Much as everyone hopes to pursue a pool of "free money" especially if there's a great idea under discussion that appears to match the grantor's priorities the successful proposals are those that go beyond describing a brilliant idea and justifying need to proving that the proposed project has been thoroughly researched and carefully designed, will be closely monitored by a well-qualified Project Director and will produce successful results for students, the college and the funding agency or foundation.
Role of the Project Director
During the grant development process, the Project Director plays a leading role. Identifying this person early is one key to a successful proposal. The responsibilities of the Project Director are to:
- Initiate grant-seeking process or respond to Grants Office after notification of a funding opportunity is circulated.
- Complete the appropriate PVCC grant request forms (see "Forms" under "Grant Services); consult with Grants Office as needed to complete.
- Upon internal approval to proceed, establish grant project design team.
- Gather data to demonstrate need for grant funding; Grants Office might be of assistance.
- Search the literature for best practices, peer-reviewed research to support ideas for project; provide input and expertise in the development of grant project plan and activities.
- With other key personnel, develop ideas into a project plan.
- If collaboration with groups outside PVCC is a component of the plan, then managing this collaboration is also your responsibility, including obtaining letters of commitment (the Grants Office will draft these on request).
- Write pieces of grant proposal.
- Edit grant proposal portions that were written by other team members.
- Work with team and Grants Office to meet RFP requirements/schedules.
- Beginning with the draft budget template provided by the Grants Office, add all budget items necessary for successful implementation of the project.
- Ensure feasibility of project plan: Make sure budget matches scope of activities and that timeline is reasonable. Remember if grant is funded, you have to deliver!
- Submit the appropriate grant application final approval form (see "Forms" under "Grant Services).
- Plan for management and administration of the project.
Role of the Grants Office
The Grants Office provides the following services:
- Monitor funding opportunities.
- Notify the PVCC community of funding opportunities, RFPs, etc.
- Help ensure proposed projects match college priorities, resources and capabilities.
- Connect related (potential) Project Directors who might both be considering similar projects.
- Help avoid duplicate requests for funding from separate PVCC divisions to the same funding source.
- Assist in completion of internal grant project request forms.
- Based on Project Director's approved project plan and other supporting information, find appropriate funding opportunities.
- Once project development team has been identified, facilitate brainstorming or story boarding sessions to assist team in arriving at goals and objectives.
- Develop grant writing plan and timeline.
- Facilitate communication between Project Director(s), division deans, Director of Institutional Research, Planning & Institutional Effectiveness, Finance Division and other college areas in developing grant proposals.
- Assist Project Director with coordination for the writing of pieces and parts of the proposal.
- Write portions of proposal.
- Develop draft budget; write budget narrative.
- Facilitate communication with funding agencies.
- Ensure compliance with sponsoring organization's rules and regulations.
- Coordinate final editing, review by appropriate administrators and packaging of institutional grants.
- Obtain needed signatures and submit proposal package.
- Provide grant development workshops and other grants resources for college faculty and staff.
- Edit/proofread drafts of grant proposals for individuals as time permits.
