||Office of the President
||Office of Advancement
|Date of Approval:
||May 10, 2016
|Date of Last Revision:
||May 10, 2016
|Next Review Date:
Building on Policy 3.1, this policy establishes procedures and standards for applying for grants and contracts with private foundations and corporations. It is designed to safeguard the investment of time and effort that goes into developing high-quality proposals. In order to further the mission of Heritage University (HU), the process of submitting proposals is to be coordinated through a system of shared information and decision-making based on the most current strategic plan for the University. Designating specific responsibilities regarding proposal review and approval prevents duplication of effort and helps maintain the flow of information for the entire proposal system.
Who Needs to Know this Policy
This policy applies to all University academic and administrative personnel, offices, and departments that maintain or develop proposals for grants or contracts. HU expects all partners, consultants, and vendors to abide by this policy and the related policies. If non-public information is to be accessed by or shared with such third parties, they should be bound by contract to abide by HU policies.
Website Address for this Policy
Office of Foundation Relations
See policy 3.1: Grant Preparation
There are six steps in the grant application process.
- After reviewing Section 1 of Application to Develop a Grant proposal with the Office of Research and Sponsored Programs, the faculty or staff member should submit the completed Application to the Office of Foundation Relations at least four weeks prior to initial deadline for submission of proposal to grantor
- Discuss the following questions with Foundation Office.
a. Is a Letter of Intent needed? W\hen? Who will write?
b. Does Heritage already have a relationship with funder?
c. Are there other asks active, pending or being considered with this
d. Who will write the proposal?
e. Has Heritage University had similar grants where a boilerplate would be
The Foundation Office reviews the application with the CFO/Controller and
any other VPs whose area might be affected.
- Once Foundation Office has completed the review, complete Section 2 of Application to Develop a Grant Proposal, taking into account the budgeting guidelines in Policy 3.3, and submit to Foundation Office. The Foundation Office (along with project director if needed) will seek approvals/signatures from Provost, VP of Advancement, Controller, and any other VP whose area is affected by the proposal
- Upon these approvals, the project director writes the grant proposal, drawing on the support of others as appropriate. At times an outside grant writer may be needed and approved. The Foundation Office will provide assistance and collaboration as needed.
- Submit the completed grant proposal with the Completed Grant Proposal Form, attached. to the Foundation Office, the Provost, CFO, and President for approval sign-off.
- Depending on the requirements of the funding organization, the Project Director, Foundation Office Director, or CFO submits the proposal to Foundation or granting organization.
Notification, Reporting, and Audits
Following notification that a grant has been awarded, a proposal has been recommended for revision and resubmission, or a proposal has been turned down, the President, Director of Foundation Relations, Controller or CFO, Provost, and Project Director will be informed.
Copies of all correspondence are to be forwarded to Advancement Services, so copies of reviewers’ comments can be kept for reference in future applications.
Public grant award announcements will be made by the Vice President for Marketing and Communication.
All grant checks are to be sent to the Business Office. Funds will be credited to specific accounts for the grant, if so designated by the Controller.
The Grants Accountant is accountable for tracking report due dates and may send courtesy reminders to faculty and staff of upcoming reports, with a copy sent to the appropriate dean or vice president.
Grant recipients are responsible for completing grant reports as required by the funder. Prior to submission, all budgetary components of these reports must be reviewed by the Grants Accountant or Controller to assure reliability for auditing purposes.
The following forms are available on My Heritage/Academic Affairs.
Template for Capturing Your Grant Idea
Application to Develop a Grant Proposal Section 1
Application to Develop a Grant Proposal SEction 2
Completed Grant Proposal
Related Policies and Procedures
Grants from Public Sources (Federal, State, Local)
Grant Budgeting and Management Guidelines