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Grant Application: Program Concept Approval
When you have found a funding opportunity and have the program concept that matches it, the following are the steps you need to take to get College approval of your program concept:
STEP 1:
* based on Grant due date of April 17
| Responsible Party/Activities: |
Timeline |
Due Dates* |
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Principal Investigator (PI) (Who can be a PI and what are their responsibilities?) should:
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Develop program concept and discuss with Campus Grants Representative
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Year-round |
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Look for funding opportunity |
Year-round |
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Call Program Officer and consult program concept's fundability as a proposal. |
As soon as funding opportunity is known |
Jan 17 |
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Meet with Grants One-Stop Center (GOSC) if needing technical assistance; call to the Program Officer and completion of the PCA form may be done at this time also. |
Three (3) months or more, before the grant application is due. |
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Complete and submit Program Concept Approval Form (PCA) to GOSC
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Three (3) months or more, before the grant application is due. (See note below)
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Jan 17
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When should the PCA form be completed and submitted?
- If you have a program concept that you'd like to submit for a grant application within the college fiscal year. Getting it pre-approved is excellent program planning!
- PRIOR to putting together a proposal.
- Three months or more, before the grant application is due; Exceptions may apply based on extenuating circumstances.
NOTE: If a program funding announcement is released less than three months before the grant deadline, please immediately inform the GOSC and get an adjusted submittal date or consider reapplying at the next round of grant application solicitation to ensure a campus/district-supported, complete and quality grant application/proposal.
STEP 2:
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PI:
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| a) |
Continue on putting together materials for the proposal while Program Concept is going through approval process and get materials ready for FINAL review process. Proposal narratives needing review may be sent to GOSC via e-mail as early as possible. |
As soon as program announcement is known, or at least three (3) months or more, before the grant application is due |
Jan 17 |
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GOSC:
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Review PCA Form, Draft Narrative and Preliminary Budget and forward proposal packet to Provost for approval. |
Within one (1) week from receipt of PCA; Two (2) months and three (3) weeks before the grant application is due.
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Jan 23 |
| c) |
Notify Principal Investigator of any further comments/suggestions if any. |
Within two (2) weeks from receipt of form; Two (2) months and one (1) week before the grant application is due. |
Feb 6 |
STEP 3:
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PI:
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Respond to GOSC comments/questions of the PCA form if needing further corrections/information |
Within two (2) weeks from date of receipt of GOSC comments; One (1) month and three (3) weeks before grant application is due. |
Feb 19 |
In order to expedite PCA approval, please:
- Complete the required information to assess feasibility of the program.
- Only accurate and complete forms will be considered; Incomplete forms will be returned.
- Do not leave blank spaces (include names and extensions as required), otherwise, mark the N/A box if requirement is not applicable; e-mails are acceptable if signatures for required assurances could not be obtained.
You'll also need to provide the following as an attachment to the completed PCA form:
- A copy of Program/Funding Announcement;
- Draft budget with detailed personnel and position description/justification;
- A signed letter(s) of support from program partner(s), if applicable. An e-mail from an authorized person is acceptable;
- E-mail(s) if signature(s) for required assurances could not be obtained.
NOTE: District approval/assurance is required for Bursar, Information Technology, Institutional Research and Planning, and Facilities for costs that exceed $25,000. All other assurances required must be secured from your campus representative as indicated in the form. Your campus rep may at any time call the District contact given below if needing further guidance.
| District Contacts |
| Enrollment Services - Asst. Vice Chancellor for Student Dev. |
206-4973 |
| Instructional Services - Asst. Vice Chancellor for Acad. Svcs. |
206-4684 |
| Bursar |
206-4575 |
| Matching Funds - Budget Dev. Dir.; Adv. Fiscal Analyst |
206-4780/4559 |
| Facilities - Plant Ops & Maint. Director, or Facilities Planning & Const. Director |
206-2733/4730 |
| Grants One-Stop Center - Advanced Fiscal Analyst |
206-4844 |
| Human Resources / FLSA - Advanced HR Analyst |
206-4632 |
| Information Technology - Vice Chancellor |
206-4809 |
| Institutional Research and Planning - Director |
206-4934 |
| Risk Management - Director |
206-4558 |
For further questions or information, you can either:
- Call the grants one-stop center at ext. 4955 for any questions.
- Schedule a consultation meeting with the Grants One-Stop Center for any one-on-one assistance that you may need.
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