Policy identification number: SPON-001
File: Other Operational Policies / Sponsored Research & Federal Relations
Grant Application Policy
This policy establishes the required process for review, approval, and submission of grant applications and proposals to external sponsors from Fort Lewis College faculty and staff.
November 18, 2019
November 18, 2019
grant, application, g, president
Scheduled for Review
I. Policy Statement
The following steps must be followed for all grant proposals submitted to external sponsors by College faculty and staff.
II. Reason for Policy
All monies solicited from external funding sources by FLC faculty and staff are required to follow College fiscal rules and federal and state regulations for monitoring and tracking of external funds solicited on behalf of the College.
For following the policy: All faculty and staff serving as Principal Investigators/Project Directors.
For enforcement of the policy: Director of the Office of Sponsored Programs
For oversight of the policy: President
For notification of policy: Policy Librarian
For procedures implementing the policy: Director of the Office of Sponsored Programs
Cayuse 424: The electronic grant management system used internally to route all proposals through the approval process and externally to submit all federal proposals to the federal agencies via Grants.Gov. Access to the Cayuse 424 system requires an official FLC login name and password via the CAS login system. A link to Cayuse 424 is found on the Sponsored Research website: https://www.fortlewis.edu/sponsoredresearch/.
Sponsor/Granting Agency: The source of the external funds to support a sponsored project (grant or contract). The sponsor/granting agency can be a federal, state or local government entity, private entity, corporation, foundation or trust.
Principal Investigator (PI): The individual designated by the grantee (FLC) to direct the project or activity being supported by the grant. He or she is responsible and accountable to the grantee and the sponsor for the proper conduct of the project or activity. The PI is also known as Program or Project Director.
Project Data Sheet (PDS): The form the PI must complete to receive a budget code to access the grant funds once they have been awarded. The PDS tells the Office of Sponsored Research which budget categories and period of time to use in setting up the grant budget. The PDS form is located on the Sponsored Research website: https://www.fortlewis.edu/sponsoredresearch/ under “Forms and Resources.”
Faculty and staff who are planning to submit a grant proposal as the Principal Investigators must:
VI. Cross-Referenced Policies
SPON-003: Grants Incentive (Indirect Cost Distribution)
VII. Consequences of Non-Compliance
Grant proposals submitted without following the procedures outlined above may not be supported by the College, if awarded. In this case, all monies will be refunded to the sponsoring agency. Faculty and staff members may incur personal liability if they agree—verbally or in writing—to contractual terms and conditions that are not acceptable to the college or state.