Brookhaven College

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Manual of Operational Memoranda for Brookhaven College

District Reference: *CAB,CAM No.VII - E
Subject: External Funding

Applications and requests for funding from external sources are made under the following provisions:

  1. To provide support for educational and program needs that cannot be met through operational funds;
  2. To be in accordance with the college’s mission, vision, goals and priorities;
  3. To be coordinated by the Office of Career and Program Resources;
  4. To be submitted with the approval of appropriate supervisors and the College President;
  5. To be in compliance with the District Development Office and DCCCD Foundation, Inc. procedures.
External Funding Provisions
  1. The Office of Career and Program Resources is the clearinghouse for seeking, receiving, and monitoring funds from outside sources whether public (federal, state, or local government agencies) or private (corporate, foundation, or individual donors).
  2. The Office of Career and Program Resources writes and edits proposals and provides assistance in locating funding sources, developing concepts and projects, constructing budgets, and interpreting regulations.
  3. The Office of Career and Program Resources serves as the communication link with District Development Office, the Foundation, and agencies as required.
  4. The Office of Career and Program Resources is the primary contact for development of consortia proposals and requests, and for regulatory agencies in consultation and cooperation with District Development Office and Grants Accounting.
External Funding Coordination of Development Activities
  1. Proposals to Federal, State, and Local Public Agencies and Corporations/Foundations:
    1. Proposals may result from notification of a funding opportunity by an agency or as a result of a request to the Office of Career and Program Resources to locate funding sources.
    2. Application guidelines and funding trends are reviewed with relevant staff and supervisors by the Office of Career and Program Resources.
    3. The proposal draft is prepared in consultation with the Office of Career and Program Resources and reviewed with appropriate staff. Proposal teams are the method of choice and include affected staff as well as needed resource people. Proposal summaries and space impact analyses are forwarded to Cabinet members and reviewed as the project develops.
    4. The final draft is assembled by the Office of Career and Program Resources and is forwarded to the District Development Office for submission along with the signed proposal cover sheet. The minimum signatures required for submission include Career and Program Resources, the immediate supervisor and the President.
  2. Requests for donations over $100 to corporations, foundations, or individuals:
    1. All requests must be cleared through the college Office of Career and Program Resources at least one (1) week in advance of the request.
    2. The list of potential donors is reviewed for conflicts with other requests to the same individuals by the College or the District foundation.
    3. Letters of request are reviewed by the Associate Vice President of Career and Program Resources and the appropriate signer.
  3. Fundraising campaigns:
    1. All campaigns and campaign documents (brochures, letters, forms, etc.) for external funding, whether through special events, direct mail, or other funding strategies must be coordinated and approved through the college Office of Career and Program Resources.
    2. The Office of Career and Program Resources requests approval from the president and/or cabinet as required on behalf of the fundraising activity.
    3. All activities follow accepted fundraising practices and comply with regulations from the Internal Revenue Service.
  4. Receipt of grants and gifts:
    1. Letters of award from federal, state or local sources are generally received by the District Development Office. Any original letters received by the College must be forwarded to the District Development Office.
    2. Following budget negotiations, the designated grant manager, or the supervisor if the grant position is vacant, completes the original operational budget to establish a separate cost center for the project in Fund 13 (Restricted Funds).
    3. Donations of funds, equipment, or other tangible property are subject to review by the Office of Career and Program Resources, appropriate vice presidents, and the president before acceptance. A “Report of Gift” form must be completed and signed before transmittal to the Foundation.
    4. The donors receive appropriate letters of acknowledgment from the college president or vice president and the Foundation director.
Procedures for Proposals
  1. Projects are located in the appropriate operational unit unless they involve more than one division of the college. Projects that cross multiple areas are assigned to the appropriate college-wide operational unit such as professional development, research, student support services or instruction administration, or the president’s staff.
  2. Managers and supervisors will adhere to the grants management guidelines and roles and responsibilities described in detail in the Guide to External Funding and through training workshops provided by District Development Office.
  3. Grant managers are in line relationships to supervisors.
  4. All budgets and revisions, reports, requests for program changes, or personnel changes requiring agency approval are handled through the College Office of Career and Program Resources.
  5. District Policy and Procedures supersede agency regulations.
  6. All external funds are managed in strict compliance with funding source restrictions, including donor’s limitations and funded objectives within the proposal.
Management of External Funds