Timeline for Grant Development – Pre and Post Award Process

Step 1: Ideation

• Identify the need for funding.
• Review the current literature supporting your proposed solution.
• Discuss the idea with your immediate supervisor.
• Identify others with similar interests within and outside of the College.
•  Write a one-page preliminary action plan with a budget estimate.

Step 2: Funding Sources

• Contact SPO for a grant search if the funding source is unknown.
  Search the Grant Management System for grant funders.
• Determine which funder(s) to approach.

Step 3: Preliminary Approval

• Consult with the SPO Director, who will submit letters of intent?.
• Request that your chair sends a pre-approval email to the appropriate Associate or Assistant Vice President and the SPO, form to be provided by SPO.

Step 4: Formal Proposal Development

• Meet with SPO to discuss and develop the proposal development timeline. Meet with partners (internal and external) to determine roles in the project.
• Consult with College Human Resources Director (HR) regarding employment issues (e.g., classification and compensation and all employment conditions).
• Assemble research and attachments, including Letters of Commitment draft(s). Begin iterative drafts.
• Submit concept to Institutional Review Board (IRB), if needed.
• For more information on IRB, please go to the website https://www.sfcollege.edu/ir/facts/institutional-review-board-procedures

Step 5: Final Draft Finalize proposal.

Step 6: SPO Final Approval Submit the final draft to SPO for review before submission. College policy requires finalized proposal submission to SPO at least seven business days[CG1] before the agency’s due date.

Step 7: Final Approval

• Complete and sign BOT approval documents prepared by SPO staff.
• Submit an initial budget request to SPO, with Board Item.
• Secure Board of Trustees approval (SPO will do this).

Step 8: Submission

• SPO will submit to the agency with all attachments.
• Any communications with the agency must be discussed with SPO before, and  SPO must be copied on all communications with the agency.

Step 9: Receive Notice of Award or Declination Send original notice to Director, SPO.

Step 10: Implementation

• Meet with SPO for Grant Kick-Off meeting.
• Attend Grants 101 training provided by SPO.
• Complete New Project Director Survey.[CG1] [CG2] 
• Contact HR Director to finalize job descriptions and to post positions.

Step 11: Set Up Reporting System

• Use deliverables table and Kick-Off box to develop processes to collect data and information for reporting.
• Train project staff in compliance issues.
• Complete any progress reports required by the agency on time and submit them to SPO for review and submission to granting agency.

Step 12: Prepare for Re-submission

• Request reviewers’ comments.
• Meet with SPO to identify activities that can improve your future funding chances.
• Attend Grants 101 training provided by SPO.
• Rewrite and resubmit the application, if appropriate.
• Identify alternate funding sources and begin again.