The Corporate, Foundation, and Government Relations Office (CFGR) exists, in part, to assist Colby faculty and administration members in seeking external funding from government agencies or private sources (e.g., foundations, corporations, independent societies). CFGR has responsibility for subsequent stewardship for grants received from these sources. This contribution provides information about Colby's grants administration process. CFGR is staffed currently by Marci Bernard, Director; Bets Brown, Associate Director; and Julia Gagne, Administrative Secretary.

After you contact us about your specific interest, we can be alert to possible funding opportunities for the project. CFGR maintains a "library" of annual reports, catalogs, and directories of grant providers. Anyone interested in researching sources of support is welcome to make an appointment to visit Schair-Swenson-Watson Alumni Center 209 and browse through the holdings. Information on funding resources at Colby can also be found in the quarterly Grant Opportunities Newsletter prepared for faculty by CFGR (and found at CFGR's and the Dean of Faculty's Web sites). The Dean of Faculty's Web site URL is http://www.colby.edu/academics_cs/resources/offices/deanoffaculty.

Some external agencies may consider several proposals from Colby at the same time, while others may accept only one. CFGR, therefore, serves as a clearinghouse and can help identify contacts at funding agencies, facilitate the timing of proposal submission, and assist in tracking responses to requests for support. With some of these concerns and as government and foundation guidelines become more and more specific, initial letters of inquiry or preliminary phone calls should be cleared through CFGR (see information on the "Intent to Seek External Funding" and "Grant Proposal Endorsement" forms). CFGR's staff and other offices in the Department of College Relations are engaged in strengthening relationships between Colby and members of the funding sector. Faculty/principal investigators (PIs) assist in this effort and play a significant role in the stewardship of a grant. Obviously, good communications, meeting the conditions of a grant award, and submitting timely reports as required can help ensure long and rewarding associations.

The grants administration process at Colby is designed to establish an effective and efficient system to facilitate communication and cooperation among faculty and administration concerning institutional and individual proposal planning and submission and to help with programmatic, financial, and reporting stewardship for grants awarded. This process is the responsibility of CFGR in conjunction with Colby's Vice Presidents' Office and the Financial Services Office. The process is designed to facilitate Colby's endorsement of proposals, to assure sound proposal budget development, and to assist with appropriate record keeping and timely reporting to grantors. Bets Brown, x3449, coordinates institutional and individual grants, but CFGR is not responsible for preparation of proposals or budgets for individuals.

Getting Started (The Intent to Seek External Funding Form). The proposal preparer or PI should submit the form titled, "Statement of Intent to Seek External Funding" to CFGR. Copies of this form may also be obtained by calling CFGR (x4340) or Jennifer Wood (x4772) in the VPs' office. This form should be used by any faculty member or administrator considering approaching an external funding source for any need. Receipt of this form enables CFGR to anticipate deadlines, to discuss ideas with you that might help a proposal, and to aid in planning as needed. If you seek government money, we highly recommend you meet with Scott D. Smith, Director of Administrative Services (x4123), before putting together a budget to learn about specific budget issues such as indirect costs, benefits, matching requirements, salaries, and summer interns.

The Next Step (The Grant Proposal Endorsement Form). If you develop a proposal, as you near the end of the proposal preparation, you will need to complete the form titled, "Grant Proposal Endorsement Form". This form is designed to accompany a complete copy of the final proposal as it passes through the approval process prior to submission. The Grant Proposal Endorsement Form is completed by the PI and, along with a copy of the final draft of the proposal, circulates from the PI through her/his department chair, to the Director of Administrative Financial Services for budget review, the Administrative VP for review of budget including indirect costs and matching or cost-sharing requirements, and then to the Dean of Faculty for curriculum/program considerations and required clearance signatures. (No changes will be made to a proposal unless the PI is informed and agrees.) Finally, the signed Endorsement form and a copy of the final proposal, including a copy of any transmittal letter, will be filed in the CFGR office for institutional records. The CFGR office will inform the PI of the completion of the process and clearance for the proposal to be mailed to assure arrival by deadline.

Interim: After the Waiting. When you hear from your grant funding source about your proposal, you are requested to send a copy of any grantor's letters about the proposal to the CFGR office, including denial or revision letters. If, before they will continue the review process, grantors seek changes in the scope of work to be completed, schedule, or budget, then copies of changes should be filed with the CFGR office and budget changes must be approved by the Vice Presidents' Office, in conjunction with the Financial Services Office.

Grant Implementation. PIs awarded a grant are asked to send a copy of the announcement and any attachments to the CFGR and the Financial Services Offices. CFGR will, when appropriate, prepare and send an institutional acknowledgment letter and College receipt to the grantor. Grant files will be set up by the CFGR office which will include a copy of the proposal, tables for tracking the grant, and any special requirements. The Financial Services Office will determine an account number for the grant. An encumbrance (accounting) system may be established by Jennifer Wood (x4772) in the VPs' office to help expedite fiscal oversight and reporting. The CFGR office aims at being alert to the status of grants including deadlines and compliance with reporting requirements. It is important to maintain strong ties with the grantors as they may be interested in future projects with Colby faculty or departments.

Stewardship. Grantors require reports on how their money is spent and the progress in achieving project goals. Reporting requirements vary among grantors. PIs maintain annual expenditures for their project and report narrative highlights of the project. Development staff are not expected to gather data for stewardship purposes on individual faculty grants, but are available to answer questions or offer guidance as needed.

A Thought. In today's highly competitive fund-raising market, few individuals are fortunate enough to receive a significant grant on the first attempt. It is prudent to begin developing a proposal as far in advance of the deadline as possible to provide plenty of time for reflection and review prior to submission.

• Points to Remember:
• PIs should check with the Director of Administrative Financial Services about overhead, benefits, etc., before writing a budget. These change periodically so be sure to check your numbers.
• Colby's federal government rates include indirect cost includes 72% of direct salaries only as well as fringe benefit rate of 23.2% for faculty and staff. Use 7.65% for FICA on student salaries (summer workers only). These rates will change later in 2004.
• College matching funds in a proposal budget, if any, must be pre-approved by the Administrative Vice President and the Vice President for Academic Affairs
• Spending on an award cannot begin until official award notification is received by the CFGR and Financial Services Offices.
• For subcontracts, such as honoraria for speakers and/or services, an agreement for documentation purposes must be provided before checks can be written.
• All purchases require purchase orders and go through the Financial Services Office.
• PIs have budget and narrative reporting responsibilities after a grant is approved. Government grantors often provide reporting forms. Nearly all grantors establish report deadlines.
• The Corporate, Foundation, and Government Relations office and the Dean of Faculty's office are here to help. Intent to Seek External Funding and Grant Proposal Endorsement forms are available in each office, at CFGR's and at the Dean of Faculty's Web site.

People Who Can Help with the Grants Administration Process:

• Brown, Bets x4341 Associate Director, Corporate, Foundation, and Government Relations (CFGR)
• Mundy, Margaret x4340 Administrative Assistant, CFGR
• Pinney-Michaud, Kelly x4125 Assistant Director, Financial Services Office; purchase orders/purchasing information
• Smith, Scott x3174 Director of Administrative Financial Services; budget issues including indirect costs, summer salaries, budgets
• Wood, Jennifer x4772 Administrative Secretary, VPs' office; can distribute Intent to Submit and Review of Proposal forms; maintains encumbrance (accounting) system on grants
• Terp, Doug x4770 Administrative VP and Treasurer, budget issues including matching funds
• Yeterian, Ed x4770 Dean of Faculty and VP for Academic Affairs, curriculum concerns, matching funds