Fillable GAC Form Template Fillable 2013 Forum Review Checklist

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GAC Form Template Fillable 2013 Forum Review Checklist

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BROWSE MISSION COLLEGE FORMS

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1
Grants Review Process
The Governance and Planning Committee (GAP) of Mission College has approved the use of the following Grants Review
Process (GRP) for all proposals for new and renewal funding from external sources.
The grants review process is intended to perform the following:
1. Provide a uniform and consistent review process for all new and renewable grant applications.
2. Ensure that grants are consistent with goals and objectives of the college.
3. Ensure that thought and planning have been given to staffing, space and equipment.
4. Ensure that direct, in-kind and indirect costs have been fully considered.
PROCESS
Grant initiators must work with the Grants Advisory Committee (GAC) prior to seeking approval from the President of
Mission College. The Grants Advisory Committee will make a recommendation to the President, who will then sign to
approve or deny the grant proposal. Grant initiators are encouraged to contact the Grants Advisory Committee Chair
early to ensure a quick turnaround; it is not necessary to have the grant application fully completed in order to begin the
grants review process. The goal of the committee is to have a recommendation made within a two week timeframe.
Once approved by the President, applications must be submitted to the Vice Chancellor, Administrative Services and the
Chancellor at least one week prior to the grant application deadline for approval at the District level. Upon District
approval, grant applications are submitted to the grantor.
STEPS
1. Complete the Mission College “Grant Summary Form”.
a) As stated, provide a grant abstract no longer than 500 words or attach the Letter of Intent (if the funding
agency requires an abstract with your grant application, you may use the same abstract here as on your
application).
b) Obtain Approvals where applicable
2. Submit both the “Grants Summary Form” and the abstract to the Grants Committee Chair (electronic
submission is required so that materials may be emailed to GAC members).
3. The GAC Chair will call a meeting of the Grants Committee to review the submitted materials. The Chair may
invite the grant initiator to make a presentation.
4. GAC will make a recommendation to the President.
5. Submit a copy of the completed final checklist (see attached) to the GAC Chair when the grant application is
ready for Vice Chancellor and/or Chancellor signatures (required at least one week prior to the grant
application deadline).
6. Submit final grant application to the funding agency, with a copy of the final grant application to the GAC
Chair.
GRANTS ADVISORY COMMITTEE
The Grants Advisory Committee is a participatory governance subcommittee of GAP and will consist of 8 members. The
committee may invite additional college community members as appropriate. The following members constitute the
Grants and External Resource Committee:
Dean overseeing Grants
Administrator
(2) Classified Staff
(2) Faculty
(2) Students
CONTACT INFORMATION
GAC Chair: Donna Hale 408-855-5226 donna.hale@wvm.edu
District Advancement Office: Cindy Schelcher 408-741-2165 cindy.schelcher@wvm.edu
District Chancellor’s Office: Tracy Johnson 408-741-2011 tracy.johnson@wvm.edu
District Vice Chancellor’s Office: Christina Booth 408-741-2085 christina.booth@wvm.edu
To view the Grants Handbook, visit http://wv-atlas.wvmccd.cc.ca.us/depts/grants/grants_handbook/Grants_Main1.pdf
Submit
Print form
2
Grant Summary Form
This form is designed to facilitate the grants review process. All proposals for funding from external sources must be
considered for potential impact upon the College and will be reviewed by the Grants Advisory Committee. The Grants
Advisory Committee will use your answers to the following questions in making their recommendations.
Grant/Project Name ________________________________________________________________________________
Funding Source ________________________________________________________ Amount ___________________
Application Deadline _________________ Grant/Project Start Date ________________ End Date _________________
Grant/Project Lead __________________________________ Telephone _______________ Fax _______________
Dept/Offc __________________________________________ Email ________________________________________
Please list qualifications and experience appropriate to lead this project:
Please provide grant abstract or attach the Letter of Intent:
Describe how this project would benefit students and align with the mission and core values of the College (cite
Educational Master Plan and Program Review documents as appropriate):
Does the project require: Faculty reassigned time (# FTE) _______ Short-term, temporary faculty (#) _________
Short-term, temporary staff (#) _________ How will staffing be funded? ________________________________
What will the workload impact be on current staff? ___________________________________________________
Indicate the institutional funding requirement(s) for Mission College per annum:
Staffing $ ______________ Facilities $ ______________ Technology/Equipment $ ______________________
Sustainable maintenance/support of equipment/IS $ _________________ Other (explain) $ _____________________
_______________________________________________________________________________________________
Are these: In-kind matches _______ Direct budget costs ________ Both (explain) ___________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
3
Provide details of required facilities and whether they are provided by the College, leased, purchased, etc.:
Does the grant allow for charging of indirect costs by the District? ___________ If yes, at what rate _______ %
Indicate the long-range impact on the College:
Does the funding agency require program to continue beyond the lifetime of the grant? ___________
If yes, please describe how the project will be sustained or institutionalized (include details of related annual costs and
resources needed to do so):
Other considerations:
What resources are needed for data collection or program analysis (please consult with Office of Institutional Research,
Planning & Effectiveness):
List the individuals who will be involved in the administration and implementation of the project and their respective roles.
Identify the following persons:
Project Lead will report directly to: _____________________________________________________________________
