Purpose

This policy establishes procedures for identifying, applying for, and managing grants and external funding opportunities. Grants support program development, student services, facilities, and institutional growth while ensuring compliance with funder requirements.

Types of Grants

Grant Application Process

Application Requirements

Standard Components

Most grant applications require:

• Cover Letter: Introduction and summary of request
• Proposal Narrative: Detailed project description, goals, methods, evaluation
• Budget: Detailed line-item budget with justification
• Organizational Information: Mission, history, capacity, governance
• Supporting Documents: IRS determination letter, audited financials, etc.
• Letters of Support: From partners, community members, stakeholders

Institutional Documents

Maintained by grants office:

• 501(c)(3) tax-exempt status letter
• Annual audited financial statements
• Board of Directors list
• Organizational chart
• Strategic plan
• Accreditation documentation

Internal Approval

Approval Requirements

All grant applications require approval from:

• Department Head: For departmental projects
• Grants Director: For budget and compliance review
• Finance Director: For financial commitments
• Executive Director: For grants over $50,000 or multi-year commitments
• Board of Directors: For grants over $250,000

Timeline

Submit for internal approval at least 2 weeks before grant deadline to allow adequate review time.

Grant Management

If Awarded

Upon grant award:

• Review and sign grant agreement
• Set up grant accounting and tracking systems
• Establish project timeline and milestones
• Assign project manager and team
• Schedule kickoff meeting with stakeholders
• Implement reporting and compliance procedures

Ongoing Responsibilities

Grant recipients must:

• Implement project as proposed
• Track expenses and maintain documentation
• Submit required reports on time
• Comply with all grant terms and conditions
• Notify funder of significant changes
• Participate in site visits or evaluations

Compliance

Financial Compliance

• Spend funds only on approved budget items
• Maintain separate accounting for grant funds
• Follow funder's financial policies
• Retain receipts and documentation
• Submit financial reports as required

Programmatic Compliance

• Deliver services as proposed
• Meet performance targets and outcomes
• Collect and report required data
• Acknowledge funder in materials and communications
• Comply with special conditions

Reporting

Required Reports

Typical reporting requirements:

• Progress Reports: Quarterly or semi-annual updates on activities
• Financial Reports: Expenditure reports with supporting documentation
• Final Report: Comprehensive summary of outcomes and impact
• Evaluation Reports: Assessment of project effectiveness

Grant Closeout

Closeout Process

At grant end:

1. Complete all project activities
2. Submit final reports and documentation
3. Return any unused funds if required
4. Archive all grant records
5. Conduct internal evaluation
6. Document lessons learned

Contact Grants Office

For grant opportunities or assistance:

• Email: Contact Us
• Phone: (317) 314-3757
• Office Hours: Monday-Friday, 9:00 AM - 5:00 PM EST