Gifts & Grants FAQ
This page offers answers to commonly asked questions that relate to fundraising policies and procedures for CCA faculty and staff members seeking to attain gifts and grants.
With whom should I review my project idea?
The first step is to discuss your project with your program chair or division director. If that person determines your project is appropriate to pursue, contact the office of Advancement to discuss the possibility of seeking contributed support.
- Advancement staff will help determine if sufficient donor prospects exist for funding.
For institution-based grant funding
Karen Weber, Director of Institutional Giving (Foundation/Corporate/Government Grants)
email@example.com or 510.594.3789
For individual donors
Sarah Rhyins, Associate Vice President of Advancement (Individual Giving)
firstname.lastname@example.org or 510.597.3716
What is the next step (i.e., getting the green light from provost and CFO)?
Create a short project description and budget to submit to the provost and CFO for review. Fundraising for a new project cannot begin until the provost and CFO approve it.
What do I need to include in my project description?
Your project description should describe what your project is (new course, research, publication, etc.), where it will take place, timeframe, who will be involved, and impact on your existing commitments to CCA.
You should also reply briefly to the following questions:
- Which of your program’s goals does your project further and how?
- Which of CCA’s 2010-15 Strategic Plan goals does your project further and how? http://www.cca.edu/about/president/strategic
- Will the project result in internship/career development opps for CCA students?
What do I need to include in my budget?
Suggestions for budget items:
- salary & benefits (staff & faculty)
- project documentation
- transportation (if travel for self/students or visitor to CCA)
- accommodation (for self/students or visitor to CCA)
- materials and supplies (items under $500)
- equipment/software (items over $500) -- Consider possible future expenses incurred by equipment purchase and the impact on future department budgets (e.g., maintenance, upgrades, supplies)
- evaluation process costs (e.g., consulting evaluator, Survey Monkey, other materials)
Does CCA charge overhead on gift/grant requests?
CCA requests that faculty acknowledge the staff time required to administer a grant by including program staff time in their grant budgets, usually the equivalent of 10 percent of the total grant budget. (Please note: Sponsored studios have a different overhead budget model.)
If I include equipment/software over $500 in my budget, who will own it?
In most cases, at the end of the project period CCA will own the equipment/software. All equipment/software purchases must be approved in advance by CCA (Educational Technology or CFO).
When can I move forward with my gift/grant request?
After your program chair or division director, the Provost, and CFO have reviewed and endorsed your project, the Office of Advancement is free to work with you on creating and implementing a fundraising plan. (The approval process should take place well in advance -- at least one month of an external grant deadline.)
What is the Advancement Office’s role in my project?
The Office of Advancement is the college’s office of fundraising, gifts and grants review and processing, and sponsored projects. All external requests for funding that are administered by CCA are reviewed by the Advancement Office prior to submission.
In some cases Advancement staff also submit the request. All paperwork associated with awarded gifts and grants is processed through the Advancement Office, including signing gift/grant contracts, submitting gift/grant checks to the Business Office, and providing thank you letters with acknowledgement of gifts (including tax documentation) to funders.
Do all grants require working with the Advancement Office?
These procedures for seeking gifts and grants have been developed to oversee funds that are awarded to the college. Many of our faculty and staff apply for individual grants to support their own work (typically these take place off campus).
Grants to individuals such as fellowships, may not require working with the Office of Advancement. However, the offices of Advancement and Communications always appreciate knowing when faculty receive grants and other awards to support their work. If you need assistance determining where your project falls, please contact the Office of the Provost.
Who can sign my gift or grant agreement?
Signature authority to accept a gift or grant on behalf of the college (including individual programs) is limited to the president, Provost, CFO, and senior vice president for advancement.
Can CCA serve as a fiscal sponsor for my own projects?
Due to the level of staff and other resources that must be allocated to receive, process, expend, and report on contributed funds, it is CCA’s policy not to serve as a fiscal sponsor for the funding of projects undertaken by individuals or organizations lacking their own 501(c)(3) designation.
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