| Grant Proposal Approval Guidelines |  |
1. The Pre-Proposal Process
Central Arizona College assumes a legal obligation as a contract holder or partner when it accepts grant funding. College staff must contact the Grants Office prior to writing and/or submitting any proposals. A Grants Pre-proposal Form must be completed and sent to the Grants Office before you proceed with the grant application. For grants that are $20,000 or less, please complete the Pre-Proposal Grant Short Form. For larger grants, please complete the Pre-proposal Grant Concept Form. Both the Grants Review Committee and President Jenkins' Executive Council have a role in the approval process.
The Executive Council reviews pre-proposal forms for grants that:
- Are $100,001 or more
- Have match or in-kind requirements
- Require the college to make a commitment to institutionalize project staff at the end of the grant period
- Involve significant partnerships (e.g., partnerships that involve Memorandums of Understanding or Intergovernmental Agreements, sharing of the grant funds, etc.)
The Grants Review Committee reviews pre-proposal forms for grants that:
- Are $100,000 or less
- Do not have match or in-kind requirements
- Do not require the College to make a commitment to institutionalize project staff at the end of the grant period
- Do not involve significant partnerships with other organizations
TIP: Start the approval process as soon as possible so that you have time to obtain approval for your proposal.
2. Review of the Grant Applications
A project funded by a large grant usually involves hiring personnel, utilizing the services of existing CAC staff, and in-kind and match requirements. Thus, the appropriate staff must review the grant proposal before it is submitted to the funding entity. The review’s purpose is to ensure that the proposed project is feasible and not a burden to the college.
- Jim Kimsey, vice president of Human Resources, should review the plan to hire project personnel and any proposed salaries.
- Dennis Rennicke, budget development officer, must review and approve the project’s budget, in-kind, match, and any statements or promises about sustaining the project after the grant ends.
- William Brown, executive director of Institutional Planning and Research should review the proposal’s evaluation design.
- If the proposal will state that college personnel will provide a service for the grant project, contact them first to get their approval. For example, if you write that the college's marketing staff will produce promotional materials for the project, first clear this with Tom Di Camillo, director of Marketing and Community Events.
- The Grants Office should review the proposal. We are happy to make suggestions and help with the writing when time and workload allow.
- Your supervisor should review and approve the application.
- President Jenkins has the ultimate responsibility for approving the submission of grants to external agencies and for accepting external funds on behalf of Central. Please notify the Grants Office when you are seeking Mr. Jenkin's signature for grant applications.