Getting Started Checklist/ Grant Manager's Handbook
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Read the Grant Application and Grant Award Agreement
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Identify the source of funding (private/public, federal/state/county/city), the grantee (Santa Monica College or Santa Monica College Foundation) and all relevant policies, procedures, and compliance requirements
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Respond in a timely manner and/or as required to all follow-up requests by the funding source (as outlined in the Grant Award Agreement and/or subsequent communications)
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Inform Grant Administrator and Grants Office of any key changes to grant plan
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Inform Program Office of key changes to grant plan after consultation with Grant Administrator and Grants Office
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Identify and connect with your Grant Accountant
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Submit a detailed budget to Grant Accountant
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Establish grant account codes (Grant Accountant will do this)
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Review personnel plan
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Initiate the hiring process for all new positions (Division Vice Presidents initiate this process with Senior Staff based on input from grant leadership team)
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Identify faculty and/or other existing staff who will work on the project
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Determine payment structure for all existing faculty/staff, if applicable
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Inform internal and external grant partners, as applicable
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Convene a meeting of grant partners, if applicable
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Initiate Purchase Order process for collaborative partners – all subcontracts and consultant contracts follow SMC’s Purchasing process and are approved by the Board of Trustees.
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Review grant goals, objectives, and outcomes and the evaluation plan
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Contact Office of Institutional Research if the grant evaluation plan involves the Office of Institutional Research – it is very important to formalize the evaluation plan at the start