Approval procedures for initiating special fundraising projects

Simple process for smaller grants

If the grant sought is to an individual to support research or writing, or if the amount is less than $5,000, the department chair must approve, and the supervising vice president must be informed. No further approval is required except consultation with the grants coordinator and permission from the vice president for institutional advancement to approach a potential donor, whether individual, business, church or foundation.

Process steps for more complex grants

If the grant is meant to establish a new program, or for an activity that involves more than one person, more than $5,000, or if it requires matching funds, the following steps must be taken:

1. The writer must obtain approval from relevant administrators. The approval process must begin at least two weeks before the submission deadline, to allow time for revision if necessary.
2. A department head presents a proposal (including purpose, amount, time line, etc.) to the vice president to whom he or she is responsible (academics or student life).
   
3. If the vice president approves the proposal, it is submitted to the vice president for finance and the vice president for advancement. All three vice presidents must “sign off” on the project. They indicate their approval via signature, email or memo to the grants coordinator and the initiating department, along with any additional instructions that may be appropriate.
   
4. If matching funds are required, all three of these vice presidents must approve plans to procure matching funds from special gifts until a specified date and then, following that date, the match shall be met with unrestricted gifts as a part of the budgeting process.
   
5. If the project is designed to continue beyond the period of the initial grant, all three vice presidents must approve a plan for assessing and sustaining the project prior to submitting the proposal. If the assessment plan for the project indicates that it cannot be sustained, an approved exit strategy must be in place.