Steps in Preparing Your Proposal
Any award made to Chaffey College represents a legally binding agreement between the College and the sponsoring agency. To protect the integrity and liability of the College, it is imparative that all grant proposals are full vetted through the submission process and receive full authorization and support from the administration.
Grant Processes Flow Chart
Step One: Developing a Grant Idea
Step Two: Intent to Apply
Step Three: Preparing the Application
Step Four: Authorization to Submit
Step Five: Submitting the Proposal
Faculty and staff in the preliminary stages of developing a project or grant concept should complete the one-page Grant Idea Form and return it to the Resource Development Office. The Grant Idea Form identifies the Primary Contact and provides preliminary information about the proposed project’s activities and services and funding requirements. The Resource Development Specialist will schedule a meeting with the Primary Contact to discuss the grant idea and familiarize the Primary Contact with online resources and funding databases available to identify potential funding opportunities. Please note, completion of a Grant Idea Form is neither a guarantee of funding nor an endorsement from the College to pursue specific projects. To pursue an identfied funding opportunity and submit an application to the sponsor, faculty and staff must complete the Intent to Apply Form.
If you have already identified a funding opportunity and wish to secure the College’s endorsement to prepare an application, you can proceed with the Intent to Apply form. The Resource Development Specialist will facilitate completion and submission of the Intent to Apply and a one-page abstract of the proposed project. The Intent to Apply contains detailed information about the proposed project including physical and personnel resources, preliminary budget and sponsor information. The Intent to Apply is reviewed by the Resource Development Committee (RDC) based on a Grant Proposal Scoring Rubric. The scoring rubric allows the RDC to assess new grant opportunities compared to the College’s Strategic Vision, President’s Goals and impact on resources and target population. The scoring rubric allows the RDC to make decisions to pursue grant opportunities based on a rational and transparent process rather than pursing an opportunity because it’s a “neat idea.” The RDC will consider the merits of each potential proposal based on the following 12 criteria:
- Relationship to Educational Strategic Vision and/or President’s Goals;
- Clearly documented evidence-based institutional or community need;
- College’s ability to address sponsor funded criteria;
- Financial impact;
- Personnel commitment;
- Facility requirements;
- Technology requirements;
- Expertise and credentials of the proposed Project Director and grant personnel;
- Sufficient lead time for submission;
- Potential population served and ability to affect change;
- External partners; and,
- Institutionalization of the proposed project.
The RDC will average individual scores to one composite score and forward a recommendation to the Associate Superintendents of Business Services and Economic Development and Instruction and Student Services to either:
- Approve the proposed project for proposal development and submission;
- Approve the proposed project with noted concerns;
- Table the proposed project for further discussion/development; or
- Deny the proposed project for proposal development.
The RDC may also recommend faculty, administrators or staff to participate on the grant development and writing team. Once the Associate Superintendents authorize the Intent to Apply the actual grant writing and application preparation begins.
Proposal Appeal. If the Associate Superintendents decide to table or deny a the pursuit of a grant project, the Primary Contact may appeal the decision by completing a Proposal Appeal Form and submitting it along with the original Intent to Apply documents to the Superintendent/President’s Executive Committee for reconsideration. Proposal Appeals will be considered during regular closed session of the Executive Committee. Primary Contacts will be notified of the Committee’s decision within three business days of the meeting. The decision of the Executive Committee constitutes a final decision.
Role of the Grant Writing Team. Preparing a grant submission requires participation and collaboration from all parties affected by the proposed project. The Resource Development Committee may assist the Primary Contact/Project Director with identifying appropriate faculty and staff to participate on the grant writing team to provide content expertise. The Resource Development Specialist will facilitate team meetings, assist in developing a timeline for completion and may assign various team members specific tasks related to the grant application. Grant writing is a truly interactive, participatory process which relies on the wide range of expertise of Chaffey’s faculty, staff and administrators. The role of the Resource Development Office is to facilitate this process through convening regular grant development meetings, gathering information and working with the team to develop a viable application. Team members may contribute to several aspects of the application such as:
- Contributing to the proposal narrative and project design;
- Assisting with the development of the project budget;
- Providing current biosketches, resumes or curriculum vitae
- Assisting the collection of Letters of Commitment or other supplementary documents required by the sponsor;
- Facilitating collaboration with potential community partners; and/or
- Reviewing and editing drafts of the proposal or budget narrative.
The Resource Development Specialist will collect, organize and assemble all final components of the grant application package including completion of all sponsor required forms.
Step Four: Authorization to Submit.
Ten (10) business days prior to the sponsor’s submission deadline, the Resource Development Specialist and the Primary Contact will complete and circulate the Authorization to Submit Grant Application Form for final review and official sign-off by key offices and administrators. The Authorization to Submit Grant Application Form must be accompanied by the following components of the grant proposal:
- Proposal Narrative (Chaffey as lead institution) or Statement of Work (Chaffey as a partner institution)
- Detailed Budget and Budget Justification
The Resource Development Specialist will make the form and proposal components available electronically to all signees and notify all that the proposal is ready for final review and approval. Signees will contact the Resource Development Specialist with any questions, comments or corrections that need to be made to the application. All signees will be notified if changes in the project scope or budget modifications in excess of 5% need to be made after granting authorization and prior to final submission.
Grant proposal applications may only be submitted by representatives from two offices on campus.
- The Foundation Director is responsible for submitting foundation grants which require documentation of non-profit 503(c)(3) status.
- The Resource Development Specialist submits grants to all other sponsoring agencies including federal, state and local government agencies and others.
Grants requiring paper submission will be sent via overnight carrier with delivery confirmation (i.e. FedEx or UPS) at least 48 hours before the deadline. Grants requiring electronic submission may be submitted up to the final submission date and time, though every effort will be made to submit applications in advance of the deadline. The Resource Development Specialist or Foundation Director will provide the Primary Contact with confirmation of receipt to the sponsoring agency.
Please be aware that any award made to the College represents a legally binding agreement between Chaffey College and the sponsoring agency. Therefore, to protect the integrity and liability of the College, it is imparative that all grant proposals submissions are full vetted through the submission process and receive full authorization and support from the administration.