GRANT-WRITING
101:
INTERNAL PROCEDURES
The proper protocol
for grant approval at
LCSC
THE PROCESS
• PROPOSAL
Draft a well thought out project proposal and logical budget.
(Covered in Grant-Writing 101: Proposal Preparation.)
• PROJECT AWARENESS
Discuss the feasibility of a proposed project and budget
logistics with immediate supervisors and/or Division
Chairs.
• COLLABORATORS
Ensure all collaborators are completely committed to the
proposed project.
THE PROCESS
• GAARP
Submit a Grant Application Approval Request Procedure
(GAARP) form to obtain institutional approval.
• GRANT SUBMISSION
Route documents to the appropriate departments.
• FOLLOW UP
Keep all affected departments abreast of a proposed project’s
grant status.
GAARP
• Grant Application Approval Request Procedure
• Available online on the OGC website in Word and PDF
• Comprised of:
•
•
•
•
•
Project Information & Signature Pages
Project Abstract
Budget
Comments Page
GAARP Instructions
GAARP: PROJECT INFORMATION
• Project Title
The institutional identity of the award; not the title of the
grant being applied for.
• Principal Investigator
The primary Principal Investigator (P.I.) for LCSC.
(Must be a full-time LCSC employee; i.e. adjunct and IH
employees may not serve as the primary P.I. on a grant.)
• Project Director
If different from the Principal Investigator.
• Department
Where project will be housed.
GAARP: PROJECT INFORMATION
• Funding Agency
•
•
Provide a website link to either the RFP or grant guidelines
Funding type (e.g. federal, state, foundation, other )
• Application Deadline
•
GAARPs are required to be submitted and completed at least 7 days
prior to the grant submission deadline.
• Project Dates
• Sub-contract & Sub-contracting Agency
•
When LCSC is not the fiscal agent or isn’t the primary P.I.
GAARP: PROJECT INFORMATION
• Project Types
•
Research
•
Training
•
•
•
Planning
•
Student Support
•
Facilities/Equipment
•
Manuscript
•
Contracted Services
•
Conference
•
Personnel Costs
Service
Exhibit
•
Operating Support
•
Materials/Supplies
•
Professional Development
•
Event
•
Instructional Activity
GAARP: PROJECT INFORMATION
• Estimated Award Amount
The amount anticipated from the grant award; not the entire
project budget.
• Matching Amount
The amount LCSC is expected/required to commit to the
project against the grant.
• Indirect Costs Amount
On federal and state grants, institutions may build an indirect
costs line-item into the budget. Please refer to the OGC
website or the Budget Office for more information.
GAARP: PROJECT INFORMATION
• Project Involvement
•
Biohazards
•
Chemical Hazards
•
Hiring Students
•
Hiring Additional Personnel
•
Radiation Hazards
•
Additional Space
•
Animal Research
•
Equipment Purchase
•
Humans as Subjects
•
Patents or Copyrights
•
Recombinant DNA
•
Property Agreements
•
Blood Borne Pathogens
•
Confidentiality Agreements
•
Safety Concerns
GAARP: PROJECT INFORMATION
• The purchase of IT related equipment
Review and approval from the IT Director is necessary.
• Additional space and/or large equipment or furniture
Review and approval from the Physical Plant Director is
necessary.
• Collaboration with other LCSC departments and/or
outside organizations
Review and approval from all participating collaborators is
necessary.
GAARP: PROJECT INFORMATION
• Tracking student outcomes
Review and approval from the Financial Aid Director is
necessary.
• Institutional obligation beyond the project period
Review and approval from the Provost is necessary.
• Humans as subjects
Review and approval from the Institutional Review Board is
necessary.
• Animal research (vertebrate creatures)
Review and approval from the University of Idaho Institutional
Animal Care and Use Committee (IACUC) is necessary.
GAARP: REQUIRED SIGNATURES
• Principal Investigator
• Division Chair/Department Head
• Dean
• Office of Grants & Contracts Director
• Budget Office Director
• Vice President of Finance & Administration
• Provost*
For projects involving research, award amounts over $10,000,
and/or that commit the institution or over a year.
GAARP: DEPENDENT SIGNATURES
•
IT Director
Projects involving computer, camera, printer, etc. purchases
•
Financial Aid Director
Projects involving student scholarships
•
Physical Plant Director
Projects involving large equipment or facility renovations
•
IRB
Projects involving humans as research subjects
•
Other Coordinating Department
Projects involving/committing any additional LCSC department
•
External Coordinating Department
Projects involving/committing any outside organization
GAARP: ADDITIONAL DOCUMENTS
• Request for Proposal
•
May be an attachment or a link to the RFP webpage.
• Project Abstract
•
May be a one-page abstract on the page provided in the GAARP, or an
attachment of the proposal.
• Project Budget
•
The total project budget, including the award amount, LCSC match,
and any additional project funding.
•
PDF format will auto-calculate.
•
May use line-item budget provided in the GAARP, or attach a copy of
the proposal budget.
• GAARP Comments
GAARP: TECHNICAL ASPECTS
• Word Document
•
•
•
Budget does not auto-calculate
Hand-written signatures
Routed via interoffice mail
• PDF Portfolio
•
•
•
•
Additional documents may be added
Budget auto-calculates
Electronic signatures
Email routing
GRANT SUBMISSION
• Submitting the Grant
•
Permitted once a fully executed GAARP is returned to the
OGC.
•
The OGC does not submit grant applications unless by
arrangement.
•
Copy all submitted proposals, applications, submission receipts,
and additional documents to the OGC.
FOLLOW UP
• Award Documents
•
Copy to the Office of Finance & Administration, the Office of
Grants & Contracts, and the Controller’s Office
• Letters of Decline
•
Copy to the Office of Grants & Contracts
• Keep the OGC and your supervisors aware of grant status!
RESOURCES AVAILABLE
• Grant Procedure Checklist (Word)
•
Available online on the OGC Pre-award webpage
• Grants Compliance Matrix (PDF)
•
Available online on the OGC Pre-award webpage
• Budget Template (Excel)
•
Available online on the OGC Pre-award webpage
•
Single and multi-year formats
RESOURCES AVAILABLE
• Grant Flowchart (PDF)
•
Available online on the OGC Pre-award webpage
• Online Glossary
•
Available online on the OGC website
• OGC Website
•
Supporting documents
•
Grant application information (DUNS number, LCSC tax ID,
Idaho stats, etc.)
•
LCSC Grant Policy & Federal Grant Compliance page