GRANTS OFFICE FUNCTIONS
Sources Utilized For Information Regarding Grants Opportunities
- American Association of State Colleges and Universities – Grants Resource Center
- Federal Register
- Foundation Directory
- Others
Methods Used to Disseminate Grant Opportunities and Information To NSU Faculty/Staff
- Campus mail
- Grants Office Web page
- Personal contact
Grants Office Role Relative to On-Campus Grant Development
- A few grants are exclusively written by the grants office
- Grants office role in grants prepared by
faculty/staff
- Grants office will assist in securing application material and visit with the faculty/staff on strategies in regard to grant preparation
- Grants office will provide a wide array of technical services as time allows and as needed by the faculty/staff
- Grants office will submit an intent to apply notification to the South Dakota Board of Regents- Office of Executive Director
- If requested, the Grants office will duplicate the necessary copies of the grant application, mail necessary copies to the funding agencies, and provide copies to specific on-campus individuals as necessary.
What Happens Once A Notification Of Funding Or Non-funding Is Received By The University
- A notice of non-funding is recorded as such by the grants office
- A notice of funding is recorded as such by the grants office
- The South Dakota Board of Regents – Executive Office is notified of this funding
- An organized process is followed in
handling new grants \
- The grants office and project director (faculty/staff) carefully review the award terms and conditions to determine what needs to be done immediately such as signing and returning documents an/or providing additional information as may be requested by the funding agency
- All tasks and timetable are reviewed – particular attention is paid to the types of reports necessary and when they are due – these due dates are logged in by both the grants office and the faculty/staff member
- The grants office and the project director (faculty/staff) will open an account in the finance office with a monthly printout of expendituresbeing forwarded to the project director
- The Finance Office will receive a copy of all grant terms and conditions regarding the financial aspect of the grant because they will be responsible for receiving all grant fund payments and establishing spending accounts.
General Responsibilities of University Grants
- Finance Office
- Order and receive grant funds consistent with the grants’ terms and conditions
- Set up spending accounts
- Act as the custodian of these funds
- Handle audit procedures
- Project Director (Faculty/Staff)
- Conduct project in a professional manner
- Communicate with his/her program officer
- Be responsible for all reporting to the funding agency
- Monitor grant progress and expenditures
- Grants Office
- Other than the duties previously outlined, the grants office selectively monitors the university’s on-going grants and upon request will keep a calendar of come-up dates for which reports are due and reminds the faculty/staff member of those deadlines
- Assists the faculty/staff as needed in report preparation
- Assist the faculty member in grant
related problem resolutions whether they
are local in nature or if the problem
necessitates, approaching the funding
agency for changes, extensions, etc.