Institutional Grants Office

The Institutional Grants Office works with the HCC community – especially faculty principal investigators (PIs) and project directors, but also College administrative officials, business managers and affiliated organizations such as the HCC Foundation – to provide services in identifying grant opportunities, assistance with preparation and submission, and help with administering awarded grants.

  1. Identifying Grant Opportunities and Funding Sources – from federal and state RFPs to charitable foundations and corporate giving programs in the region, the Grants Office can help find potential funders for faculty and staff projects.
  2. Proposal Preparation and Clearance – from application materials and budget assistance, to final review, official endorsement, and submission of proposals to funding agencies, public and private, for support of research, instruction, and public service projects.
  3. Grant and Contract Administration – from inception by review and acceptance of awards and account set up through the Finance Office, through the award's administration, financial reporting, and final closeout.

How to Submit an Institutional Grant

All proposals submitted – in hard copy or electronically – by HCC faculty or staff to external funding sources (public and private sponsors) must be reviewed, cleared and endorsed by the College prior to submission. The first step in the grant development process is collaboration with HCC Division Deans and/or Vice Presidents. Faculty and staff wishing to pursue a grant are required to consult with their supervisors on the project before submitting a Grant Approval Form. The Grants Office can help through:

  • Completing the Grant Approval Form and gaining the required approvals.
  • Assistance with the preparation of application forms and guidelines, required proposal certifications, and institutional information required by sponsors such as organizational profiles, audit reports, and tax ID.
  • Preliminary review and approval of budgets and obtaining final proposal clearance.
  • Meeting compliance in areas such as human subjects or animal use, which must be certified on some proposals as approved or pending approval by the Institutional Review Board.
  • Electronic submission, hand delivery, or mailing of the proposal to meet the grant deadline.

Managing an Awarded Grant

Awards are made to the College as the official grantee, or in special circumstances (primarily grants from foundations and corporate giving programs), to the HCC Foundation on behalf of the College.

Responsibilities

  1. The PI or project director is responsible for the work described in the grant proposal and for management of the award both fiscally and administratively throughout the project period. Coordination of grant project partners is also the responsibility of the PI. The PI or project director may be required to collect and report on metrics and submit narrative reports to the funder.
  2. The Finance Office will establish a new fund account in HCC's financial system Banner FIS Grants Module in which the PI can charge expenditures and view details and balances for the project. The Finance Officer will also prepare financial reports and submit periodic billings according to award requirements. Reconciliation of the grant account at project end and final close out accounting for the final report and other financial documents will be done by the Finance Office.
  3. The Institutional Grants Office will receipt, review, and ensure institutional acceptance of the official award document (both hard copy and electronic notices). The Grants Office will also work with the PI and the Finance Office to assist in submission of required interim and final report, and closeout documents. The Grants Office will liaise between the PI and funding agency for administrative actions, including but not limited to no-cost extensions, budget revisions, grant transfers, and changes in key personnel. Monitoring of regulatory mandates and advisement to PIs and project directors regarding changes in agency and federal regulations and College policies on grant administration is also done by the Grants Office.

Mailing Address

Institutional Grants Office
Chesapeake Center
Harford Community College
401 Thomas Run Road
Bel Air, MD 21015-1697

Contact

Lanell Patrick
Coordinator of Grants
Phone: 443-412-2563
Fax: 443-412-2251
lpatrick@harford.edu


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