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The following procedure has been established for submission of all institutional1 grant applications to foundations, corporations, or government agencies: All faculty-initiated proposals must be approved by the department chair, division director, and Dean of the Faculty before they are forwarded to the Grants Office (administrative proposals should be approved by the senior administrator in the individual’s area). A “Grant Application Approval” cover sheet with the signatures of the department chair, division director, and Dean of the Faculty must be attached to the proposal when it is sent to the Grants Office at least 5 business days before the submission deadline. The Grants Office will review the proposal for compliance to University policy, will forward the proposal to the Controller’s Office for review, and will notify the faculty member or administrator submitting the proposal when all approvals and signatures have been obtained. The Grants Office will send copies of the signed cover sheet to all signatories when the application is complete.
The Grants Office is the “Office of Record” for all proposals. The Grants Office keeps on file a copy of the proposal, an acceptance or rejection letter from the grant source, copies of all correspondence pertaining to the proposal, and a copy of all progress and final reports to the grant source. The cooperation of faculty members in forwarding these materials to the Grants Office is vitally important in the administration of every grant. Faculty members are responsible for submitting all performance progress reports and a final report to the grant source. Faculty are also responsible for developing and submitting, with the Controller’s assistance, any financial reports that may be required.
In applying for grants, faculty members must consult the Office of Corporate, Foundation, and Government Relations before preparing the proposal or contacting the grant source to make certain there is no conflict with any other proposal submitted from Colgate.
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