Policies and Procedures Manual

Chapter 5: Personnel

05:02:02   External Funded Grants and Contracts

Northeast State may apply for externally funded grants or contracts which support the College’s mission. Grants/contracts sought by the College should enrich and supplement rather than supplant the educational and service programs offered by the College. Grants/contracts entered into by the College must be made for specific periods of time. In all instances where the College enters into such arrangements with external agencies, the College must retain control of research, instruction, and other college functions.

Any college employee may recommend the College seek an externally funded grant/contract. In determining which grants/contracts to seek, the College uses the following process:

  1. Employee discusses the recommendation to pursue a grant/contract with the immediate supervisor. If the supervisor believes the recommendation is appropriate and beneficial to the institution, the initiator completes a "Grant Proposal Pre-approval Form" to be approved by Executive Council. 
  2. If the employee recommendation is approved, the employee, with assistance from others as necessary, will develop a proposal to be submitted to the funding agency. 
  3. The proposal, along with a “Grant Proposal Review Form,” will be forwarded through administrative channels to the appropriate vice president. The vice president will consider the applicability of the proposal to the College’s mission, the appropriateness of the balance between the grant/contract activity to instruction or other college functions, and the assignment of responsibility for managing the grant/contract program and make a recommendation to the president. 
  4. The president will approve/disapprove the proposal. If approved, the proposal will be forwarded to the funding agency.

Staff who are assigned to manage an externally funded grant/contract may be assigned the responsibility as an additional duty or may have a realignment of duties. Depending on the size of the grant/contract and the scope of work, a stipend may be awarded for managing the grant/contract. The realignment of duties and/or the amount of a stipend will be recommended by the appropriate vice president to the president with the president having final approval of the realignment or stipend. Faculty members who teach during the academic year may be assigned to manage an externally funded grant/contract as a part of their regular duties if the faculty member does not have a full-time teaching load. If the faculty member has a full-time teaching load, release time from teaching duties sufficient to effectively manage the grant/contract may be provided. Faculty assuming responsibility for grant/contract management may also be paid a stipend. If the grant/contract extends through the fiscal year, the faculty member will be paid according to existing policy regarding pay for summer teaching. The amount of the release time and/or stipend will be recommended by the vice president for Academic Affairs and approved by the president.

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Divisional Review Responsibilities Checklist: Finance

Revision History: July 2010