HNU Internal Approval Form

For Private, Corporate and Governmental Grant

Proposal Submissions (over $2,500)

Name Phone Dept. Date

Grant awards are binding contracts between the sponsoring agency and Holy Names University. As a result, careful review of proposals before submission is required. The University Grant Writer (UGW), in the Office of University Advancement, can support this process every step of the way, but it is ultimately your responsibility as project director to follow these five steps in order to ensure that all of the University’s administrative needs are met. This process enables HNU to streamline communication with funders, carefully manage precious resources, solicit internal stakeholder buy-in, and effectively pursue funding opportunities.

  1. Discuss your proposal idea with your department chair or immediate supervisor, who will confirm that your plans are compatible with departmental and institutional needs.

______

(Print name of department chair/supervisor and date) (Signature and date)

  1. Develop a 1-2 page concept paper outlining your project plan and potential funding sources for review by your respective Vice President and the Director of Advancement. Your VP must approve any dollar match required by the funding source; the Director of Advancement must approve the list of potential funding sources.

______

(Signature of Provost and VPAA and date)(Signature of Director for University Advancement and date)

  1. Prepare your proposal according to the funder’s guidelines, soliciting input from colleagues and assistance from the University Grant Writer (UGW) and/or the Business Office as needed. If theactivities of your proposal will impact any of the University’s departments and/or offices ( technology and space requirements), please make them aware of your project:

(Insert name of department(s) head involved)

(Sign and date)

4. Submit your proposal first to the Vice President for Finance/Administration for budget approval, then

UGW for final internal approval (a minimum of 72 hours before the proposal due date is required)

(Signature of Vice President for Finance/Administration and date)(Signature of University Grant Writer and date)

5.Coordinate with the UGW to submit your proposal to the funding agency. All proposal and cover letters are to be signed by the President of the University (if not available, the Provost and VPAA). Final copies of cover letter(s), proposal(s) and supporting document(s) must be submitted to the UGW for filing in the Office of University Advancement.

Notify the University Grant Writer when you receive word about your application:

If Funded* / If Not Funded
Submit copies of grant award letter and contract to the UGW for review and filing. / Send thank you letter and request feedback, if appropriate and welcomed by funder.
Coordinate thank you letter to granting agency. In concert with University Advancement / Revise, if appropriate, the proposal.
Department of Advancement coordinates with funder regarding award agreement and/or check processing. / Solicit internal review.
Set up project budget with the Business Office. / Resubmit proposal to same (if invited) or different source(s). The UGW and Director of Advancement should review timeline for resubmission.
Develop and submit interim reports to the funding agency as required. The UGW will review and send reporting to the funder.
Close out project, compile outcome measures (if applicable) and submit final reports, as required, to the UGW who will send to funder.

1