Grant Procedures and Policies

This page will serve as a repository for procedures, policies and related documents concerning grant development and implementation at Madison College.

If you have an idea for a grant-funded project and would like to begin a search for external funding, please complete our Idea Development Form (PDF, 90 KB) and return it to One of our grant development staff will then contact you to set up a meeting to discuss your idea in further detail.

If you are ready to go to the next step and develop an actual proposal for an identified funder, please complete our Grant Approval Form (PDF, 141 KB). From there, route it to your dean and then on to the vice president for your area of the college for their signatures. After that, the form is returned to our office for signature by the Grants Director, and we are ready to begin developing your proposal.

If you are working on or have been awarded a grant that includes employee positions funded entirely or in part by the grant, please familiarize yourself with our Grant Funded Positions policy (PDF, 105 KB). The purpose of this policy is to clarify the process that should be followed for budgeting, creating and hiring for grant funded positions. Adherence to this policy will ensure consistency in College processes, improve grant compliance and ensure that funding is available.

Grant funded positions also carry their own specific compliance requirements detailed in the Federal Office of Management and Budget circulars. These requirements center on certifying that the time and effort an employee actually spends on a grant-funded project matches the approved project plan and budget. Please refer to our Time and Effort Process memo (PDF, 57 KB) and a sample Time and Effort Certification Template (Excel, 62 KB).

Once a grant project is underway, you may find that some aspect of the project plan has changed. Changes to project operations often entail changes to the budget that must be reviewed and approved by the funding agency. The process flow for revising grant budgets is described in Budget Revision Process (PDF, 52 KB).