Grant Development Checklist

GRANT DEVELOPMENT CHECKLIST
Contact [name], Grant Development Director, [phone #, room #, e-mail] for help with any part of the proposal development process.
People to contact for specific assistance:
[note: when customizing this form for your own use, add contact information for key people in the organization. I omitted specific names so I wouldn’t have to update the form so often]
Academic Affairs Assistant:  Phone #, Room #
Student Affairs Assistant: Phone #, Room #
Admissions Office Director: Phone #, Room #
Building Services Director: Phone #, Room #
Business Office Director: Phone #, Room #
Grant Accountant, Phone #, Room #
Purchasing, Phone #, Room #
Continuing Education and Customized Training Director: Phone #, Room #
Financial Aid: Phone #, Room #
Human Resources Director: Phone #, Room #
HR personnel and hiring, Phone #, Room #
Information Technology Services Director: Phone #, Room #
IT student services technician:  Phone #, Room #
Library Director: Phone #, Room #
Marketing/Communications Director: Phone #, Room #
Social media contact: Phone #, Room #
Research Analyst:  Phone #, Room #

Contact appropriate people to ensure correct procedures are followed and to obtain budget costs and estimates:
□    Staffing:
Faculty:  new hire, release time, stipend, letter of assignment
Staff:  overtime, new hire, part-time to full-time

• Contact Human Resources

Student worker: requires supervision by a supervisor-trained employee

• Contact Financial Aid

External contractor

• Contact the Purchasing Officer in the Business Office

□      Office space:  permanent, temporary, faculty offices

• Contact the appropriate Dean or the Building Services Director

□      Classroom space:  long-term classes

• Contact the Administrative Assistant in Academic Affairs

□      Furniture

• Contact Building Services

□      Technology support:  phone, computer, internet access, web site support, new software or hardware

• Contact IT through the director

□     Equipment and tracking:  Determine maintenance and ongoing costs

• Contact the purchasing officer in the Business Office and follow purchasing and inventory procedures

□      Budget, indirect costs, space costs

• Consult with the Business Office director

□      Materials design, publishing or dissemination assistance, external vendor, public relations

• Contact Marketing/Communications for assistance or referrals for design, publishing
• Contact Admissions for local school district dissemination

□      Matching funds:  cash or in-kind

• Consult with the division dean or your supervisor first, then the Business Office

□      Evaluation:  external for federal grants, surveys, internal evaluation, audits

• See the Business Office for contracts for external evaluators
• Refer to program guidelines for limitations or requirements

□    Determine the process for actually receiving the funds

• Contact the funder
• Contact the Grants Accountant in the Business Office

 Gather information and data to develop the proposal narrative:
□    Find expert quotes or references:  Use recent journals, local newspapers, professional association publications or websites.  Record sources as for a research paper.

• Contact the Library for reference and database assistance

□    Obtain student data on enrollment, retention, completion, transfers, and/or graduate follow-up as required by the program guidelines.  Think about what you’ll need to know to measure success.

• Contact the Research Office for student data

□    Demographic or employment data:   Visit such websites as U.S. Census, Bureau of Labor Statistics, Minnesota Dept. of Employment and Economic Development, Minnesota Department of Education, ISEEK, cities, and school districts

• Contact Admissions for local information

□    Develop new partnerships or collaborations or enhance existing ones, if needed:  Obtain original letters of support or commitment, documentation of agreements and collaboration, including memorandums of agreement, at least two weeks before the proposal due date.

•  Consult with the Direction of Continuing Education and Customized Training who has many business and industry contacts