. This will result in gaining necessary preliminary approval and support at the beginning of the Project.
There are many grant fund websites that can be accessed to locate possible sources of grant funding. Access to some websites, such as eCivis, is on a subscription basis, in which the subscriber submits criteria for the type of grant being sought (Technology, Childcare, Math, etc.). PVCC subscribes to eCivis through Maricopa District Offices and receives daily available grant announcements. In addition, grant announcements are received periodically from District Grants Development Office, and finally, there is free access to many other grant fund websites. See Appendix A. https://asa.maricopa.edu/departments/district-grants-development-and-management/funding-opportunities
It is important to coordinate all grant searches and grant work with Grants Coordinator early in your search. The Grants Coordinator can assist in determining the feasibility of writing Grant Proposal and in discussing Grant requirements with Supervisor/Division Chair/Manager to ensure that Grant requirements are feasible and can be satisfied.
The Grants Coordinator and Director of Development & Community Relations can assist with Grants that require 501(c)(3) status.
With the approval of Supervisor/Division Chair/Manager, a Proposed Grant-Funded Project Pre-Submission form, (See Grant Resources Appendix) is prepared and presented to the President’s Leadership Team (PLT) for review. Presidential approval is required before proceeding to next step.
This phase involves writing the Grant Proposal which includes describing the Project to be funded in detail. Many times, the content of the Grant Proposal is dictated by the information the Grantor requires in the Request for Proposal (RFP) or grant guidance application period.
Regardless of the RFP requirements, an Implementation and Operating Plan Plan (See Grant Implementation and Operating Plans tab) must be developed and used to guide the project to a successful completion.
The Grants Coordinator and District Grants Development Office are available to assist with writing the Grant Proposal. With some of the larger or more technical Grants, there is the possibility of employing a Grant Writer to assist with writing the proposal.
Upon completion of writing the Grant Proposal, the Proposal Approval Summary Form and Project Administrator Form (See Grant Resource Appendix) is prepared and presented to the President, along with the Grant Proposal, for review/approval.
Next, the approved Grant Proposal, along with the Proposed Approval Summary Formand Project Administrator Form, is presented to the District Grants Development Office for review/approval by Vice Chancellor of Educational Development. Submit proposals to the District Grants Development Office at least ten business days prior to the application due date. At the time of submitting the proposal to the District Grants and Developments Office, the college program director is responsible for entering the proposal into the FMS grants module. or no later than two-weeks after submission.
With the approval of Vice Chancellor of Educational Development, the Grant Proposal is submitted to the Grantor for consideration. It is important to be in contact with the Grantor during the review process and be prepared to respond to any information requested by Grantor.
At this point it is a matter of waiting for a response from Grantor regarding their decision to fund the proposed project.
Upon notification that the College has been awarded a Grant, the following steps/requirements must be met:
A. The college grant program director updates the grant proposal according to the notice of award in FMS
B. The college grant program director contacts the Grantor to find out if they have an orientation meeting, which is common practice. If there is no orientation, it is suggested that a meeting be scheduled with the Grantor to discuss grant requirements and compliance guidelines.
C. Meet with District Grants Development Office and Grants Accounting to review the Grant Proposal and learn how the College is expected to work with each of these offices. The Grant Proposal sets forth the main requirements/expectations of the Grant-Funded Project. This is also the point in which acceptance sign off of Grant Award is addressed. Your college grants coordinator or District Grant Development Office will assist with completing the proper acceptance forms depending on the amount of the award.
D. Review Implementation Plan. If an Implementation Plan is included as part of the Grant Proposal, it must be followed throughout the duration of the Grant. If there is not an Implementation Plan as part of the Grant Proposal, one must be developed using submitted Grant Proposal and the Grantor Use-of-Funds requirements. The college grants coordinator is available to assist with the development of the Implementation Plan. The Implementation Plan must be reviewed and approved by respective Vice President and Grants Coordinator. The Implementation Plan must be followed and must align with the Operating Plan.
E. Review Operating Plan. There must be an Operating Plan that contains the following components and must be approved by Grants Coordinator, the respective Manager/Division Chair and Vice President. The components are:
a. Grant Project Purpose Statement,
b. Indicate all College Strategic Focus/Prioritizing that will be addressed
c. Goals/Objectives/Outcomes/Proposed Budget
d. Task/Activities with timelines and responsible individual, and
e. Reporting requirements, due dates and responsible party
Following the above steps should result in getting Grant-Funded Projects off to an effective, well-planned start.
