Accepting a Grant Award
Accepting a Grant Award
Who Completes This Task: Applicant, Grant Manager, Grants Management Coordinator
Timeframe: 1-6 weeks
Process
SPPS has a specific process for proceeding once a grant application has been accepted and funded. While this procedure can be followed without support, it is not advised.
Criteria
If any of the following are met:
- An Official Grant Award Notification (OGAN) has been received (Minnesota Department of Education)
- A Grant Award Notification (GAN) has been received (US Department of Education)
- Any other notification from a granting agency (email, letter, grant agreement)
Steps
- Inform Grants Office the project or proposal has been funded
- Submit award documents to the grants management coordinator (GMC), who will
- Add to the next board meeting for approval (if not already done)
- Get approval and signatures for any grant agreement
- Set up budget based on application budget and award documents
- Enter proposal and award into PeopleSoft Grants Management
- Notify grant manager and staff by email when all steps are complete
- Copies of all approved and signed documents
- Budget code and allocations per account
- Notice of reporting dates
- Contact information for other questions
- Review grant application and award documents to review expectations and requirements
- Send a thank you note to the funder
- Meet with the grants management coordinator to review steps to start up the project
- Establish a work plan based on the grant application
- Attend trainings as needed
- Attend funder meetings as required
- Submit requisitions to Human Relations to hire staff, if needed
- Submit requisitions to purchasing for consultants, if needed
- Create/convene any advisory committees
Documentation Required
- Award documents
- Original application
Why This Is Important
- It’s the law (see Constitution Article 10, section 1, Minn. Statutes 123B.02 Subd. 6, Minn. Statutes 465.03)
- Board approval is required to seek and accept grants (SPPS Board Policy 706.00)
- There is significant bureaucracy when it comes to setting up new funding streams
- These steps ensure the fastest path through
- Collaborate with SPPS experts who do this daily
Related Topics
Accepting a Grant Award Checklist
Budget Code Format Quick Guide
Grant Management Standard Work
Grant Preparation/Application Checklist
Modifying a Contract or Budget