Preparation & review of fiscal reports will be completed by: __________________________________________________
Private Grant Review: Notify the Dean of Advancement
All Grant Approvals: (signatures to be sought in order of listing)
Department Supervisor______________________________________________ Date: _________________
Signature
Grants Committee Chair _____________________________________________ Date: __________________
Signature
4
Approvals where applicable: (reviews can be conducted simultaneously)
Director of Research, Planning, and Institutional Effectiveness – Daniel Peck
I verify that all research needs of this grant can be covered by existing resources or by new resources as funded by the
grant:
_________________________________________________________________ Date: __________________
Signature
Vice President, Administrative Services – Rick Bennett
I verify that all staffing, equipment, facilities and budget needs of this grant can be covered by existing resources or by
new resources as funded by the grant:
_________________________________________________________________ Date: __________________
Signature
Dean of Business, Technology and Technical Services – Mina Jahan
I verify that all technology needs of this grant can be covered by existing resources or by new resources as funded by the
grant:
_________________________________________________________________ Date: __________________
Signature
Dean of Liberal Studies and Language Arts – Tim Karas
I verify that all support material needs of this grant can be covered by existing resources or by new resources as funded
by the grant:
_________________________________________________________________ Date: __________________
Signature
Director of Marketing, Public Information and Graphic Design – Peter Anning
I verify that all marketing/outreach needs of this grant can be covered by existing resources or by new resources as
funded by the grant:
_________________________________________________________________ Date: __________________
Signature
Academic Senate President – Wael Abdeljabbar
I verify that this grant contains no plan to hire Full Time Faculty
_________________________________________________________________________________ Date: __________________________
Signature
Vice President of Student Services – Penny Johnson
I verify that any staff needs contained within this grant will not negatively impact the Student Services area
_________________________________________________________________________________ Date: __________________________
Signature
Classified Senate President – Sarah Randle
I verify that any staff needs contained within this grant have been reviewed and discussed with the necessary parties.
_________________________________________________________________________________ Date: __________________________
Signature
5
Grants Advisory Committee Recommendation
Project Name _______________________________________
Grant/Project Lead ___________________________________
Dept/Office _________________________________
A meeting of the Grants Advisory Committee was held on (date) _________ to review the materials
submitted for the above referenced grant /program. It is the recommendation of the Grants Advisory
Committee to the President to take the following action:
_____ Approve the proposed grant application as submitted
_____ Approve the proposed grant application, with the concerns noted below
_____ Deny the proposed grant application
Comments:
Signature of Grants Advisory Committee Chair _______________________________
Date ________________
Grant Approved by Office of the President
Signature of Mission College President _______________________________
Date ________________
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6
Final Checklist for Grant Applications & the Acceptance Process
This checklist is designed to assist you in successfully preparing and submitting a proposal for external funding
and then following the correct process to accept a grant award. The most important aspects of this process are
collaborating with components of the college and District who will be impacted by your proposed project and
meeting the requirements/guidelines of the source of funding. West Valley-Mission CCD very much encourages
its employees to seek additional resources to support its goals and objectives. Completing this checklist will
maximize the likelihood of obtaining funding while minimizing misunderstandings or conflicts.
When your grant application is ready for Vice Chancellor and Chancellor signatures, please submit a copy of this
checklist to the GAC Chair with your grant application one week prior to the application deadline. Please explain
any steps not completed.
Grant Application Process:
_____ Discussed and obtained approval from department/unit supervisor.
_____ Discussed and obtained approval from Director of Research, Vice-President Administrative
Services, Library, Director of Marketing and Academic Senate President, where applicable
_____ Classified Staff needs reviewed by Classified Senate President and Student Services VP
_____ Grant proposal reviewed by GAC and recommendation made to GAP
_____ Proposal reviewed by GAP and recommendation make to College President.
_____ Grant proposal approved by College President.
Submission Process:
_____ Grant content and budget is complete, proofed and edited before submitting to District.
_____ Advancement Office receives proposal 7-10 days before submission deadline.
_____ District Finance Office reviews staffing, fringe benefits, indirect cost rate, and matching funds.
_____ Vice Chancellor and Chancellor approve and sign grant application required for submission.
_____ Grant Director/initiator submits grant application by post or electronic means.
Grant Acceptance Process:
_____ Appropriate College Administrator or Advancement Office prepares Board approval item.
_____ Contracts or Agreements are signed by the Chancellor or Vice Chancellor.
_____ Accounts are established by college budget office who notifies District finance.
_____ Consult with human resources about hiring and reassigned time.
_____ Follow purchasing procedures for acquisitions in a timely manner, consulting with IS and
technology staff for computers/technology purchases.
_____ Consult with the college/District facilities staff for office and space needs.
_____ Begin documenting grant activities, milestones, accomplishments and progress.
Comments:
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Completed 19 November 2019

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