Prior to any grant application, faculty/staff grant proposals must be circulated to the following individuals with a TJC External Funding Request Pre-Approval Form:
- Department Chair
- Dean of the School
- Director of Public Affairs & Grant Development
Completed forms with required signatures may be submitted to the provost or the vice president of advancement & external affairs to be placed on the weekly agenda for executive cabinet review.
How to Submit Proposals for External Funding
External Funding Request Form
Proposals for grants or subcontracts that will be administered by Tyler Junior College or the Tyler Junior College Foundation (i.e., funds are paid to and disbursed by the college and/or the TJC Foundation) must be reviewed and approved before they are submitted to the funding agency. Please follow these steps:
- Complete a TJC External Funding Request Pre-Approval Form, available on the related downloads page.
- For government grants, include a TJC Financial Conflict of Interest Form, also found on the related downloads page.
- Obtain signatures of department chair, dean, provost, controller and director of public affairs and grant development.
- The proposal, with required signatures, must arrive to the director of public affairs and grant development at least five business days before your grant application due date.
- The director of public affairs and grant development will notify you of executive cabinet action and if approval has been granted for your grant application.
Grant Application or Proposal
- Contact the director of public affairs and grant development or coordinator of grants early in the process and let them know your plans and application deadline(s). The director of public affairs and grant development or coordinator of grants will advise you on proposal preparation, interpret agency guidelines and assist with any required documents or letters of support.
- Make appointments with the appropriate people (department chair, dean, provost, or other) to discuss aspects of the project that involve college funds or physical plant resources. Some examples are cost-sharing, release time, equipment needs, hiring personnel, construction or renovation of facilities, or classroom/laboratory needs. Note that all grant proposals must fit with the College’s Strategic Plan.
- Proposals that include any new positions - temporary or permanent, full- or part-time - require additional approvals. Consult with the director of public affairs and grant development or coordinator of grants early in the process if you plan to include new personnel.
- Submit the External Funding Request Form for signature routing. Note that while work on a grant proposal or application may begin in advance of executive cabinet approval, an actual grant application or proposal should not be submitted to a funding foundation or agency without executive cabinet approval.
- Allow time to circulate the proposal and obtain necessary signatures.
- Include any agency forms requiring the signature of the college president.
- Proposals to many federal agencies are submitted electronically via www.grants.gov. For additional assistance, contact the director of public affairs and grant development or coordinator of grants.
- When a proposal is funded, the provost, director of public affairs and grant development or coordinator of grants will send a copy of the award letter to the project director and to all those who signed the External Funding Request Form. If you receive notification directly from the funding agency, please forward a copy of the letter to the director of public affairs and grant development. It is important that all offices in the approval process have access to award letters.
- The controller’s office serves as the post-award audit function for grants and sponsored research.
Post-Award Administration and Reporting
TJC’s controller’s office serves as an audit function for grants. Contact Carol Hutson, firstname.lastname@example.org.
Reporting on the use of grant funds is an essential part of the funding process. Timely reports are important to the individual grant recipient and to the college’s continuing relationship with the foundation or agency.
- The director of public affairs and grant development and the controller’s office will monitor grant expenditures and filing of required reports to the funding agency.
- Copies of correspondence related to the grant should be forwarded to the director of public affairs.
- Requests for changes to grant terms and conditions - including budget changes and time extensions - are handled through the controller’s office.
- If an applicant receives an award on behalf of the TJC Foundation, a Donor Gift Form (found on the related downloads page) should be completed and submitted to the coordinator of donor relations.
Roles and Responsibilities
Grant Director/Manager or Principal Investigator
- Assume overall responsibility for programmatic aspects and financial stewardship of an award.
- Complete and submit technical reports in a timely manner (interim and final) to the agency and copy to the director of public affairs and grant development.
- Initiate proposal submission.
- Initiate request for budget revision.
- Review and accept sub-award terms and conditions.
- Review and approve sub-award invoices.
- Manage sub-award performance.
- Assist with collection efforts on invoices as needed.
Director of Public Affairs & Grant Development or Coordinator of Grants
- Act as a liaison between the grant director/manager and the executive cabinet.
- Assist prospective grant director/manager or principal investigator in determining appropriate sources for grant funding.
- Assist grant director/manager or principal investigator with proposal preparation.
- Monitor and reconcile expenditures to ensure compliance with grant requirements.
- Monitor and reconcile balances to ensure spending is within budget and to prevent over-expenditures.
- Maintain backup documentation related to expenditures within the terms and conditions of the award (record retention.)
- Monitor, track and document cost share commitments.
- Assist grant director/manager or principal investigator with request for budget revision.
- Review sub-award invoices to verify funding availability.
- Prepare and submit billing for all sponsored research awards.
- Initiate collection activity on past due invoices.
- Audit expenditure balance and award activity to verify financial compliance with college and sponsor regulations and to ensure compliance with award terms and conditions.
- Verify and audit cost share in accordance with award terms and conditions.
- Provide guidance and interpretation of federal regulations, agency specific requirements, and college policies and procedures
- Prepare and submit financial and equipment inventory reports (interim and final.)
- Close and inactivate awards/projects in the college financial system.
- Respond to ad hoc audit requests (internal and external.)
- Work with external auditors to complete the audit process.
- Create and maintain central grants management queries used to monitor award activity.