Grant Development & Approval

1200.220 GRANT DEVELOPMENT & APPROVAL PROCEDURE

A. PURPOSE

The purpose of this procedure is to establish a clear process for the development, review, approval, and management of grants at Wenatchee Valley College (WVC). This ensures alignment with strategic priorities, compliance with external funding requirements, and effective use of resources.

This procedure applies to all grants pursued on behalf of WVC and its associated foundations (WVC Foundation and WVC at Omak Foundation).

B. DEFINITIONS

Sponsored Projects: research, training, or other projects funded by external entities through grants, contracts, or cooperative agreements.

Grant: a specific type of funding mechanism defined as a sum of dollars offered by an entity outside the college and awarded through a competitive application process that specifies the activities to be undertaken to reach stated goals. An example of this type of grant is a proposal to a private foundation or to an agency of the federal government.

State Grant: a specific type of grant offered by the state of Washington through the State Board for Community and Technical Colleges (SBCTC). State grants can be either competitive or non-competitive. An example of this type of grant is a Workforce Education Grant.

C. ROLES AND RESPONSIBILITIES

Fiscal Services: Reviews and ensures that the project’s budget aligns with both WVC policies and the funding agency’s guidelines. They review and approve the budget, track grant expenditures, and assist with financial reporting throughout the duration of the project. Fiscal services also assign appropriate budget numbers for awarded funds.

Grant Administrator: Has primary responsibility for the day-to-day management of the grant, ensuring both programmatic and fiscal compliance with all terms and conditions outlined by the funding agency. Typically, the principal investigator/project director (PI/PD).

Grants Office: Manages the entire grants process, providing guidance on proposal development, submission procedures, and compliance with regulations. The grants office ensures that all required documents are submitted and tracks the progress of the proposal. After the award is received, the grants office coordinates with fiscal services and the PI/PD to ensure that all reporting and compliance requirements are met. They also maintain records and facilitate communication with the funding agency.

Initiating Department/Individual: Leads to the development of the proposal. They are responsible for completing necessary documents and obtaining internal approvals. After obtaining internal approval, the initiating department/individual submits the final proposal to the grants office for submission to the funding agency.

Principal Investigator/Project Director (PI/PD): Responsible for the post-award management of the sponsored project, ensuring that project goals and deliverables are met, timelines are adhered to, and the project remains within budget. They oversee day-to-day project operations, manage project staff, ensure compliance with funding agency regulations, and submit required progress reports and other documentation. The PI/PD collaborates with the grants office and fiscal services to track financial expenditures and provide ongoing updates on the project’s status.

C. PROCESS

1. Application Process

   1. All identified grant opportunities must align with WVC’s mission and strategic priorities. The initiating department/individual must check due date to ensure sufficient time for preparation, coordination, and review at appropriate levels. Faculty and staff are encouraged to actively seek funding opportunities that meet departmental and/or area needs. The grants office helps identify potential funding opportunities, assess eligibility, and provide relevant information.

   2. The initiating department/individual are tasked with identifying a qualified PI/PD to manage the project if awarded. If the PI/PD is to be hired upon award the initiating department/individual must work with WVC human resources (HR) to prepare a job description and salary range. If the PI/PD is a current WVC employee, the following steps must be followed:

      1. The proposed PI/PD must complete the request for PI/PD status form.

      2. The request for PI/PD status form must be reviewed and approved by the immediate supervisor, the department dean (if applicable), and the appropriate vice president.

   3. The initiating department/individual is responsible for completing a preliminary grant proposal form and submitting it to the grants office for initial approval. The grants office will determine alignment with the college’s strategic plan and will either approve or deny the preliminary proposal for further development.

   4. Once approved, the initiating department or individual leads the proposal development process with support and coordination from the grants office. This support can include:

      1. Verifying that the project aligns with institutional priorities.

      2. Securing support from the appropriate vice president.

      3. Collaborating with the institutional effectiveness office to gather institutional data and other relevant information.

      4. Proposal review, editing, and/or writing.

         Guidelines for proposal development can be obtained from the grants office and are posted on the WVC website.

   5. Once the proposal is ready for review, the initiating department/individual will complete the grant review form and submit it, along with the proposal to the grants office for review. With the approval of the appropriate vice president, the proposal will be brought to the president’s cabinet members. The following information should be presented:

      1. Summary of the project, including effective dates and staffing.

      2. Total budget, including institutional contribution and source.

      3. Support requirements, including reporting and monitoring.

      4. Impact on other units of the college.

   6. The president’s cabinet will approve any proposal with one or more of the following characteristics:

      1. Total budget of $100,000 or more.

      2. If the grant will result in the creation of a new staff or faculty position

      3. If the grant will redefine or reclassify the status of a given position

      4. Commitment of matching funds or in-kind contribution of institutional resources.

      5. If the grant funded activity will continue for more than one fiscal year.

   7. Renewals of existing projects or amendments to current projects will undergo an abbreviated review by the grants office and grants accountant to ensure that all relevant departments are informed of changes in budget information and/or project activities.

   8. After internal approval, the final proposal is submitted to the funding agency by the grants office. The president as the Authorized Organizational Representative (AOR) for the college, must sign all proposals prior to submission unless this authority is delegated to other individuals. All grants must be submitted to the funding agency by the grants office unless submission authority is delegated to another individual.

   9. Confirmation of submission is tracked to ensure the proposal is successfully received by the funder.

   10. When the college does not review or approve an application prior to submission, it reserves the right to reject any agreement.

2. Implementation Process

   1. Information on grant award decisions will be forwarded upon receipt to all affected offices, including the initiating department/individual, institutional effectiveness, human resources and fiscal services. This information should address any revisions in the budget or implementation of the project as determined by the funding agency.

   2. The human resources office may initiate advertising for new positions prior to a grant award being received if this is necessary to allow sufficient time for the application and interview process for grant activities to begin on schedule. These positions shall be posted as contingent on receipt of funding.

   3. Upon receipt of a grant award, only the president may sign the grant agreement/award document. Upon signature, the fiscal services office will assign budget numbers for grant funds and determine the signature authorities for those budgets.

   4. The grants office will review any reporting requirements for the grant and determine how reporting responsibilities will be addressed, in coordination with the fiscal services office, and the PI/PD or the initiating department/individual.

   5. In general, the responsibility for grants administration and reporting lies with the departmental unit obtaining the funds. The PI/PD typically serves as the grant administrator, with support from the department's administrative personnel. It is essential that the grant administrator obtains and becomes thoroughly familiar with all the funding agency's written policies, procedures, and regulations. The grant administrator must also comply with all college policies and procedures.

   6. The grants office can support an awardee as they administer their grant, helping them manage timelines, interface with college processes, and understand the basic requirements of their grants.

Originally approved by the president’s cabinet: 4/13/03
Revised and approved by the president’s cabinet: 9/16/08, 5/7/20, 3/18/25
Last reviewed: 3/18/25
Procedure contact: Grants Office

Related policies and procedures
000.110  Grants and Contracts Policy