Policy K3
Policy Name: Grant Proposal Development, Submission and Acceptance
Responsibility for Maintenance: Administration and Compliance; Financial Services

Date of most recent changes: April 3, 2017

I. Policy Statement

This Policy establishes the process for developing, submitting, and accepting externally sponsored projects (grants). The Policy outlines appropriate procedures for (a) developing and submitting grant proposals, (b) reviewing grant proposals, and (c) submitting grant proposals to external funding agencies. 

II. Reason for Policy

A sponsored project or grant is a legally binding agreement between the College and the funding agency.  When a grant is offered, accepted, and awarded, the College is responsible for fulfilling the granting agency’s programmatic, fiscal, and reporting requirements as stated in the project documents and applicable federal, state, or local regulations or private foundation guidelines. Therefore, grant seeking must be connected to the College’s mission, strategic plan, departmental operational plans, and other identified priorities.  Further, any grant proposal submitted to an external funding agency must be thoroughly prepared, reviewed and approved within the College Division that will serve as the lead investigator on the project, Administration & Compliance, the College’s Institutional Review Board, if research involving human subjects will be undertaken, and all other areas of the College that will be impacted by the project’s implementation, if awarded (e.g., Information Technology, Human Resources, Facilities, Institutional Planning, Assessment & Research, etc.). 

III. Applicability of the Policy

This policy is applicable to all employees of the College.

IV. Related Documents

IV. Contacts

Subject Office Name Telephone Number Email/URL
Grants Development  Administration and Compliance (315) 498-2692 [email protected]
Grant Award Acceptance Financial Services (315) 498-2268  [email protected]

V. Definitions

Term Definition
Grant A sum of money awarded by a third party to the College for a specific purpose, such as, but not limited to: education, research, programs, or capital construction, based on approved deliverables to be completed and reported on within a specified period of time.
Corporate/Private Funding Requests for philanthropic, sponsorship, and other corporate or private support are coordinated through the OCC Foundation. The OCC Foundation and Office of Government, Grants, & Alumni will communicate all requests that may have any shared implications to ensure institutional coordination and perception of College unity to outside entities.

VI. Procedures

1. Pre-Award: Identification of Grant Projects 

a. Pre-Planned Priority Projects: Identification of grant projects is driven by the College's planning process and is informed by the strategic goals established by the College, assessments, and key initiatives included in department operational plans and OCC Master Plans. Resource needs related to high-priority projects form the focus of the College's grant-seeking efforts, which are guided by the President and Executive Council. 

b. Emerging Opportunities: Although grant seeking is focused on pursuing priority projects identified in annual and multi-year plans, any Onondaga employee may propose a grant project idea in alignment with the College’s strategic plan or departmental operational plans. Grant project ideas that are proposed by employees or by partner organizations during the year will adhere to the following process.

i. The project proposer discusses the grant concept, anticipated benefits, and potential cost implications, including staff, space, construction/renovation, supplies, and equipment, as well as the potential sustainability of the project, if applicable, with his or her immediate supervisor or department chair.

ii. The project proposer completes a grant proposal form that is endorsed by his or her division head and forwarded to [email protected].

iii. The Office of Government, Grants, & Alumni will review each request relative to the feasibility of proceeding and will seek approval from the President to proceed with proposal development.

2. Pre-Award: Proposal Development and Submission Process

a. Process for Proposal Development: Once a grant proposal has been approved to proceed with proposal development, a funding search will be conducted, if not identified at the time of submission. Once a prospective funder has been identified, proposals planned for submission will be added to the grants calendar, and the Office of Government, Grants, & Alumni will assist the project director with proposal development.

b. Approval for Submission: At least one week prior to a submission deadline, the Office of Government, Grants, & Alumni will request authorization to submit the proposal from the President, Senior Vice President and Chief Financial Officer, or OCC Foundation Executive Director, as appropriate to the funding source and amount. Presentation of the proposal to the President will be made once all involved or impacted areas of the College have reviewed and approved the proposal. Further all project budgets must be reviewed and approved by the Senior Vice President and Chief Financial Officer, or designee, prior to submission.

c. Submission of Proposals: The  Office of Government, Grants, & Alumni, and in the case of Foundation grants, the OCC Foundation, are the only departments authorized to submit grant proposals that have received appropriate College approval. No other individuals or individual departments are authorized to submit grant proposals on behalf of the College or Foundation. When all appropriate approvals and signatures have been received, the Office of Government, Grants, & Alumni or the OCC Foundation, as appropriate, will submit the final proposal to the funding agency.

d. Post-submission contact with funding agencies: While the proposal is in the review process, any required follow up with the funding agency will be the responsibility of the Office of Government, Grants, & Alumni at all funding levels, except in the case of local or other private foundations where the OCC Foundation Director or his/her designee has requested to serve as the primary point of contact.

3. Acceptance of Grants

a. The President, Senior Vice President and Chief Financial Officer, and the Vice President of Finance are the only persons authorized to approve the acceptance of grant awards on behalf of the College. The OCC Foundation Director is the only person authorized to accept grants on behalf of the OCC Foundation. The approval process will follow Policy B1 Signature Authority for Contracts.

b. Prior to acceptance of any grant, the grant award document, agreement, and/or contract will be reviewed by the Office of Government, Grants, & Alumni, Financial Services, Management Services, and College's general counsel to ensure the grant does not contain any obligations or restrictions that are contrary to the College’s policies or the approved project proposal and budget.

c. Upon approval of the award for acceptance, the Office of Government, Grants, & Alumni will submit a copy of the grant award document and/or contract to the project director/principal investigator and Financial Services. Original contracts will be filed in Management Services and a copy will be maintained by the Office of Government, Grants, & Alumni. Copies of grants submitted on behalf of the OCC Foundation will be sent to the Director.

4. Declined Grants

a. In the event that a grant proposal is not funded, the project director/principal investigator and all involved departments will be promptly notified by the Office of Government, Grants, & Alumni.

b. Requests for reviewer comments and proposal evaluations/ratings will be submitted to the funding agency by the Office of Government, Grants, & Alumni. Information will be forwarded to the project director/principal investigator and other key project personnel when received.

5. External Requests for Grant Partnerships or Support

The College often receives requests for letters of support or invitations to participate on local, regional, or statewide partnerships or consortia. All letters of support and/or inquiries about partnerships on grant opportunities will be coordinated through the Office of Government, Grants, & Alumni. Letters of support and other materials requested by partner organizations must be approved and signed by the President or designee and submitted by the Office of Government, Grants, & Alumni to the partner organization.

6. Requests for Copies of Submitted Grant Proposals

Due to the competitive nature of grants, grant proposals will not be shared with external partners or organizations, except under special circumstances. Grant proposals deemed appropriate to share will be sent through the Office of Government, Grants, & Alumni to the requestor.

VII. Forms/Online Processes

The Grant Proposal Form is available on College’s intranet site or can be requested from [email protected].

VIII. Appendix

The Grant Proposal Form and Grant Budget Reference Manual are available on the Onondaga Community College website.

Approved by the OCC Board of Trustees April 3, 2006

Updated and approved by the President January 5, 2010

Updated and approved by the President April 16, 2012

Updated and approved by the President April 14, 2014

Updated and approved by the President June 19, 2015

Updated and approved by the President March 28, 2016

Updated and approved by the President April 3, 2017