581.5 Grants, External Funding, and In-Kind Donations

P-581.5

The College supports the efforts of faculty and staff to develop funding proposals to submit to local, state and federal agencies, private foundations, and other external funding sources. Employees must seek approval in advance of applying for or soliciting funding. Approval is needed for projects obligating the use of institutional resources, including facilities, faculty, students, and staff.

Pr-581.5.1 For private funding requests, employees must complete an Intent to Apply form, submit it to the Foundation Office for tracking purposes and to ensure that the donor has not been recently approached for a donation by the College, and obtain the respective Vice President’s approval. The respective Vice President will consult with Cabinet or President, as needed.

For private funding requests, proposals submitted to outside funding sources on behalf of the College must be compatible with College policies, mission, and available staffing and fiscal support.

When approval for funding/solicitation has been received from the donor or granting agency, the respective Vice President must be notified. For tracking purposes, the Vice President will inform the Associate Vice President for Foundation and Alumni Relations.

D-581.5.1 Private funding is defined as support provided by individuals or non-governmental organizations. Common examples of private funding include cash, stocks, as well as in-kind items such as food, beverages, gift certificates, and event tickets.
Pr-581.5.2 For public/governmental funding requests, employees must complete an Intent to Apply form, submit it to the Office of Academic and Student Affairs for tracking purposes, and obtain the respective Vice President’s approval. The respective Vice President will consult with Cabinet or President, as needed.

For public/governmental funding requests, the Assistant Vice President for Academic and Student Affairs and the Vice President for Administrative Services oversee the financial aspects of a funded project in accordance with policies of the College and the funding source and ensure that all costs to the College, both direct and indirect, have been included in the grant when appropriate.

When approval for funding/solicitation has been received from the donor or granting agency, the respective Vice President must be notified. For tracking purposes, the Vice President will inform the Associate Vice President for Foundation and Alumni Relations.

Pr-581.5.3 Prior to an employee approaching an external source for donations of any kind, an employee must first comply with Board Policy 581.4 – Solicitations, Distributions, and Gifts policy, section Pr-581.4.2.
Pr-581.5.4 For any donations received, the following must be provided to the Foundation Office for the purpose of recognition of donors: date of donation, name of donor, company name, address of donor, item, quantity, and total estimated value.

Donations of equipment or property or any signage acknowledging a donor must be approved by the respective Vice President.

Pr-581.5.5 With regard to student solicitations of community vendors, students must comply with Board Policy 443 – Fundraising for Student Clubs, Organizations, and Athletic Teams.
Policy Code Key
P Policy PR Procedure D Definition S Supplement

Content Owner: Donna Davis-ddavis@stchas.edu
Page Updated by: Jessica James
Date Issued: 10/24/06
Date Revised: