Funding Protocol

Process Overview

By working in partnership with the University Development department and specifically, the Office of Corporate and Foundation Relations, you will have access to research tools, guidance on project development, interpretation of funding guidelines, collaboration on proposal development, technical review of drafts and final proposals, contact with corporate and foundation personnel, and assistance with the distribution and stewardship of funds received. Through our coordinated effort, North Park will increase its ability to secure foundation and corporate support.

This process applies to all potential sources of external funding including individual donors, federal and state grants, private foundation grants, etc. All academic program-related requests must have the approval of the Academic Dean before the Corporate and Foundation Relations Office can respond to the request.

Step 1: Inquiry

1. The person or department seeking external funding can obtain an External Funding Request Form from the Corporate and Foundation Relations Office or contact your Dean or Vice President. Questions regarding the External Funding Protocol may be addressed to Mary Surridge at extension 6264.
2. Complete the form and discuss it with department chair to receive departmental endorsement. Then discuss the proposal with the appropriate Vice President to receive institutional endorsement.
3. Submit the completed form to Mary Surridge, Senior Vice President, Box 6, with appropriate signatures. The Office of Corporate and Foundation Relations will review the request and respond to the proposal initiator within 5 working days.

Step 2: Response

The Corporate and Foundation Relations Office will review the request to determine the next steps. Options for grant request response:

1. Approve the request as is, notify proposal initiator, and work together to determine "next steps."
2. Request further information from faculty/staff member and modify request.
3. If the request requires an institutional commitment (e.g. funding, equipment), or if the request potentially conflicts with other institutional fundraising priorities, it will be referred back to the appropriate Vice President who will take the request to the President for prioritization.

The Director of Corporate and Foundation Relations communicates a decision to after review is complete.

Step 3: Next Steps

Upon approval the Office of Corporate and Foundation Relations will support faculty and staff seeking grants in the following ways:

• Research (as needed), Identify Funding Sources, Request Information and Application Procedures, Shorten the List of Potential Funding Sources
• Work with faculty/staff to develop a preliminary list of potential funding sources and contacts. Prospect Researcher may also contribute to this preliminary list.
• Works with faculty/staff to develop a short list of good prospective funding sources.
• Contact sources from short list and request application guidelines and additional information or works with current available information.

Upon receipt of foundation information, the Corporate and Foundation Relations Office and faculty or staff applicant will determine one or two sources that appear to have the best potential for funding the project.

Develop Timeline and Application Procedure

Using the grant guidelines, the Corporate and Foundation Relations Office will develop a timeline and communicate information related to the time frame and application procedure to all personnel involved in the grant request.

Create Proposal Drafts

Work with faculty/staff to create drafts for review and revision. Copies of the drafts will be circulated to all parties involved in the grant proposal for input and revision.

Final Draft and Approval, Submission of Grant

Upon final revision the Corporate and Foundation Relations Office will submit the final draft of the grant to the appropriate faculty for final review. President Parkyn will sign cover letter and appropriate forms. The final version of the grant, along with any other necessary information, will be submitted to the funding source by the Corporate and Foundation Relations Office.

External Funder's Response

• Foundation responses will be directed either to the Corporate and Foundation Relations Office or the contact person named in the request.
• If the contact person receives the initial response, the Corporate and Foundation Relations Office should receive immediate notification and a copy of the letter.
• Information regarding the response will then be communicated to all interested parties.
• Funds generated by the grant will be processed in the University Development office and then given to the Business Office.
• Unless otherwise noted, the Business Office will establish a restricted account for the funds. This account number will be given to the faculty/staff member requesting the grant.
• The Corporate and Foundation Relations Office will maintain final sign-off on release of funds.

Stewardship and Reporting

Upon release of funds generated by the grant, guidelines for reporting will also be given to faculty/staff. The Corporate and Foundation Relations Office will work with respective faculty/staff members to develop a reporting procedure. Final reports on the use of grant money will come from the Corporate and Foundation Relations Office.

If you have any questions about this form, please contact Joyce Overton, Director of Corporate and Foundation Relations, by email or by phone at extension 5760.