Overview of Bethel's Process

Overview

The Office of Sponsored Research and Projects (for government grants) and the Office of Foundation Relations (for corporate and foundation grants) assist faculty and staff in the complete process of acquiring and managing grant awards. Contact us in the early stages of project development to benefit from a wide range of end-to-end support services and resources.

Services include:

Idea development and grant project strategies
Funding source research
Advising on the appropriateness of a project for funding
Proposal preparation assistance and editing
Project budget assistance
Government grant guidance
Foundation stewardship and compliance
Grants administration and management guidance

Roles and Responsibilities: Overview

The Principal Investigator (PI) or project leader: (1) secures institutional endorsement of the project from department chair or dean and academic administrator; (2) secures approval of final proposal draft from OFR Office; (3) reviews grant award documents in conjunction with grant contact; (4) meets the objectives laid out in the grant application; (5) ensures that Bethel policies and procedures are followed during all phases of the project; (6) oversees the administration, financial management (including detailed tracking of grant fund expenditures and current balances), and narrative reporting of an awarded grant and (7) consults with and files copies of the proposal and all reports with the Office of Foundation Relations (foundation grants) or the Office of Sponsored Research and Projects (government grants).

The appropriate Dean and/or Executive Vice President and Provost: (1) approves every faculty grant-seeking initiative involving Bethel in any way; (2) approves and coordinates release time; (3) approves budgets including any matching fund requirements with budgetary impact; (4) signs off on the final draft.

The Business Office: (1) assigns a restricted account fund number to financial awards; (2) trains and supports the PI's use of the university's accounting system; (3) tracks grants balances (but not line item expenditures, which are the responsibility of the PI); (4) verifies all financial information and issues financial reports for interim and final grant reports.

The Office of Foundation Relations or the Office of Sponsored Research and Projects: (1) works with President's office in development of grant proposals that impact the university's highest institutional priorities; (2) coordinates and regulates the flow of Bethel grant applications; (3) meets with faculty/staff to discuss approved academic projects, with a view toward recommending potential sources of support; (4) provides required institutional documentation (e.g., audited financial reports, IRS 501(c)(3) determination letter, etc.); (5) approves the final draft of all Bethel proposals before submission to funding sources; (6) reviews grant award documents with grant recipient; (7) approves the final draft of all Bethel grant reports before submission to funding sources; (8) maintains a record of proposals planned, submitted, rejected, and awarded, as well as copies of all Bethel-related submissions.

Grant Approval Process

1. Discuss your project idea and have it approved by your direct supervisor. All projects must have the approval of your supervisor in order to begin your request.

2. Initiate request. Faculty and staff must complete the Request to Initiate form and receive university approval prior to submitting a proposal for external funding. Forms received less than 20 business days prior to the application deadline may cause your request to be denied. This approval process helps ensure:

Proposed projects/initiatives align with Bethel’s mission and vision.
Faculty release time and/or other staffing needs can be accommodated.
Compliance requirements are reviewed and pre-approved.
Project impact on other university departments or resources has been fully reviewed and is deemed acceptable.
Grant funded projects are well-coordinated and can be administered according to terms of the funding agreement.

3. Meet with your contact. After your Request to Initiate has been submitted, contact either the Director of Sponsored Research and Projects or the Foundations Relations Officer to request a meeting. At this point, the dean and vice president (or designate) of your area will also have approved your proposal in concept. During this meeting, you will further discuss your project idea and goals, and begin to search for funding options.

4. Develop the proposal. Depending on the timing and complexity of your project, your contact will assist you to varying degrees throughout the proposal development process.

5. Final review and approval. Once your proposal is complete, submit it to your grant contact at least five business days prior to the application deadline. They will review it and also ensure that it is reviewed and approved by any other offices or individuals deemed necessary for your project to move forward.

6. Submit proposal. Approved proposals are submitted through your grant contact.

7. Get the good news that your proposal has been accepted! Congratulations!

If a grant has been awarded, you will meet with your contact to carefully review the award documents. Then complete the Post Award Grant Information form (doc) and submit it to your contact. If the grant is being awarded from a corporation or foundation, the Foundation Relations Officer will generate an acknowledgment.
Upon notification that a grant of any kind has been awarded, you must also submit the Request for a Grant Fund Number form.
If your proposal to a corporation or foundation was not funded, the Foundation Relations Officer will discuss options for requesting feedback on the proposal and sending an acknowledgement thanking the organization for their consideration.

8. Manage and report on the grant. Now that you have been awarded funds, you must manage the grant. You will meet with Martin Anderson from the Business Office to review the budget and the specific process for tracking and reporting during your grant period.