Welcome to the world of Sponsored Projects! This Handbook is intended to be a guide to Santa Fe College faculty and staff as they work to accomplish their goals and objectives. The Santa Fe College Sponsored Projects Office (SPO) assists Project Directors throughout the process, which begins with identifying sources of grant funding and writing a grant proposal. The SPO is also involved in the grant submission process. Once a grant has been awarded, the staff of the SPO provides support with the management and implementation of all grant award documents.
The guidelines in this Handbook are provided to increase the success of the endeavor and minimize any difficulties encountered as the legally binding grant contract is implemented. The SPO, Divisional Administration, and the College Office for Finance will assist Project Directors throughout the grant project experience.
This Handbook is not intended to be comprehensive, nor is it intended as a substitute to the Rules and Procedures of Santa Fe College or the terms of the grant. The terms of the grant contain the specific laws and rules that must be followed for each grant project. These laws, rules, and regulations are specific to the funding agency and the grant program, whether they are federal, state, local, corporate, or private. Contact the Sponsored Projects Office to obtain further clarification on any matter related to grant management, from start to finish.
After a grant is awarded, Project Directors should carefully read through this Handbook and all grant documents. The grant documents will usually consist of the Request for Proposal (RFP), award letter or Grant Award Notice (GAN), and possibly a grant contract or agreement. Project Directors will need to become familiar with these documents to ensure that all federal, state and local regulations are complied with. The Handbook will help coordinate the role of the Project Director with that of the College and the granting agency, which will increase success and avoid unnecessary complications.
The Sponsored Project Office (formerly known as the Grants Office) greatly appreciates the assistance of all Santa Fe College employees who contributed to the development of this Handbook. The group’s dedication and commitment to a thoughtful and thorough development process benefit the entire College.
Note: The SF Sponsored Projects Handbook was originally modeled on the Miami Dade College Grant Award Guide, which was modeled on the Maricopa County Community College Grants Management Handbook, the Valencia College Grants Management Handbook, and the Lone Star College System Project Manager’s Guide. We acknowledge and thank these institutions for their contribution to this document. The SF Sponsored Projects Handbook has been customized and revised to conform to Santa Fe College’s business processes and to meet the needs of its use.
Got an idea to share with your team? Learn about the proposal process.
Ready to Submit a Proposal?
All grant proposals must go through the sponsored projects office for approval. To get started, please complete and submit the form below (required). If you are unsure how to answer some of the questions, please use N/A or I need help.
Timeline for Grant Development – Pre and Post Award ProcessPosted in Sponsored Projects
Pre Award Procedures Between 1 year and 3 months before the agency deadline Between 2 […]Continue reading “Timeline for Grant Development – Pre and Post Award Process”
Pre-Award Process and Applying for a GrantPosted in Sponsored Projects
The Sponsored Projects Office (SPO) provides support to capitalize on grant-related opportunities through the provision […]Continue reading “Pre-Award Process and Applying for a Grant”
Award Notification and Contract ExecutionPosted in Sponsored Projects
When a grant is awarded, the funder sends the College notification of the award. Depending […]Continue reading “Award Notification and Contract Execution”
Post Award Process: Applicable Rules, Regulations, and RequirementsPosted in Sponsored Projects
Santa Fe College must comply with all of the rules, regulations, and requirements applicable to […]Continue reading “Post Award Process: Applicable Rules, Regulations, and Requirements”
Allowability of Costs: Allowable and Unallowable CostsPosted in Sponsored Projects
Expenditures must be aligned with approved budgeted items. Any changes or variations from the SPO […]Continue reading “Allowability of Costs: Allowable and Unallowable Costs”
Program Income and its UsePosted in Sponsored Projects
Definition Program income means gross income earned by a grant recipient that is directly generated […]Continue reading “Program Income and its Use”
Office for Finance Internal Process Guidelines for GrantsPosted in Sponsored Projects
Santa Fe College’s post-award processes for grants are primarily managed by the Project Director (PD), […]Continue reading “Office for Finance Internal Process Guidelines for Grants”
Overview of the Financial Management/Accounting SystemPosted in Sponsored Projects
Budget Management As purchases are made and grant business is conducted, it is essential that […]Continue reading “Overview of the Financial Management/Accounting System”
Procurement Procedures When Using Grant FundingPosted in Sponsored Projects
The intent of this portion of the Handbook is to provide a very brief general […]Continue reading “Procurement Procedures When Using Grant Funding”
Purchasing Equipment and Equipment/PropertyPosted in Sponsored Projects
Purchasing Equipment Equipment means tangible personal property (including information technology systems) having a useful life […]Continue reading “Purchasing Equipment and Equipment/Property”
Subrecipients and SubawardsPosted in Sponsored Projects
Some grants require or permit the College to use the assistance of a subrecipient in […]Continue reading “Subrecipients and Subawards”
Travel on Grant Funded ProgramsPosted in Sponsored Projects
2 CFR § 200.475 – Travel costs (a) General. Travel costs are the expenses for […]Continue reading “Travel on Grant Funded Programs”
Direct and Indirect CostsPosted in Sponsored Projects
2 CFR § 200.413 – Direct Costs (a) General. Direct costs are those costs that […]Continue reading “Direct and Indirect Costs”
Federal Cash Management Policy/ProceduresPosted in Sponsored Projects
The College will comply with applicable methods and procedures for payment that minimize the time […]Continue reading “Federal Cash Management Policy/Procedures”
Performance and Fiscal Reporting RequirementsPosted in Sponsored Projects
Grant projects require reports describing how faithfully the proposal is being implemented (performance or programmatic […]Continue reading “Performance and Fiscal Reporting Requirements”
Maintenance and Retention of Grant Program RecordsPosted in Sponsored Projects
In order to comply with common contract and grant requirements set by funding agencies, it […]Continue reading “Maintenance and Retention of Grant Program Records”
Institutional SupportPosted in Sponsored Projects
Cost sharing, matching, and in-kind contributions are all terms that refer to the portion of […]Continue reading “Institutional Support”
Third Party In-Kind ContributionsPosted in Sponsored Projects
Third party in-kind contributions are defined as the value of non-cash contributions provided by non- […]Continue reading “Third Party In-Kind Contributions”