|PROGRAM REVIEW: GRANTS AND CONTRACTS
BASED ON POLICY NUMBER AND TITLE
|2-18-0 MISSION STATEMENT (MISSION, VISION,VALUES, ROLES, AND SCOPE) OPERATIONAL AND STRATEGIC GOALS|
PURPOSE: This procedure sets forth the management practices and fiscal policies followed by the Development Development staff in the administration of grants.
It is essential that sound management practices and prudent fiscal policies be followed in administering grant programs. The Development Department and the Grants Accountant provide oversight in the management of grants and contracts; however, the successful operation of the program is primarily the responsibility of the Project Director.
START-UP MEETING: Upon receipt of a Grant Award Notice (GAN), the assigned Development Department staff member will schedule a start-up meeting with the Project Director and the Project Director’s Administrative Assistant, the appropriate Vice President, the Grants Director, the Grants Accountant and a representative from Procurement. If applicable to the funded project, others may be asked to attend, including representatives from Human Resources, Marketing, Facilities Management and Information Technology. The purpose of this meeting is to orient the Project Director, who is responsible for programmatic and financial management of the grant, to the established internal operating procedures of the College as outlined in the Project Director’s Manual and to both the internal and external reporting requirements of the project. The meeting familiarizes the Project Director with the departmental contacts who can assist in programmatic and budgetary management of the grant and provides the Project Director with an opportunity to ask questions.
PROGRAM REVIEW: On a periodic basis, the Project Director and the Project Director’s supervisor will conduct a Program Review to monitor the implementation and management of each externally funded project at Trident Technical College. This review provides an additional mechanism through which the President can ensure these programs meet the requirements of external funding agencies and produce the greatest benefit to the College.
PROGRAM REVIEW PARTICIPANTS
- Project Director
- Project Director’s Supervisor and/or Vice President
- Grants Director (or other Development Department staff as assigned)
- Grants Accountant
- Project Director's Supervisor
- Others requested by the Project Director and/or Project Director’s supervisor whose roles are applicable to the specific project
PROGRAM REVIEW RESPONSIBILITIES
This process is intended to provide advisory assistance to the Project Director in implementing the grant; monitor progress in accordance with the grant's plan of operation and objectives; report the status of progress to the President and Vice President(s)/Dean(s) as appropriate; and make recommendations to the President when a project is not meeting its stated objectives or progressing as planned.
ONGOING PROJECT MONITORING
The Project Director’s Vice President will monitor the progress of the project as set forth in the proposal. Any substantial changes in program objectives require consultation with Development Department staff, appropriate supervisors, and the funding agency.
When a project is not progressing according to plan, the Project Director’s Vice President reports the status of the project to the President with recommended action. If deemed necessary, the Vice President calls a Program Review meeting within two weeks after notifying the President. At this meeting, the status of the project is reviewed and recommendations to resolve any problems are made. The Vice President forwards recommendations to the President with copies of the report provided to the Project Director, Project Director's supervisor, the Development Department staff, and the Grants Accountant.
The Program Review is an oversight procedure. The Project Director’s Vice President is responsible for compliance with the oversight procedures and for reporting to the President. Corrective actions recommended and approved by the President are the responsibility of the Project Director and the Project Director’s supervisor. In the event that the Project Director does not exercise primary responsibility for, and is not administering the grant in accordance with the granting agency’s or the college’s written policies, procedures, and regulations, or federal and state laws and regulations, actions will be taken by the College to hold the Project Director accountable and to ensure corrective action if deemed appropriate.
Updated July 14, 2009