An Introduction to Grant Management at Riverside Community College District

1. An Introduction to Grant Managementat Riverside Community College District

2. Award Notification and Board Approval Process • Award Notification • Review for accuracy • If award is less than request, new budget will be requested • Board of Trustees’ Approval Process • Approval of Budget • If not included in the Adopted Budget….. • Board Report • Resolution to Amend • Income and Expenditures – Budget Amendment

3. Board Approval Process • Approval of Agreement • If no acceptance signature is required, only budget is submitted for Board approval • If acceptance signature is required: • Item must be submitted to Board Committee and • Board of Trustees’ for approval

4. Important Relationships • Colleen Molko – Grant management training and consultation x8932 • Kathleen Bender – Liaison for grants in the Business Office x8924 • Michele Arnold – Liaison for grants in the Business Office x8668 • Misty Cheatham – Budget Control x8929 • Lynn Brookens – Accounts Payable x8663 • Melissa Elwood – Accounts Payable x8660

5. Important Relationships • Payroll – Assignments for Certificated Staff: • Erin Torres A-F x8925 • Michele Arnold G-N x8662 • Sue Pagano O-Z x8667

6. Important Relationships • Payroll – Assignments for Classified Staff: • Cindy Hein A-F x8666 • Pauline Castro G-N x8923 • Vernita Jackson O-Z x8921

7. Important Resources • Official Award Notification • Program Officer • Federal References • Education Department General Administrative Regulations (EDGAR) can be found at: http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html

8. Important Resources • Federal References (Continued) • Expanded Authorities Amendment • Office of Management and Budget (OMB) Circulars can be found at: http://www.whitehouse.gov/omb/grants/grants_circulars.html • A-21 – Cost Principles • A-110 – Administrative Requirements • A-133 – Single Audit Requirements

9. Important Resources • District Resources • Board Policy Manual • Board Report Handbook • Board Calendar • Management Handbook • CTA Agreement • CSEA Agreement • Classified Staff Handbook

10. Important Resources • District Resources (Continued) • Galaxy • Chart of Accounts • Signature Authority Summary • Staff Directory • Academic Calendar • Salary Schedules

11. Planning for Success • As work on the grant program begins, and as new staff are hired, ensure that each member of the team has a clear understanding of the purpose and objectives of the grant and his/her contribution to the success of the program

12. Planning for Success • Know your grant • Know the regulations that apply to your grant • Plan further in advance than you think is needed!! • Work backward - map out activities to achieve work plan objectives • For each objective, consider: • What activities were promised in the narrative and/or work plan?

13. Planning for Success • What additional activities need to occur to fulfill each objective? • In what timeframe must each individual activity occur? • Is an activity dependent upon completion of another? • Does your approved grant budget support costs related to that activity? • How much lead time will be needed for approvals that are required by District policies and procedures?

14. Ensuring Success • Monitoring • Progress toward objectives in relation to timeline specified in grant • Budget expenditures • Allowable • Allocable (Direct link to grant objective) • Reasonable • Cost sharing

15. Communication with Program Officer • Obtain clarifications or approvals • Required reporting • Fiscal • Business Office approval required prior to submission • Actual, not budgeted • Program progress

16. Audit Readiness • All official grant documents on file • All objectives met – detailed documentation on file • All approvals required by regulations in writing • All expenditures allowable and well documented • Time allocation reports for all staff on file • Grant records retained for a minimum of three years after closing; some grants require records to be kept for five years.

17. You’re on Your Way!