SCD Grants & Contracts Policy & Procedure 670

Today’s Agenda I. Why do we have grant policies and procedures? II. Pre-award Procedures Pre-award = The period up to the time an award is made. Strong and effective pre-award procedures help set a foundation for success in the post-award period. III. Post-award Procedures Post-Award = The period following a grant award through grant close-out. IV. Where to Find More Information

I. Why do we have grant policies and procedures? Ensure that grants contribute to the mission of the college. Ensure that the college has the capacity to effectively management the grant. Protect the college from consequences of misuse of grant funds. Misuse can range from mistakes  gross negligence  criminal fraud Consequences of misuse can range from repayment of grant funds with interest  debarment from receiving future awards (including federal financial aid)  civil lawsuits and criminal prosecution. As a first step contact your grants office to discuss: potential funders. steps for applying

II. Pre-Award Procedures Grants Checklist/Request to Apply for External Funding – at least one month in advance of grant deadline: Brief Description of the Project How project aligns with the strategic plan Who will be responsible for the project Assurance of the department’s ability to manage the project Assessment of project’s impact on other departments Documentation of indirect rate Detailed budget Sign-off by Project Director, Dean, Grants Office, Business Office, Office of Institutional Effectiveness, Vice Presidents, and President

Budget Considerations Budget shows a financial plan for your proposal. Salaries and benefits must be consistent with District salary schedules. Costs must be allowable. College matching funds must be available when they are a condition of the grant. Projects budget must include an indirect cost rate that aligns with the table provided in Appendix E of Procedure 670. Indirect costs may only be waived or reduced by the College President or Chancellor using the waiver request, Appendix F.

Pre-Award Responsibilities Primary Investigator (PI)/Project Director – Identifies project, initiates checklist, drafts proposal and budget, provides subject matter expertise, secures letters of support and/or memorandums of understanding. Dean – Assures that the department has the capacity to manage and carry out the project. Grants Office – Discusses grant with PI in order to assess viability, helps secure approval, assists with the grant application and attachments, facilitates obtaining of college signatures for application, submits grant application. Business Office – Advises on and reviews budget, approves budget prior to application submittal.

III. Post Award Procedures Grant Launch – Congratulations on receiving your grant! Upon receipt of the fully-executed award letter, the PI provides the Business Office with the award letter and budget Business Office establishes budget number Grants Office organizes a grant launch meeting with all involved parties. Review grant objectives, budget, time and effort reporting and other grant requirements. Grants Office establishes schedule for regular grants review, minimum two reviews per year. Grant Agreement - A grant agreement is essentially a legally binding contract, and grantees are obligated to use their grant funds as outlined in the agreement and to act with integrity when applying for and reporting their actual use of funds. Grantees are also obligated to properly track the use of funds and maintain adequate supporting documentation. -Office of Inspector General

Post-Award, continued Grants Management Team PI (Grant Lead) is Responsible for Executing the scope and objectives of the grant according to the grant contract. In the absence of a contract, the grant application serves as the legally binding agreement. Tracking/reconciling budget on a monthly basis. Managing time and effort reporting for federal grants. Preparing all reports according to funder specifications and initiating billing. Retaining associated records, equipment and deliverables not transferred to the grantor at the conclusion of the grant. Understanding and following all grant requirements and policies and seeking training/guidance when needed.

Post-Award, continued Grants Management Team, continued Grants Office is Responsible for Reviewing grant outcomes and progress of awarded grants at least twice a year. Assisting PI’s with reporting. Assisting with close-out. Providing guidance on grant policies and requirements. Business Office is Responsible for Participating in grant review meetings at least twice a year. Reconciling the monthly budget reports on a summary level prior to billing Invoicing the grantor, ensuring collections are processed in a timely manner Closing the budget number when the grant term has expired and all activity has been recorded. Training PI and other grants staff on fiscal procedures needed to effectively manage the grant.

IV. Where to find more information Policy and Procedure 670 is available on the Inside Seattle Colleges website: https://inside.seattlecolleges.edu/ Grants Handbook: on M drive at M:webshares/grants Grants Office: Ann Richardson Director of Grants x 4567 or ann.Richardson@seattlecolleges.edu Business Office Ana Brunets Manager, Fiscal Compliance and Internal Controls x 3618 or Anastasia.Brunets@seattlecolleges.edu