Grants Management

Achieving George Fox University Grant Excellence

Two Cycles

George Fox University grants are organized in either the Pre-Award or Post-Award cycle of the life of the grant. Grant monitoring is completed in seven phases throughout the life of the grant to maintain strategic alignment, assist project/program success, and meet funding compliance and grant contract requirements.

Pre-Award Checklist Post-Award Checklist Glossary Terms

Pre-Award Grant Work

Snow on George Fox sign

The pre-award cycle is defined as any and all grant-related activities before a funder notifies GFU of a grant award. Pre-Award grant work is in Phase 1-4 of the seven distinct GFU Grant Lifecycle Phases to monitor and administer grant excellence in preparing for grant funds.

The following are in the Pre-Award Cycle:

  • Review Latest Grant Guidance

    Before starting interaction with a grant funder or launching a grant-funded initiative, review the latest George Fox Grant Management Guidance Policy Memo. Funder deadlines and opportunities evolve all year. Turn in your George Fox grant registration form before engaging grant funders or partners.
  • Pre-Award Checklist

    Get a grant-funded initiative from a great idea to a tangible submission while meeting George Fox University policies and procedure requirements. Print out the digital master Pre-Award checklist in the select Master grant folder provided by the Advancement Department to confirm the status of the grant’s stages.
  • Grant Registration Form

    (Due 60 days before Grant Deadline)

    Register your grant opportunity. This Grant Registration Form creates a unique grant request number and begins the steps across multi-departmental personnel to support and approve grant work and resources. Grant registration received within 60 days are not eligible to be prioritized and is likely to miss key approvals before the deadline.

  • HR Grant Guidance and Grant Funded Personal Guidance

    Review this guidance to ensure personnel in grant design meet upcoming tax, salary, special stipends, hiring students, contracting vendors, and many more reminders to think of in the grant budget planning process.

    Review the Employee Special Stipend policy to insure you or anyone compensated on the grant does not go over remuneration guidelines per year.

  • Grant Budget Templates

    GFU requires all grants to submit the GFU Grant Budget Template expressing the anticipated expense and income code account types for use in your grant budget. Use either the Complex or Simple Template. Archive in the correct Advancement Master Grant Google Drive folder to ensure approvals are timely.

    A complex grant is generally an award that spans multiple years and/or has multiple funders. A simple grant is one that generally comes in a single payment from a single funder, and/or has simple contract terms and requirements.

  • Indirect Cost Guidance

    Each grant budget over $10,000 must include a line time for 10% of the total grant to contribute to the indirect costs incurred for GFU to manage and meet grant compliance expenses. See the Indirect Cost Guidance for exceptions.
  • Finance Purchase Policies and Processes

     

Post-Award Grant Work

Student walking on campus in front of clock tower

The Post-Award cycle is defined as any and all grant-related activities after GFU has received the official signed grant award contract. POST-Award grant work is in Phases 5-7 of the seven distinct GFU Grant Lifecycle Phases to help monitor and administer grant excellence in the use of the grant funds.

The following are in the Post-Award Cycle:

  • Post-Award Checklist

    Get ready to use your grant funds while meeting GFU policies and procedure requirements. Print out the digital master Post-Award checklist in the select Master grant folder provided by the Advancement Department to confirm the status of the grant.

    It is essential that the PI uploads the required materials to the correct locations.

  • Post-Award Hand-off Meeting

    The Office of Advancement, Office of Finance, and management personnel of the identified grant(s) meet to move the grant officially into the Post-Award Cycle of the grant.

    Email stenney@georgefox.edu for the completion of this step.

  • George Fox Grant Assignment Letters

    The personnel hired by grant funding will receive a grant assignment letter to outline who is responsible for each role in the grant and the amount of time and remuneration over the grant period.

    Email stenney@georgefox.edu for the completion of this step.

Questions?

Cultural Enterprise

Seminary Enterprise and Athletics

Rosh Abernathy

Associate Director of Development

Wellness Enterprise

All Other Questions

If you have questions, please contact Sarah Tenney — Director of Development, Government, Corporate and Foundation Relations — at 503-554-2132 or stenney@georgefox.edu.