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9-1-2 Program Review: Grants and Contracts

 

NUMBER:  9-1-2          APPROVED DATE:  07-26-2001

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 staff in the administration of grants.

PROGRAM REVIEW

On a bi-annual or quarterly basis (frequency to be determined at the start-up meeting), the Project Director and an internal assessment team will conduct a Program Review to monitor the implementation and management of each externally funded project at Trident Technical College. This review provides a mechanism through which the President can ensure these programs meet the requirements of external funding agencies and produce the greatest benefit to the College. In addition to the Project Director, internal assessment team members may include: Project Director’s Supervisor, Grants Accountant, and representatives from Institutional Research, Grants Office, Procurement, and Information Technology, Facilities and/or Marketing.

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; keep the Project Director's Supervisor apprised of the status of the grant's progress; and make recommendations to the President if a project is not meeting its stated objectives, progressing as planned, or spending funds appropriately and on schedule. The Grants Administrator will record notes from each meeting and send copies to members in attendance and the Project Director’s Supervisor.

1.      At the first program review meeting, progress towards goals and spending will be evaluated. Any issues or concerns will be addressed with an action plan.

2.      In subsequent meetings, progress on the action plan will be reviewed. If at any time the team determines that sufficient progress on the plan has not been made, the team will refine the plan as necessary. The Supervisor of the Project Director’s Supervisor and/or VP will be notified. A change in Project Director may be recommended at this time, if the team determines that to be warranted.

3.      If major issues or concerns have not been addressed by the next scheduled meeting or by a date specified in the action plan, a member of the Grants Office and/or the Grants Accountant will notify their respective VP and the Project Director’s VP, who will meet to discuss the issues and make recommendations to the President. 

COMPLIANCE

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 as necessary. 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.

In the event that it is determined, either through regular Program Review or other mechanism, that the Project Director is not exercising primary responsibility for, and/or 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, a member of the Grants Office will notify the Project Director’s Supervisor and the Associate Vice President of Development (AVP). If the situation is not corrected, the AVP of Development will notify the Project Director’s Vice President. 

In addition, if any identified lapse in responsibility is of a financial nature, the Grants Accountant will report the situation to the Project Director’s Supervisor and the Director of Financial Services. If the situation is not corrected, the Director of Financial Services will notify the Vice President of Finance and Administration and the Vice President to whom the Project Director reports. Additionally, the Vice President of Finance & Administration or the Vice President to whom the Project Director reports may request a consultation with the Internal Auditor. Whether the issue is programmatic or financial, the Project Director’s Vice President will report the status of the project to the President with recommended action.


Updated: 07-14-2009

Updated: 06-01-2016