860.1 Protocol for Record-keeping and Communication Flow with
Lilly Endowment Inc.
- The President’s Office will continue to keep files on current and recently completed projects funded by Lilly Endowment Inc, including all correspondence between the President’s office and the endowment office. For each separate project, the President’s Office files should include:
- A copy of the proposal and cover letter
- Original signed contracts
- Copies of annual reports
- All proposals and reports sent to Lilly Endowment should be copied electronically to the grants coordinator.
- All new grants received should be reported to the grants coordinator for record-keeping and report reminders.
- The Development office will serve as the ongoing central repository for all information that flows between Lilly Endowment Inc. and Goshen College. Each project file should contain the following:
- A copy of the proposal submitted to Lilly Endowment, with cover letter
- A copy of the rejection notice or signed contract
- A copy of each annual or semi-annual report sent to the endowment
- Copies of all correspondence and summaries of oral conversations between Goshen College and the Lilly Endowment office about this project
- Only the president’s office, or other vice presidents as designated by the president, may communicate directly with Lilly Endowment vice presidents.
- Project directors should communicate regularly with Lilly Endowment program directors responsible for their grant program. Copies of all correspondence and summaries of all oral communication will be submitted to the vice president for the area in which the grant is located.
- All proposals submitted to Lilly Endowment must following the published guidelines for grant-writing at Goshen College and must be approved by the grants coordinator, the respective vice president(s) overseeing the area where the grant will be lodged, and the vice president for advancement.
- The grants coordinator should be responsible to see that Lilly Endowment project directors understand the need to copy the development office on all correspondence.
- The grants coordinator is responsible to remind project directors when reports are due to Lilly Endowment and offer assistance, as appropriate.
- Project directors should submit all grant reports two weeks in advance of the due date to the vice president responsible for the program area funded by the grant. He or she (or a designate) will review the report and return it to the director one week before the report is due. The grants coordinator may be consulted as needed.