Grants Administration

Applying for a Grant as a George Fox Employee: Process & Procedures

The Department of Grants Administration is responsible for all grant transactions on behalf of the University and its employees. Grants Administration’s level of involvement in any project depends on University priorities, but at a minimum, the department must always remain informed and receive a copy of all major documents. The department will maintain and revise this process as necessary.

Research & Plan Your Grant Idea

Step 1 – Knowledge Prep

Employees must do their due diligence in thinking through their project or program. At the very least, the employee should be able to articulate their funding needs, proposed funding organization, time-commitment, initial deadlines, and project or program lead. Employees should also consider whether their project or program aligns with the broader priorities of their department and the University.

Employees can research the above information on the granting organization’s website. Additionally, employees can reach out to Grants Administration for advice and direction.

Step 2 – Supervisory Approval

The employee is now ready to propose their project or program to their dean or department head. In this step, the employee must gain written approval on the idea, time commitment, and resources needed for the grant from their dean or department head.

Step 3 – Grant Admin Approval Request

Once the dean or department head has approved of developing the grant, employees need to fill out the George Fox Grant Proposal Approval Request Form online. This is the employee's opportunity to outline the grant development plans for the Grants Administration department.

Questions about the form should be sent to the Grants Administration department via email or by calling ext. 2115.

Step 4 – Grants Committee Review

Grants Administration acknowledges receipt of the request in email and copies the appropriate supervisor. The Grants Administration department then reviews the request for any conflicts with University priorities or in-process fundraising efforts. As well, the request form gets shared with the vice president for University Advancement, the director of development, the associate provost for professional programs, and the Finance office. The above make a committee that may raise any suggestions, concerns, or give approval to apply.

The Grants Committee may require that the employee delay or cease the grant development process should it conflict with University priorities.

Step 5 – Draft Proposal for Grant

If the employee has received an approved status from the Grants Committee, then the employee will write the official proposal or letter to the granting organization. The employee is encouraged to seek guidance from Grants Administration during the drafting process. Regardless,

The Department of Grants Administration must receive a final draft of the grant proposal to edit prior to submission to the funder.

Approval and Submission

Step 6 – Proposal Submission

Once Grants Administration has approved the final proposal, employees submit the final proposal to the funder. Employees are not to submit the grant proposal independently without consulting Grants Administration and receiving approval.

Step 7 – Wait and Update

It is the employee’s responsibility to keep Grants Administration up to date with all developments, including acceptance or denial of the grant proposal by the funding organization.

Award Administration

Step 8 – Grant Agreement Circulation

If you have been awarded the grant then you will most likely receive a “grant agreement” form that outlines the University’s financial responsibility in accepting the grant. You must ensure that Grants Administration receives this form so they may circulate any grant contracts with the appropriate approvers, e.g. COO, president, etc. Circulation is the responsibility of Grants Administration. If a fund is not yet set up to receive this grant, Grants Administration will ensure Advancement Operations sets one up in partnership with Finance.

Step 9 – Look out for the Money

The funding organization should send a check to University Advancement for processing. If the check is mistakenly sent elsewhere on campus, you must redirect it to the Office of Advancement, Box #6256. Advancement notifies the department when an award arrives and funds are available.

Step 10 – Grant Organization Stewardship

Grants Administration develops a thank you letter to the funding organization which is signed by the University president.

Step 11 – Project/Program Follow-Up

Grants Administration tracks any reporting requirements and stays in touch with employees on needed information for reports, budget adjustments in partnership with Finance, and any other follow-up with the funding organization. Employees will typically provide this information, but Grants Administration will facilitate the requirements and submission.

The grant follow-up process is vital and is how the University maintains relationships with funders for this and future awards; it is required that employees are responsive to all administrative requests following receipt of the award. Failure to do so may affect the ability to request future grants.

This is an outline of how the grant process typically progresses. Funding organizations have different procedures and the complexity of their application processes vary greatly. Approach Grants Administration with any questions by contacting the department at or ext. 2115.


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