Responsible Executive
VP Institutional Effectiveness
Review Cycle
Annual. March 2026.
References
Purpose and Scope
¿ì²¥ÊÓƵ Cortland Community College will pursue grants and funding opportunities that are consistent with the College’s mission, vision, and values, as well as aligned with the availability of necessary resources and goals as defined in the College’s Strategic Plan.
Policy Statement
Compliance and human resource requirements for the proposed grants must be realistically met by the offices involved in supporting the work of the grant. The College will ensure it balances the need to pursue grants with the substantial campus resources required to support and comply with all aspects of the grant and with grant applicants and resources necessary for the grant, calculated and carefully planned to be available by the College. The College will provide support to the grant applicants through the planned grants office in Institutional Effectiveness.
Processes for Institutional Grant Policy
TC3 Grant Application: Exceptions to this process will be made on a case-by-case basis and confirmed in writing.
TC3 Grant Applicant Procedure
| Applicant Procedure | Timeline | Applicant Consultation Steps with Appropriate Steps | Role of Division Office/VP |
|---|---|---|---|
I. Develop grant idea in conjunction with IE/grants support and provide the grant announcement if available to VP of your area and office of I.E.
| Start the process (if a new grant this must be 30–60 days before grant is due)
| Consultation with appropriate VP for Division goal alignment; Initial review/discussion with IE office to understand scope, compliance needs and Mission/Values alignment
| VP reviews to discuss alignment with division goals and institutional goals
|
II. After the initial discussion the applicant will complete the pre-approval form. The applicant will need the following to fill the form:
| 30–60 days before grant is due
| This formal request is sent in with the following offices copied:
| All offices review the request and provide input 10 days after request is made
|
III. Develop full proposal for internal review; carry out any revisions as needed
| 15–30 days before grant submission
| Submit the grant to IE/grants office for input and compliance review; ensure all portals are functional and logistical pieces are in place
| Review within 7–15 days of receiving grant
|
IV. Final Internal Approval for Grant
| One week before submission
| Send to the offices outlined in the next column for final approval:
| - VP of Administration
|
Post Grant Allocation Process
| Applicant Procedure | Timeline | Applicant Consultation Steps with Appropriate Steps | Role of Division Office/VP |
|---|---|---|---|
Upon grant proposal being approved the Principal Investigator (PI) I becomes responsible for executing the deliverables on time.
| Collaborate with the office of finance and IR/IE adequate time to help with compliance requirements and create a written plan with timeline for this through the duration of the grant
| Office of VP of Finance will provide periodic reports (bimonthly or quarterly) with all the financial information recorded in the relevant account.
| |
PI should submit to VP of IE brief quarterly reports reporting on the progress made this quarter. For shorter grants we will consult with the grantee to create an appropriate timeline. Those reports should include all financial and operational progress as well as ensure reporting and deliverables are as planned.
| Quarterly
| VP of IE or designee provides feedback as appropriate; VP of Finance provides feedback.
| |
PI closes grant and updates VP of IE and VP of Finance of grant being closed
| Month before grant conclusion
| Check in with VP of Finance and VP of IE to ensure all grant requirements have been met
|
Resolution
2024-25-35
History
Replaces Policy on Coordinated Development Efforts Resolution #1991-92-55
Policy Reference Number
EI-01-BOT