Procedure No. 503.1
Area: General Administration

Adopted: 04/23/96
Revisions Approved: 09/06/16

Description: Grants Procurement/Administration


Description: Grants, Competitive Contracts and Inter-agency Agreements Procurement/Administration

APPLICATION PROCESS:

  1. Administrative approval must be obtained before a proposal for a grant, or an application for a contract for services that Atlantic Cape will provide, is developed. Grants include funds awarded competitively and non-competitively from external and partnering funding sources, along with inter-agency agreements between a county Workforce Development Board and the College that are made at the discretion of Atlantic County and Cape May County on an as-needed basis.
  2. Approval to apply for a grant shall be granted via Senior Staff as directed by the Dean, Resource Development. Senior Staff will provide approval after analysis of the completed Request for Proposals (RFP) Review Form created by the Resource Development Department. This requirement also applies to grant applications to be submitted by another organization, with Atlantic Cape as a proposed sub-grantee or contractor.  An abbreviated version of the RFP Review Form shall be provided for inter-agency agreements between a county Workforce Development Board and the College. (This process shall be conducted prior to the Board Finance and Audit Committee’s approval of RFP Review Forms and Resolutions to Apply for grants, and in accordance with the proposal development timeline as outlined in the RFP Review Form.)  
  3. Increasingly, grant applications are made via funders’ websites and Online application portals. All access to Online application systems (e.g., grants.gov) shall be managed by the Resource Development Department. On an as-needed basis, the Resource Development Department will obtain access to grant-makers’ application systems and will manage access for the College.
  4. Upon approval to apply via Senior Staff, the proposal originator and the Resource Development Department will coordinate the preparation of the grant proposal draft.
  5. The Resource Development Department will provide the following services:

        A. Preparation of RFP Review Form

        B. Collaboration with project staff in obtaining data for:

             I. Cover page

             II. Abstract

             III. Needs assessment

             IV. Goals and objectives

             V. Evaluation

             VI. Budget and budget narrative

             VII. Impacted areas that will provided institutional support to the project:

                   Finance

                   Human Resources & Training

                   Recruitment

                   Marketing

                   Facilities/Grounds (equipment, rooms, scheduling)

              VIII. Other proposal sections, as needed

         C. (3) Assistance in drafting of proposals and budgets (as needed).

         D. (4) Final review, including proofreading and error-checking of proposals and budgets

              (required)  

6. The Resource Development Department will prepare the RFP Review Forms and Resolutions to Apply for grants for the College Board of Trustees’ Budget, Finance and Audit (BFA) Committee. Workforce Development will prepare the abbreviated RFP Review Form for inter-agency agreements between an entity, (such as the county Workforce Development Board), and the College. The Senior Manager, Grants and the proposal originator will participate in the portion of the BFA meeting devoted to analysis of the RFP Review Forms and Resolutions to Apply.

7. Upon completion of the final proposal draft, the Resource Development Department will provide the draft project goals and objectives and a complete budget summary to the Dean, Resource Development. This Dean will coordinate a process in which Senior Staff has the opportunity to review proposals’ goals and objectives, as well as budgets, and to provide any corrections or adjustments needed. Full draft proposals will be made available upon request and coordinated through the Dean, Resource Development.

8. Upon approval of the final draft from the Dean, Resource Development, the Resource Development Department shall obtain any necessary signatures (paper and electronic, as applicable) from College personnel. The Resource Development Department will submit the final proposal to the funding agency.

9.All submitted proposals and related documents will be on file (paper and/or electronic copies) within the Resource Development Department.

 

INTERNAL ADMINISTRATION OF APPROVED GRANTS, COMPETITIVE CONTRACTS AND INTERAGENCY AGREEMENTS

 

  1. All award notifications must be provided to the Resource Development Department. Upon receipt of notification of grant award, the Resource Development Department will notify all College personnel participating in the project. As appropriate, the Dean, Resource Development will notify Senior Staff of all developments related to the grant award. Grants include funds awarded competitively and non-competitively from external and partnering funding sources, along with inter-agency agreements between a county Workforce Development Board and the College that are made at the discretion of Atlantic County and Cape May County on an as-needed basis.
  2. Upon receipt of notification of complete documentation from the funder related to the award, the Resource Development Department will create a Resolution to Accept the grant or competitive contract, to be submitted to the President’s office for review by the Board Finance and Administration Committee. The Board Finance and Audit Committee shall also be notified in abbreviated fashion of the awards of all inter-agency agreements.
  3. Once notified that the grant has been awarded, the project director will have primary responsibility and accountability for the grant project operations.
  4. Upon receipt of the grant contract, the Resource Development Department will work with the project director and the Finance Department to communicate with appropriate departments regarding final signatures that they are responsible for, and establish the budget recording system for the grant.
  5. During the grant period the Resource Development Department will:
  • Provide grant project staff with technical assistance related to the funder’s guidelines and regulations.
  • Collaborate with project staff and Finance Department to implement any necessary budget changes.
  • Serve as liaison between the College and the funding agency. Following submission of the final proposal to the funding agency, inquiries related to any proposals shall be coordinated by the Resource Development Department only. The Resource Development Department will keep program staff updated on the status of the proposal with the funding agency. Following awards, the Resource Development Department will coordinate all communication with the funder.
  • Ensure that all reporting is done in a timely matter and in accordance with grant guidelines. The Resource Development Department will submit all required reports to the funder, and maintain paper and/or electronic copies of these required project reports on file.

Procedures:

Grant Procurement/Administration No. 503
Grant Pre-Proposal Form, Supplement 1
No. 503.1s1
RFP Grant Review Form, Supplement 2 No. 503.1s2
Acquisition, Use and Disposal of Perkins Equipment No. 503.2
Procedure for Letters of Support Related to Grant Applications No. 503.3

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