To ensure that all Grants and Grant-Funded Projects are managed in the most effective way possible, a Grants Management System has been developed with the following components:
A. The first component of the Management System is the First Review. The First Review is conducted by the Grants Coordinator during the first 30-days of any newly awarded Grant. A First Review Form has been developed to be used in conducting the review.
The main focus of the First Review is for the Grants Coordinator to comprehensively review the Grant and the Grant-Funded Project to identify any deficiencies, problems or weaknesses in the Grant-Funded Project that need to be addressed early on in the Project.
This is also an opportunity to look for and encourage strengths and successes within the Grant Project.
The findings of the First Review are presented by the Grants Coordinator to the Grant-Funded Project Administrator and respective Vice President. In addition, a copy of the First Review report will be provided to the Vice President of Administrative Services and the College President.
B. The second component of the Management System is the Mid-Year Review. The Mid-Year Review is conducted by the Grants Coordinator using a Mid-Year Review Form.
The Mid-Year Review is conducted at the mid-point of the college fiscal year or mid-point of the grant funding cycle, if less than a twelve-month period. The Mid-Year Review and Evaluation of the Grant and the Grant-Funded Project is for the purpose of identifying any problems, issues, weaknesses or deficiencies in the administration of Grant Funds and management of the Grant Project. A Corrective Action Process is followed in response to findings of problems/issues.
The completed Mid-Year Review of Grant-Funded Projects is to be completed each quarter and presented to Grants Project Administrator and respective Vice President. In addition, a copy of the Mid-Year Review will be provided to the Vice President of Administrative Services and the College President.
C. The third component of the Management System is the Corrective Action Report. This report is prepared by the Grants Coordinator and Grants Project Administrator within 10-days of the most recent Mid-Year Review in which various problems and issues were identified.
If needed, a Corrective Action Report is prepared in response to problems/issues identified in the Mid-Year Review and is updated monthly until resolved.
The main focus of the Corrective Action Report is to develop solutions to the problems/issues identified in the Mid-Year Review.
The Corrective Action Report is to be presented to the respective Vice President and the Vice President of Administrative Services with a copy to the College President.
If all problems and issues are not resolved within 90-days of being identified in the Quarterly Critical Review, the 90-day Corrective Action Report shall be presented to the College President by the Grants Coordinator, Grant Administrator, respective Vice President and Vice President of Administrative Services. The focus of the meeting with the College President is to pursue a resolution at the Presidential level with strong emphasis on final resolution. The Corrective Action Plan will continue at the Presidential level until the final resolution is achieved.
D. The fourth component of the Management System is the Grant Period Close-Out using Grant Period Close-Out Report Form.
The Grant Close-Out Report is prepared by the Grant Project Administrator and presented to the Grants Coordinator and respective Vice President, along with a copy to the Vice President of Administrative Services.
The Grant Close-Out Report is prepared:
• One to Two months prior to close of Grant Period
• Before the 15th day of last month of Grant Period.
The main focus of the Grant Period Close-Out is to ensure that all of the following Close-Out items have been accomplished before the end of the Grant Period:
• Reimbursement of all funds.
• All invoices paid.
• Grant funds expended as close to 100% as possible and consistent with the wise use of funds.
• All Grant Reports, Assessments, and other requirements.
• All Purchase Orders closed out.
E. The fifth, and final, component of the Grants Management System is the approach to follow in responding to an audit.
In the event of an internal or external audit, the Grant Project Administrator is to adhere to the following:
1. Advise the Auditing Agency that notification must be made to the Grants Coordinator and Vice President of Administrative Services prior to conducting the audit.
2. The Grants Coordinator and Grant Project Administrator are required to be present at the initial meeting with the Auditor.
Both the Grants Coordinator and the Grant Project Administrator are to make themselves available to the Auditor’s schedule in order to discuss findings, concerns, or recommendations.
3. The Grant Program Director, Grant Project Administrator, College Grants and Budget Director, and the Grants Coordinator are required to be present at the exit interview and will advise the Auditor that the College will expect a copy of the Audit Report.
4. The Grants Coordinator and Grant Project Administrator are to prepare a Corrective Action Report in response to findings and recommendations by the Auditor and present said report to the Vice President of Administrative Services and the respective Vice President.
The Corrective Action Report guidelines should always be followed.
5. All audit recommendations are to be resolved and/or complied with in a timely manner, without exception.
The Grant Management System is subject to change, as needed, to maintain a current and highly effective management tool. With this in mind, it is important to check this page for latest update.