The following list of suggestions is based on "true experience." It is included in this web site for two reasons:
Questions regarding items on the list should be directed to the Grants Manager.
MEET ALL REPORTING DEADLINES
Grant reports should be filed by due dates—no later! Mark all
due dates ahead of time on a yearly calendar. In an emergency, contact
your Grants Officer to formally request an extension.
READ THE MAIL! FOLLOW UP AGREEMENTS AND MEETINGS WITH MEMOS
Academic communities communicate in writing. Paper trails protect the
grant and the Grants Administrator and Project Director from misunderstood
communications. Copy your Dean or supervisor on the electronic mail
system and keep hard copies of all important documents and correspondence.
DON'T LOBBY, DON'T POLITIC, DON'T ENTERTAIN, AND DON'T SUPPORT
RELIGIOUS ACTIVITIES
All of these interesting activities are strictly prohibited with grant
funds. That includes using staff time for any of these items. Support
letters for legislation cannot come from project staff. Cookies for
receptions will have to come from college operational funds.
CULTIVATE A "SIXTH SENSE" ABOUT IMPROPRIETIES
If any planned action causes hesitation or even a second thought, check.
In this case, permission is the best route. Forgiveness can be extremely
expensive - personally, professionally, and financially.
ASK ENOUGH QUESTIONS
As a new Project Director or a newcomer to the College, the sheer volume
of information can be daunting. The grant project is important and its
running smoothly is important. This handbook provides a beginning. The
people and places that form the grant network are there to help.
CREDIT THE FUNDING AGENCY
On any piece of printed matter, whether a news release, brochure, or
major product, a credit line should appear listing the agency by its
full name. If verbal presentations are being given to community groups,
the agency should be credited there as well.
PROVIDE LEAD TIME
The grant project is one of many impacting College services. People
work best when the impossible request is a rarity. Grants frequently
deviate from routine college activities, therefore, more lead time is
often needed to make special arrangements for grant activities. So be
considerate - plan ahead.
KEEP UP WITH THE BUDGET
Grant funds represent the end result of a stiff competition with other
colleges and needs. They are an investment by a public or private entity
in the College's future. The College will be held accountable for its
stewardship in using those funds.
PLAN CAREFULLY FOR GRANT-RELATED MEETINGS
Make a written
agenda available to participants prior to the meeting. Use effective
group management techniques to keep the meeting on track and to use
time well. Follow up with meeting summaries and action on necessary
items.
FIND A HOME IN THE COLLEGE
The Project Director and the grant program belong to the College and
are a part of the community of needs, people, and events. Avoiding isolation
builds support for the project goals and interest in the outcomes. An
advisory committee made up of representatives from diverse areas of
the campus can sometimes help in this process. Check to see if such
a committee is feasible.
ADDRESS PROBLEMS BEFORE THEY BECOME A CRISIS Any large project has the potential for going awry. Contact supervisors and the Grants Manager when things begin to go off track to find early solutions.
KEEP THE GRANTS ACCOUNTANT INFORMED
Copy the Grants Accountant on memos involving fiscal or budget issues.
Work as a team.
DO NOT PURCHASE FROM RELATIVES OR FRIENDS
Be sure to fill out a “Conflict of Interest” form identifying
potential conflicts of interest, but in general do not purchase from
relatives or friends.
KEEP THE
LARGER GOALS IN MIND
BUT STAY CURRENT ON DETAILS.