1. Policy Statement

   The College shall produce and comply with procedures to develop and manage grants and contracts. Grant and contract development procedures must ensure all applicable College departments are aware of and agree to the commitments outlined in the proposal and mitigate the risk of inappropriately committing the College’s resources. The grant management procedures must enable the College departments to comply with funders’ regulations and restrictions as well as mitigate risk to the College.

2. Reason for Policy

   To establish clear and consistent guidance for effective grant management to ensure compliance with funder regulations.

3. Scope

   This policy impacts all areas of the College that oversee and receive grant funding.

4. Definitions
5. Related Legal and Policy Authorities

   2 CFR PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS (commonly referred to as “Uniform Guidance”)

6. Policy History

Revised Policy/Procedure Approved by Executive Cabinet

February 16, 2010
September 15, 2015

February 9, 2016
February 5, 2025

 

445.005 GRANT AND CONTRACT PREPARATION AND ADMINISTRATION

1. Reason for Procedure 

   The “Clark College Grants and Contracts Handbook” serves as the official process for all grants and contracts preparation, submission, award negotiation and acceptance, and grant implementation, management and close-out.

2. Scope

   This procedure impacts all areas of the College that oversee and receive grant funding.

3. Definitions
4. Procedures 

   Director of Grant Development must be consulted prior to applying for any grant funding.

   Executive Cabinet (EC) Sponsor must review and approve the commitment of College resources necessary to successfully implement and comply with grant requirements. 

   Grant Project Lead and Staff will adhere to procedures defined in the “Clark College Grants and Contracts Handbook”.

5. Forms

   • Acknowledgement of Program and Fiscal Guidelines

   • Time and Effort Reports

   • Contract Approval Process Form 

6. Responsibilities 

   • Director of Grant Development – must be consulted prior to applying for any grant funding. They work directly with the Grant Project Lead and other impacted parties to ensure the College has the resources and capacity to effectively manage the grant. They prepare and submit all grant applications on behalf of the College.

   • EC Sponsor – must review and approve all grant applications impacting their unit. They provide oversight and are accountable for grant implementation, including monitoring compliance with the rules/regulations of the funder; budget management; and timely completion of reports.

   • Grant Project Lead – implements project activities and prepares deliverables in accordance with funder guidelines and Clark College Policies, including but not limited to: compliance with program and fiscal guidelines; compliance with internal grants and contracts requirements (e.g., hiring, purchasing, time and effort); budget management; maintenance of records; and timely completion of reporting requirements.

   • Employees Performing Grant Project Activities - All personnel that work on a grant, including oversight, management, and project activities, must ensure that work aligns with program and fiscal guidelines. Accurate time and effort reporting must be submitted within 30 days of the period end in which the work was performed. This includes, but is not limited to, all employees who are paid from grant funds.

7. Related Legal and Policy Authorities

   2 CFR PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS (commonly referred to as “Uniform Guidance”)

8. Procedure History

Revised Policy/Procedure Approved by Executive Cabinet

February 16, 2010
September 15, 2015
February 9, 2016

February 5, 2025

445.010 INDIRECT COSTS

  1.    Reason for Procedure  

Establishes the expectation that the maximum allowable indirect cost rate for each grant is assessed.

2.    Scope  

This procedure impacts all areas of the College that oversee and receive grant funding.   

 3.    Definitions  

According to the Department of Education “[i]ndirect costs represent the expenses of doing business that are not readily identified with a particular grant, contract, project function or activity, but are necessary for the general operation of the organization and the conduct of activities it performs. In theory, costs like heat, light, accounting and personnel might be charged directly if little meters could record minutes in a cross-cutting manner. Practical difficulties preclude such an approach. Therefore, cost allocation plans or indirect cost rates are used to distribute those costs to benefiting revenue sources.”

4.    Procedures  

All federal, state, or private grants must include the maximum allowable indirect cost unless the grant has no provision for indirect cost collection or as agreed otherwise by the College President. This will be the College’s full federally negotiated indirect cost rate unless otherwise stipulated in the grant requirements. Indirect costs collected will be distributed according to the college's grant indirect allocation policy defined in the Clark College Grants and Contracts Handbook. 

5.    Forms  

6.    Responsibilities  

7.    Related Legal and Policy Authorities  

2 CFR PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS (commonly referred to as “Uniform Guidance”)

8.    Procedure History  

New Policy/Procedure Approved by Executive Cabinet
February 5, 2025

 

445.015 FEDERAL GRANTS THAT INCLUDE PARTICIPATION SUPPORT

1. Reason for Procedure
   
   

   To define and ensure proper application of participant support as it relates to federal grants.

2. Scope  
   
   

   This procedure impacts all areas of the College that oversee and receive federal grants.   

3. Definitions 
   
   

   Participant support – direct costs of transportation, per diem, stipends, and other related costs for participants or trainees (but not employees) in association with federal grants including NSF-sponsored conferences, meetings, symposia, training activities and workshops. 

4. Procedures 
   
   

   Funds provided for participant support may not be used by grantees for other categories of expenses without the specific, prior written approval of the cognizant Federal Program Officer. In addition, federal grants, including NSF, generally do not allow indirect costs to be calculated on participant support costs.

5. Forms  
6. Responsibilities  
7. Related Legal and Policy Authorities 
   
   

   2 CFR PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS (commonly referred to as “Uniform Guidance”)

8. Procedure History

New Policy/Procedure Approved by Executive Cabinet
February 5, 2025