Procedure:     Grant Development and Administration
Department:    Academic and Student Affairs/Grants
Contact:          Lori Bumgardner, (541) 463-5312                   bumgardnerl@lanecc.edu

This section describes: Grants Development and Administration. The Grants Office (http://2011sitearchive.lanecc.edu/grants/) supports grant-project development and implementation at the college. Grants Office staff perform specific coordination, support, and monitoring roles.

The Grants Office does not help individual students with financial aid or scholarships. Please see Financial Aid (http://2011sitearchive.lanecc.edu/finaid/) and the LCC Foundation (http://2011sitearchive.lanecc.edu/foundation/) for financial aid and scholarship opportunities.

Grants Development

The grants development staff actively seek funding from outside grantors and government agencies to support academic and career technical programs, and to assist students. The grants office encourages and supports faculty and departments to apply for grants that further institutional, divisional, departmental and programmatic goals. Grants development at the college occurs in one of two ways:

1. Top-down: The grants office maintains a master grant calendar which identifies funding opportunities that align with college strategic directions. Grants development staff are assigned to work with faculty and departments to complete these high priority proposals that have been determined a good use of college resources.

2. Bubble-up: Faculty and departments identify grant project ideas or funding opportunities to pursue, and present them to the grants development staff. If approved, staff in the grants office may be assigned to research funding sources, facilitate planning sessions, and/or provide writing and editing support. In general, grants development staff are not available to take on the primary writing/development role for these projects. Departments should plan accordingly.

Grant Review and Approval Process: Before pursuing any external grant funding opportunity, it is essential to obtain approval from the Grants Development Manager to ensure that it is consistent with college goals and priorities, and that it does not conflict with current or planned resource development activities. The college no longer uses a formal grant approval process and accompanying review form to accomplish this task. The interested party must send an email to or make an in person appointment with the Grants Development Manager to receive approval before approaching an external funder.

Grant project development steps and tools can be found at: http://2011sitearchive.lanecc.edu/grants/projectdevelopment.html

Grants Administration

In general, the responsibility for grants administration and reporting lies with the departmental unit obtaining the funds. The principal investigator or project director typically serves as the grants administrator.

The grant administrator has primary responsibility, both programmatic and fiscal, for complying with all terms and conditions of the grant. For this reason it is essential that the administrator obtain and become thoroughly familiar with all of the granting agency's written policies, procedures, and regulations. The grant administrator must also comply with all of the college's policies and administrative procedures.

Upon award of the grant, the grant administrator should notify the Grants Office. (Since the college does not have an Office of Sponsored Research, which provides pre-award and post-award administrative services for sponsored projects, it is often the case that the department is initially notified that a grant has been received.)

The grants implementation team (http://2011sitearchive.lanecc.edu/grants/projectimplementation.html) supports implementation of grants across campus. 

It is recommended that both experienced and inexperienced grant administrators contact the implementation team. The implementation team helps project directors manage timelines, interface with college processes and understand the basic requirements of their grants. If included in the grant budget, implementation staff may help with hiring, and other start-up and ongoing grant support activities.

Grant Accounting (http://2011sitearchive.lanecc.edu/collfin/grantaccounting.html in College Finance provides fiscal support services to the grant administrator. Grant Accounting maintains the official college file for each grant until the project is completed, and they send files to Archives at end of project.

Upon receipt of the official notice of grant award, the grant administrator should complete the checklist (http://2011sitearchive.lanecc.edu/collfin/documents/grantaccountingcklist.pdf) and promptly contact the accountant assigned to the grant to prepare a budget in accordance with the approved budget contained in the grant award. Until this is done, account numbers cannot be set up and no grant funds can be expended.