The proper protocol for grant approval at LCSC

GRANT-WRITING 101:INTERNAL PROCEDURES

• PROPOSALDraft 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 SUBMISSIONRoute documents to the appropriate departments.

• FOLLOW UPKeep all affected departments abreast of a

proposed project’s grant status.

THE PROCESS

• 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 TitleThe 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 DirectorIf different from the Principal Investigator.

• DepartmentWhere 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

• Service

• Exhibit

• Operating Support

• Materials/Supplies

• Event

GAARP: PROJECT INFORMATION

• Planning

• Student Support

• Facilities/Equipment

• Manuscript

• Contracted Services

• Conference

• Personnel Costs

• Professional Development

• Instructional Activity

• Estimated Award AmountThe amount anticipated from the grant award; not

the entire project budget.

• Matching AmountThe amount LCSC is expected/required to commit

to the project against the grant.

• Indirect Costs AmountOn federal and state grants, institutions may build

an indirect costs line-item into the budget. Please refer to the OGC website or the Budget Offi ce for more information.

GAARP: PROJECT INFORMATION

• Project Involvement

• Hiring Students

• Hiring Additional Personnel

• Additional Space

• Equipment Purchase

• Patents or Copyrights

• Property Agreements

• Confidentiality Agreements

GAARP: PROJECT INFORMATION

• Biohazards

• Chemical Hazards

• Radiation Hazards

• Animal Research

• Humans as Subjects

• Recombinant DNA

• Blood Borne Pathogens

• Safety Concerns

• The purchase of IT related equipmentReview and approval from the IT Director is

necessary.

• Additional space and/or large equipment or furnitureReview 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 outcomesReview and approval from the Financial Aid Director is necessary.

• Institutional obligation beyond the project periodReview and approval from the Provost is necessary.

• Humans as subjectsReview 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: PROJECT INFORMATION

• Principal Investigator

• Division Chair/Department Head

• Dean

• Offi ce of Grants & Contracts Director

• Budget Offi ce 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: REQUIRED SIGNATURES

• IT DirectorProjects involving computer, camera, printer, etc. purchases

• Financial Aid DirectorProjects involving student scholarships

• Physical Plant DirectorProjects involving large equipment or facility renovations

• IRBProjects involving humans as research subjects

• Other Coordinating DepartmentProjects involving/committing any additional LCSC department

• External Coordinating DepartmentProjects involving/committing any outside organization

GAARP: DEPENDENT SIGNATURES

• 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: ADDITIONAL DOCUMENTS

• Word Document • Budget does not auto-calculate• Hand-written signatures • Routed via interoffi ce mail

• PDF Portfolio• Additional documents may be added• Budget auto-calculates• Electronic signatures• Email routing

GAARP: TECHNICAL ASPECTS

• 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.

GRANT SUBMISSION

• Award Documents• Copy to the Offi ce of Finance & Administration, the

Offi ce of Grants & Contracts, and the Controller’s Offi ce

• Letters of Decline• Copy to the Offi ce of Grants & Contracts

• Keep the OGC and your supervisors aware of grant status!

FOLLOW UP

• 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

RESOURCES AVAILABLE