FAQ – Pre-Award
Q: What do I do if I am interested in pursuing grant funding for a program or project?
A: Follow the 6-steps Grants Planning Process, and contact Sponsored Programs staff by phone or email for any guidance you may need to successfully complete the Grants Planning Process.
Q: My grant request is for a small amount. Do I have to follow the college’s Grants Planning Process?
A: Yes! But Sponsored Programs staff is available to help. All grant proposals, regardless of the amount of funds requested, must be approved through the college’s Grants Planning Process. Doing so helps ensure that all proposals align with SUNY Broome’s priorities, and all requested funds are tracked to avoid multiple solicitations to the same funding sources.
Q: Who writes the grant proposal?
A: Most grant proposals are written by the Project Initiator/Project Lead, with assistance from Sponsored Programs staff. In some cases, proposal writing will be a shared responsibility, with Sponsored Programs staff taking a more involved role in the grant writing. Factors influencing this determination include the project’s size, complexity, funding source, and any competing priorities. We will make sure to discuss grant writing roles when you submit a Project Concept Form – New Grant Proposal to the Sponsored Programs Office.
Q: What is the difference between a Project Initiator and Project Lead? Who can be a Project Lead?
A: The Project Initiator is the originator of the project concept, idea, or need. The Project Initiator may be a full-time or part-time employee at SUNY Broome. Frequently, but not always, the Project Initiator becomes the Project Lead (may also be referred to as Project Director or Principal Director).
The Project Lead must be a full-time faculty or staff employee at SUNY Broome (unless an exception is authorized through the Sponsored Programs Office.) The Project Lead has both pre-award and post-award responsibilities, from the proposal development stage through the grant period closeout stage.
Q: Who submits the grant proposal or application?
A: The Sponsored Programs Office submits all grant proposals and applications to external funders. No other individuals are authorized to submit grant proposals to external funders without the approval of SUNY Broome’s President or his designee.
FAQ – Post-Award
Q: What is the single most important thing I should do as Project Lead of a new grant-awarded project?
A: Know the content of your approved grant proposal! Your proposal is your blueprint of what goals, objectives, and strategies need to be completed, when they need to be completed, and who should be completing them.
Q: Why is it important for the Project Lead(s) to attend the initial grant management team meeting?
A: This meeting provides an opportunity for the Project Lead to meet with relevant administrative, fiscal, and other offices that will be involved in the grant’s management. At this meeting, we will review:
- Specific requirements of the funder
- Specific next steps and timelines for project implementation and planned activities
- How to hire grant-funded positions, if any
- Budget issues, policies, and procedures, including equipment and supply purchases, contracted services, and travel, as applicable
- Expectations regarding reporting requirements and due dates
- Any other issues of concern
Q: What are the responsibilities of a Project Lead?
A: The Project Lead is responsible for ensuring that all proposed goals, objectives, and deliverables are carried out within a specific budget and timeframe. The Post-Award Checklist for Grant Project Leads serves as a general guide to assist Project Leads with managing their grant projects.
Q: My grant award includes funding for project personnel. How do I go about hiring a grant-funded employee?
A: The Project Lead works with the Sponsored Programs and Human Resources offices to complete the hiring process on a case-by-case basis for each individual to be hired with grant funds. Grant-funded positions are typically temporary and limited to the grant-funded period.
It is the Project Lead’s responsible to obtain position titles and pay rates from Human Resources for all proposed grant-funded personnel, and to submit any required New Position Duty Statements to Human Resources to facilitate these determinations. These steps should be completed during the pre-award, proposal development phase whenever possible. Alternatively, they should be completed as soon as possible upon receipt of a grant award.
Q: My grant award includes funding for project-related travel. How do I go about making travel arrangements?
A: Follow the steps detailed in the Travel Procedures section of SUNY Broome’s Purchasing and Contract Guidelines and Procedures. Be sure to complete one Travel Form and one requisition for each individual who will be traveling.
