Resource Development & Administration Grant …Janis Fowler Grant Writer, LSC-Kingwood,...
Transcript of Resource Development & Administration Grant …Janis Fowler Grant Writer, LSC-Kingwood,...
Resource
Development &
Administration
Grant Process
Training
• RDA seeks to provide system-wide grant writing support
that maintains a strong campus presence, upholds Lone
Star College System strategic goals and initiatives, and
successfully attains external funding.
RDA Overview
• The role of the Grant Writer is to be the "process expert.”
• Our role is to provide expert guidance on grant writing, with
the ultimate goal of improving instruction and supportive
services to benefit Lone Star College students.
• Grant Writers (located throughout the system) will help• analyze and break down a Request for Proposal (RFP),
• develop a writing time line and a writing team,
• facilitate meetings, interview, research, gather written
sections, and
• fully coordinate the final draft of the proposal.
RDA
Roles and Responsibilities
Process Expert
The identified Grant Writer is responsible for guiding
the writing team and all stakeholders through the
development process in time to meet all internal
and external deadlines
Subject Matter Experts
Lone Star College faculty and staff will be involved to
the extent their schedule allows; guiding the project
development and writing sections of the grant
whenever possible.
Definitions
RDA Workflow
Grant Writer researches opportunity Concept
Development -Summary
Paper for GRC
GRC Discussion -
Decision Made
Meetings with stakeholders
Grant Writer works with
team to write grant
Location and System
Approvals
Submission to Funding Agency
Funding Agency Decision
Project Implementation
Project Management
Project Close Out
Audit
Idea generation
from referrals, scanning, reasearch
Ongoing SystemSupport
Training
Compliance
IRB
Technical Assistance
Funder Contact
Accounting
Grant Process
The grant process begins with ideas and an
application is developed as a team effort. Once
the application is funded, new team members
are added to implement the project. The
success of each grant is dependent on the
efforts of many stakeholders working together
to produce a quality project.
Grant Writer researches opportunity
Idea generation from referrals,
scanning, research
Grant Process
Seeking out resource opportunities that are
aligned with the mission and strategies of the
Lone Star College System.
Continuation from the previous phase; potential
grant opportunity has been identified or
assigned.
Concept
Development -
Summary Paper
for GRC
GRC Discussion -
Decision Made
Grant Process
Share GRANT CONCEPT FORM with the
Grant Review Committee.
Grant Review Committee reviews and
provides feedback on the grant concept
form
Collect initial research on the topic, such
as examples of funded awards/proposals.
Find LSCS Needs Assessments and
Research Data to support the concept or
demonstrate a need.
Meetings with stakeholders
Grant Writer works with team
to write grant
Grant Process
Large group, small group and individual meetings
and telephone calls are essential in developing the
components of an application. The Grant Writer,
often working with 1-6 members of the writing team,
will facilitate this process and take the lead in
providing correspondence.
Writing Team, facilitated by the Grant Writer, will
identify tasks towards creating the final application
package.
Assigns tasks; may include breaking project into
sections that include Abstract, Project Description,
Budget, Goals & Objectives, Evaluation and other
sections as defined by the RFP.
Location and System
Approvals
Submission to Funding Agency
Grant Process
This is a ten day process which makes
sure that the application meets the needs
of LSC and the funder.
RDA Review- 2 days
Legal Review- 5 days
Chancellor Review- 3 days
Once the application package is returned
to RDA from the Chancellor’s office, the
Director will proceed with the submission.
Funding Agency Decision
Project Implementation
Grant Process
•Receiving information back from a funder can
take anywhere from several weeks to several
months.
•A grant is not considered active until the RDA
Office has received an official notification in
writing (email, NOGA, contract). Quite often, the
award contract must be signed by the chancellor.
•Expenses cannot be incurred for a grant until the
begin date, unless otherwise stated in the
contract or in a written document directly from
the funder.
•The Compliance Office will schedule a Kickoff
Meeting with the Project Implementation team .
Project Management
Project Close Out
Grant Process
•The Compliance Office provides Grant Management
Support throughout the life of a grant.
•Our office also makes sure that the project is on track
with deliverables, timelines and budgetary spending
•Our office will assist with the Project Close-Out but it is
the responsibility of the Project Manager to insure all final
reports, and deliverables are turned into the funder on time.
•Some funding agencies require elaborate Contract Close-
Out Packages which our office is happy to assist with.
Many require official signatures.
•A grant is not considered “closed” until the Awarding
Agency has closed out the contract. This can sometimes
take several months from the actual project end date.
Audit
Grant Process
•Any grant can be selected at any time for
an audit by the LSCS Compliance Office,
the Funding Agency, and/or External
Auditors.
•It is the responsibility of the Program
Manager to keep all grant records
(timesheets, invoices, receipts, registration
forms, sign-in sheets, etc) to comply with
audit requirements .
•Most grants require all documentation to
remain on file for a minimum of three (3)
years from the final close-out date.
Contact Information
Grant Writing Contacts
Eileen Booher
Director 832.813.6615
Kristin A. Lue King
Lead Grant Development Manager 832.813.6725
Allison Boyd
Grant Writer, LSC-North Harris 281.618.5713
Janis Fowler
Grant Writer, LSC-Kingwood, LSC-Montgomery 281.312.1564
Elizabeth LoCaste
Grant Writer, LSC-CyFair 281.290.3953
Amy Welch
Compliance Manager 832.813.6603
Janice Dover
Compliance Coordinator 832.813.6806
Questions?
Grant Management
Support
Grant Management Support can include: • Tips for successful grant management • Information on laws and regulations • Guidelines on policies and procedures • Tips on submitting program reports • Helpful financial information • Tips on conducting productive grant status meetings • Tips on setting up shadow budgets, timelines, etc. • A user-friendly, interactive project director manual that can
be found online at: http://www.lonestar.edu/12753.htm
Our office is here to help. How? • Providing Grant Kickoff Meetings • Providing technical assistance throughout
the project • Assisting the project director with grant
contracts and agreements • Assisting the project director with budget
set-up • Setting up status meetings as needed • Keeping project directors informed of
new policies or procedures • Assisting the project directors with grant
extensions, close-out and other grant activities
Common Compliance Items • Be realistic when projecting the number
of objectives to be met in the grant (i.e. trainings, attendees, classes, etc.)
• Produce all of the deliverables specified in the grant (i.e. modules, CDs, websites)
• Make sure sub-grantee agreements and contracts are turned in on time
• Make sure the grant budget is set-up as quickly as possible
• Keep on top of grant spending • Make sure to charge all expenditures to
the grant prior to the end date of the project, as well as the year end date for grants that cross the fiscal year
• Keep all documentation for expenditures (i.e. invoices, receipts) including journal entries
• Only purchase items that are allowed per the grant guidelines
• Keep track of timesheets and time and effort forms for all positions paid for with grant funds
• Travel only to events that have been approved within the grant
• Submit detailed program reports on time
Contact Information: Amy M. Welch
Compliance Manager Resource Development & Administration
5000 Research Forest Drive The Woodlands, TX 77381
Ofc: 832.813.6603 Fax: 832.813.6654
Email: [email protected]
Contact Information: Janice Dover
Compliance Coordinator Resource Development & Administration
5000 Research Forest Drive The Woodlands, TX 77381
Ofc: 832.813.6806 Fax: 832.813.6654
Email: [email protected]