Planning Process 

• Grant Development Planning Process
• Division of Responsibilities

Joliet Junior College's Grant Development Planning Process

• The planning process begins each year when the Senior Leadership Team, with input from the faculty and staff, decides on major grants that the college will pursue throughout the year.
• When other grant opportunities arise, faculty and staff should fill out a Proposed Grant Initiative Form, have it approved by their dean, and submit it to the Grant Development Office.
• Every two weeks, the Grant Coordinating Committee will meet to decide if submitted grants are aligned with the College Strategic Plan.
• After the committee approves the grant initiative, the coordinator of grant development will meet with the project director to set up a timetable and begin developing the project and proposal.

Developing the Proposal

• During the development process, the project director, grant writer, and grant accountant will work together to develop the program, create a budget, and write the grant.
• The Grant Office will serve as a liaison with the grant agency when questions arise.
• The Grant Development Office will edit all drafts of the proposal and ensure it is reviewed by all appropriate stakeholders.
• The Grant Office will manage the proposal process and keep the process on schedule.

Packaging and Submitting the Proposal

Upon receipt of the final copy of the grant proposal, the Grant Office will provide the following services:

• Review the final copy to ensure compliance with RFP guidelines
• Proofread and edit
• Ensure budget has been reviewed and approved by the grant accountant
• Obtain all required signatures
• Reproduce copies of the proposal
• Write cover letter
• Package the proposal according to RFP directions and mail or submit on-line
• Distribute copies of the final proposal to appropriate stakeholders

Administering and Managing the Funded Proposal

Once the grant has been awarded, the Grant Office is responsible for the following:

• Inform the project director and business office of the award
• Send a thank you letter to the grant agency
• Secure signatures on grant contracts
• Inform community relations so they can develop a press release
• Secure report format and schedule
• Send reminders to project director regarding grant reporting
• Assist project manager with interactions with funding agency if needed

If a proposal is declined, the following occurs:

• Inform the project director of the decision
• Request readers' comments/feedback from the grant agency
• Discuss the potential for revision and resubmission in the future
• Send a thank you letter to the grant agency

Division of Responsibilities in the Grant Process

Today, it requires a major collaborative effort to successfully acquire funding. This collaboration includes faculty members, senior leadership, the manager of grant accounting, support staff, and the coordinator of grant development. With reduced state and federal funding, competition for grants is increasing, and Joliet Junior College must act as a unit when applying for awards. Each collaborating member has specific responsibilities within the grant process.

Project Director Responsibilities

Every grant proposal requires a project director. This person will work in conjunction with Joliet Junior College's grant team to research, develop, submit, and maintain the grant. This is a long-term, in-depth process that requires commitment, vision, and management skills.

Specific responsibilities of the project director include:

1. Research funding sources
2. Develop project concept and proposal content
3. Obtain approval of Dean/Administrator
4. Contact Office of Institutional Advancement
5. Collaborate with grant writer and business office to complete proposal
6. Notify Office of Institutional Advancement upon receipt of funding notification
7. Work with Communications and External Relations to advertise award
8. Implement the project post award
9. Establish a relationship with the agency Program Officer in collaboration with the Office of Institutional Advancement
10. Certify employee effort related to project
11. Seek answers to budget and program related questions
12. Write project reports
13. File reports on time in collaboration with the Office of Institutional Advancement
14. Follow funding agency's policies and procedures
15. Make sure the project is completed on time and within budget

Coordinator of Grant Development Responsibilities

The coordinator of grant development facilitates the entire grant process by locating funding, turning ideas into fundable projects, and ensuring that a polished proposal that meets all the requirements of the RFP is sent out.

1. Research funding sources
2. Develop grant narrative in conjunction with the project director
3. Hold grant development meetings
4. Assist in all stages of grant development
5. Ensure narrative addresses all elements of the RFP
6. Gather necessary attachments
7. Secure signatures on all documents
8. Package proposal in accordance with the RFP
9. Hold post award meetings when necessary
10. Provide report reminders to project directors
11. Review reports before submission to funder

Manager of Grant Accounting Responsibilities

The manager of grant accounting works with the project director to create a budget, analyzes the financial aspect of the proposal, and ensures financial accountability throughout the grant process.

1. Establish project accounts and account numbers
2. Develop project budget with project director
3. Answer budget related questions
4. Verify matching funds and in-kind contributions
5. Approve contracts before President signs
6. Submit invoices to funding sources and partners, deposit funding checks
7. Prepare financial reports
8. Approve purchase requisitions
9. Retain official files
10. Close out financials for projects
11. Create paper trails for audits

Adapted with permission from Sinclair Community College.