Grant Processes

Grant Processes:

PRE-Award: Development & Pre-approval-Submission

1.   Pre-Approval Process for Potential New or Renewal Funding Opportunities

Go to Etrieve Central: http://etcentral.yosemite.edu/

In Etrieve CENTRAL

• • Click on the Forms tab
  • Under Grants Office tab
    • Click on the GO Proposal Application Pre-Approval Tab

2.  Grant Proposal Development and Submission

• • Review the Request for Proposal (RFP) Submission and Eligibility  Requirements 
  • Complete Supplemental and Institutional Eligibility Forms
  • Support the routing of Application Paperwork that requires Multi-Campus and/or District review
  • Review the Final Draft and route a proposal packet for review, signature and submission

POST-Award: Award-administration & Compliance

3.  Notification of Funding 

• • Coordinate the distribution of the Grant Agreement, Subrecipient Agreement, or Contract for review and signatures
  • Create and distribute the Executed Grant Contract Memo (EGCM)

4.  Administration and Compliance 

• • Grant Program/Contract Orientation (Project Start-Up Meeting)
  • Grant Performance Technical Assistance: Monthly/Quarterly/Annual Program Reporting Requirements and the Fiscal Budgetary Revision notification process
  • Promote funding accountability and compliance
  • Review contract compliance terms/regulations, reporting requirements, and the fiscal change order request process
  • Grant close-out: Final program and fiscal reports and related close-out activities

Subaward Subrecipient Monitoring

YCCD may have received grant awards as a passthrough, prime recipient, and/or a subrecipient, that needs to determine which external partner(s) to collaborate with through a subrecipient relationship.  A subaward establishes the scope of work for these external collaborators, as well as the responsibilities and deliverables that define the success for their contribution to the overall project. Considerations and requirements for proposing, establishing, managing, and closing-out subawards are essential to those for the overall project. 

1.   Identify Subrecipient as a Subaward vs. a Contract
2.   Verify Subrecipient is not disqualified (suspended, debarred, or excluded) from receiving Federal Funds.
3.   Conduct Pre-Award Risk Assessment
4.   Establish and Issue Subaward Agreement
5.   Manage and Maintain Programmatic and Financial Subrecipient Monitoring 
6.   Payment/Invoice Process: Reimbursement and/or Advancement of Fund
7.   Subaward Termination and/or Close-out 
8.   Record Retention / Audit