Grants

Grant Funding Process

Institutional Advancement is to assist members of the college in pursuing grant funding for approved projects, programs and events they wish to pursue, following the priorities and strategic plan of the college.

I. Rationale

This document outlines the process required to obtain approval from the college and assistance from Institutional Advancement to pursue grant funding.

II. Who Should Read This Document

List person(s) who must understand the process.

• Institutional Advancement
• Vice Presidents
• Deans, Directors, and Department Heads
• Faculty
• Staff

III. Contacts

• Institutional Advancement Grant Manager – Maren Knutson (marenknutson@miad.edu)
• VP for Institutional Advancement – Tracy Milkowski (tracymilkowski@miad.edu)

IV. Definitions

V. Grant Process

This process has been created to determine if grant-seeking for a project (including programs and events) will be supported by the College through the work of the Grant Manager. This process is intended to serve as a tool so that, before deep program planning is completed, the faculty/staff requester will be notified if approval is received to proceed with a grant request.

Initiation:

1. The requester first contacts their direct supervisor in their department to discuss the project for which the requester seeks funding. Information needed at this stage:
2. 1. Brief description of the project.
   2. Whether this is a new or existing project.
   3. Estimate of the overall budget and how much funding is needed.
   4. Date when the funding is needed.
   5. Is the funding needed as a one-time request or ongoing.
3. The Vice President/department head/supervisor will approve or deny moving forward based on whether or not the project falls under the department’s and college’s priorities.
4. If approved, the requester will complete the attached form and email it to Maren Knutson, Grant Manager (marenknutson@miad.edu), and copy Tracy Milkowski, Vice President for Institutional Advancement (tracymilkowski@miad.edu), and the Vice President overseeing the requester’s department.

Prospect Identification:

1. The Grant Manager will research potential grant or sponsorship opportunities that fit the project.
2. If a funding opportunity is found, the Grant Manager will forward a description of the funding opportunity (including deadlines and submission process) and description of the project to be funded to the Vice President for Institutional Advancement and copy the requester.
3. The funding opportunity and project will be reviewed by the Vice President for Institutional Advancement and college leadership, who will approve or deny moving forward with the grant request.

Preparation & Submission:

1. The Grant Manager will send an email detailing all information needed for the grant proposal to the requester and a deadline by which all information is due.
2. Once all information is received, the Grant Manager will draft the proposal and send it to the requester for final review.
3. The Grant Manager will send proposals to the appropriate Senior Staff member for sign off.
4. Once approved, the Grant Manager will submit the proposal/application and notify the requester.

Post-Submission:

1. The Grant Manager will follow-up with the foundation/corporation as needed.
2. If a grant is received:
   1. The Annual Giving & Donor Services Manager will:
      1. Process the pledge/payment.
      2. Notify the Grant Manager and Vice President for Institutional Advancement of the gift.
      3. Add the gift to the Advancement Database.
   2. The Grant Manager will:
      1. Notify the requester of the amount received and when payment will be made.
      2. Send a Grant Notification Form to the requester and the Finance office detailing the grant period and reporting requirements.
      3. Draft a Thank You letter and coordinate signing by the President and mailing.
      4. Manage any post-award paperwork and reports due to the grantor.
      5. Send an email to the requester checking on the status of the funds three and six months after the funding was received.
   3. The grant requester will:
      1. Be responsible for providing project data and outcomes in a timely manner.
      2. Unless otherwise indicated by the funder, the requester will have one year to spend grant funding.
3. If no grant is received, the Grant Manager will notify the requester and research additional funding opportunities to pursue if applicable.

Updated September 2024.