Pre- and Post-Award Process

BASIC OVERVIEW OF THE MCCCD GRANTS PROCESS

Pre – Award
  • College or program personnel contact District Grants Development and Management Department for program and process information and technical support, and obtain campus permission to apply.
  • College or program personnel plan project and develop proposal.
  • College and District administrators and District Grants Department review proposal, obtain approvals and signatures, and finalize proposal.  Vice Chancellor of Academic and Student Affairs approves most proposals.
  • Proposal is submitted by mail (college personnel) or electronically (District Grants Department)
  • Funding source initiates negotiations or requests additional information from College or program contact.  Contact should immediately notify District Grants Department .
Post – Award
  • College or program receives notice of award (or proposal declined).  Immediately notify District Grants Department and forward all documents received including reviewer comments to District Grants Department and they will deliver copies to Grants Accounting.
  • College or program personnel prepare and obtain signatures for Governing Board Action Items (for awards of $100,000 or more) or Administrative Acceptances of Award (for awards under $100,000).  Governing Board Action item original must be provided to the Board Secretary and copies to the Vice Chancellor of Academic and Student Affairs, District Grants Department, and Grants Accounting.
  • Grants Accounting establishes the CFS account number, loads grant budget into CFS, and sends account notification to appropriate personnel via email.
  • District Grants Department and Grants Accounting conduct a grants management orientation for project and fiscal administrators, if needed.
  • Program personnel begin to implement program and expend funds.
  • Project Director prepares performance reports and continuation grants.  Grants Accounting prepares fiscal reports.  District Grants Department Director and appropriate College Administrators review performance reports before submission. 
  • Project Director works with Grants Accounting and College Personnel to close out grants project at end of grant.

Additional information on the above is available on the District Grants Department web site (http://www.dist.maricopa.edu/grants/index.php) and the Grants Accounting web site (http://www.dist.maricopa.edu/business/grantsacctg/).