Receiving a grant award marks the start of the project lifecycle. The award process
may include negotiations, revisions, or adjustments to the proposed budget and scope
before funding is finalized. The Grants Office works with both the funding agency
and the project lead to facilitate these modifications and complete all required agreements.
Once the contract is fully executed, the project can begin. The project lead is responsible
for administering the project, managing the approved budget, meeting reporting requirements,
and ensuring compliance with all grant terms and conditions. Throughout the project,
the Grants Office, Controller’s Office, Grants Accounting, Human Resources, Purchasing,
and other support offices provide guidance and assistance.
The information below outlines the key steps involved in managing an awarded grant,
from award notification and contract execution through project implementation, closeout,
and records retention.
Receive Award
Step 1
Award Notifications
Funders may wish to fund a project at a different amount than requested or they may
request content changes in the proposal.
Any requested modifications will be negotiated by the Grants office.
Funding agency will send notification and funding agreement/contract.
Step 2
Funder Communications
Grants office communicates with funder representatives, to maintain a consistent voice
for MCC.
Grants office can request Reviewer comments for funded or not-funded proposals.
Grants staff will submit any project revisions to the funder.
Step 3
Contract Approval
Grants office, with Director of Purchasing and the CFO, negotiates the contract and
facilitates approvals by the Authorized Institutional Officer.
Grants staff will facilitate any sub-award agreements with partners.
Step 4
Establish Grant Account
Grants office will contact the Controller’s office when contract is executed.
Controller’s office establishes temporary restricted accounts for project use.
Project lead and appropriate support staff will receive access to Banner to monitor
budget.
Grants Director will notify Marketing and Communications and relevant stakeholders.
Execute Project
Step 1
Start Project
Grants staff will schedule a project “kick-off” meeting with project team.
Project team will adhere to the timeline in the approved proposal.
Project leader will work with Controller’s Office, HR, Purchasing, etc. to conduct
grant project as designed.
Step 2
Manage Project
Track project milestones, activities, personnel time and effort, budget, etc. as required.
Meet reporting deadlines to ensure compliance.
Work with Grants office and Funding Agency Representative to adjust for unanticipated
challenges.
The Grants staff will:
review and edit all reports.
submit requests for funding extensions or renewals to funder.
submit required reports to funder.
Step 3
Project Closeout
Work with Grants office and Grants Accounting to close out budget.
Prepare final reports for review and submission by the Grants office.
Step 4
Records Retention
All records and contracts pertaining to the grant must be maintained by the appropriate
office in accordance with college policies/guidelines and the specific requirements
of the funding agency. Files usually are maintained for seven years after closeout.
