Managing your grant

Time

Include plenty of person time to direct the grant if it is received.  Be generous in your time estimates, because it will always take more time than you think it will.

Notification

Notify your supervisor,  the development office, public relations, president, vice president for finance and the grants coordinator if you receive funding for your project.  Submit a one-page summary to the dean for sharing with the president’s council.

Copies of the proposal, the acceptance letter and contract should be submitted to the grants coordinator for disseminating information to president and provost and to the development office for permanent filing.

Meet with the controller to obtain an account number and set up accounting spreadsheets.  She will send monthly expenditure reports to the project director and can help with annual fiscal reports.

Use an advisory group and/or the supervising vice president to help the project director make important decisions.

Submit reports on schedule, following the format given by the funder.  The grants coordinator or development office can assist with annual program reports.  Copies of all reports to the grantor should be given to the supervising vice president and should also be filed in the development office.

Re-directing funds

Request permission from your program director to re-direct funds if unanticipated changes occur.

Extensions

Request an extension (without additional budget) if more time is needed to complete a project than was anticipated.

Follow up

Collect evaluation data and use it to submit a follow-up proposal, if desired.