Approver(s):

Academic Council

Authorizes Release:

Chief of Staff for the President

Responsible Area:

Office of Sponsored Projects, Academic Research and Compliance (SPARC)

Review Cycle:

Annually or as required

Last Review:

September 2026

Related Policies and Additional References:

None

Scope

This policy outlines the process for developing, implementing, and sustaining institutional-sponsored projects and grant initiatives. Institutional grants are distinguished from other sponsored projects in that they concern university-wide impact and strategic planning. Through this coordinated and streamlined process, institutional grants can directly impact and track the success of attaining strategic priorities for the University. The following sections of this policy include the institutional grant definition, requirements, reporting structure, funding implications, and PI professional and leadership development.

Exceptions

This policy does not apply to sponsored projects focused on research. It also does not apply to program or school-specific sponsored projects that do not meet the definition outlined below.

Policy Outline

  • A. Institutional Grant Development
    • A. Definition
    • B. Requirements
  • B. Institutional Grant Implementation
    • A. Data Assessment and Community Input
    • B. Academic Priorities and Initiative Eligibility
    • C. Approval
    • D. Project Team, Grant Selection, Grant Development
      • 1. Sustainability
      • 2. Proposal Documents
  • C. Award Notification and Post-award Management
  • D. Reporting Structure and Internal Monitoring Team
  • E. Indirect Recovery and Distribution
  • F. Institutional Grant Training and Support

A. Institutional Grant Development

A. Definition

A grant opportunity will be defined as an institutional grant if it meets any of the criteria stated below. SPARC will assess grant funding opportunities using the criteria below to determine whether the funding opportunity meets the definition of an institutional grant. If the grant funding opportunity meets the definition, then the grant will be managed using the reporting structure described below.

  1. The grant is listed in SPARC’s inventory of institutional grants (e.g., Title V, PPOHA, TRIO, etc.). Consult SPARC for a full inventory list.
  2. The grant includes major facility renovations.
  3. Grant opportunities with the potential for large-scale, broad impacts across the University and/or that advance University strategic plans will also be considered for institutional grant status.

B. Requirements

Grants that meet the definition above will have specific requirements that must be met through the grant development process.

  1. The grant objectives must provide direct support for university strategic initiatives.  The Provost’s Office determines which approved institutional strategic initiatives are included in each institutional grant
  2. The grant objectives must address or advance one or more of the academic and/or student success performance metrics. Consult SPARC for performance metrics.SPARC and the Grant Supervisor will collaboratively approve the PI/Co-PIs.
    1. Grant PI/Co-PIs having prior grant experience is preferred.
    2. The Grant PI/Co-PIs, once appointed, must follow the Notice of Intent and approval process as established and directed by SPARC.
  3. PI/Co-PIs will work with the Office of Institutional Effectiveness to acquire the institutional data needed to support grant objectives. 
  4. Grants that include an institutionalization plan must seek approval from university leadership and the appropriate stakeholders.
    1. PI/Co-PIs will propose performance metrics for institutionalization (e.g. participation, engagement, enrollment) and draft of proposal narrative to university leadership and grant stakeholders prior to submission.
    2. University Leadership and Grant Stakeholders will review the proposal and decide whether to fully approve, partially approve, or not approve the institutionalization plan.
    3. PI/Co-PIs will incorporate institutional feedback and decision into the submitted grant proposal
  5. The grant will comply with the SPARC and university compliance process.
  6. The grant will have an Internal Monitoring Team (IMT) that reviews the grant’s implementation once awarded.  IMT should reflect the stakeholders of the grant objectives.
    1. The purpose of IMT is to advise, support, and review grant objectives to assist PI/Co-PIs with grant implementation and confirm the alignment of grant objectives with institutional strategic priorities.
    2. Members of the IMT will include grant supervisor, SPARC representative, division leader, and others as applicable
    3. PI/Co-PIs will facilitate meetings with members of the IMT once a semester and address the following: grant objectives, status of programmatic and financial grant performance, next steps and assistance needed
  7. PI/Co-PIs submit monthly reports on grant activities and outcomes to the grant supervisor.

B. Institutional Grant Implementation

Institutional grants will follow a unique implementation process that includes community input, University Leadership, and SPARC grant management processes.  Institutional grant planning typically begins one year prior to grant submission.  For example, the implementation for a grant submitted during AY26-27 will begin in the fall of 2025.  Federal Appropriation applications and other institutional funding opportunities may follow an accelerated/expedited process if required through the RFP process.

A. Data Assessment and Community Input

Each fall, SPARC works with academic and non-academic units to conduct a needs assessment that identifies priorities that might be supported by future grant funding. SPARC gathers data from the Office of Institutional Effectiveness and other campus data users to quantify needs and potential solutions. SPARC will compile the results of the needs assessment and submit them to the Provost’s Office by October 1. 

Every fall semester between August and September, academic units will solicit community input on promoting a culture of academic excellence in teaching, scholarship, and service. The SPARC Office will coordinate and lead community input sessions with non-academic unit areas within the university.  The Office of Institutional Effectiveness will contribute to these discussions by providing institutional data related to each academic unit (recruitment, retention, graduation, etc.).

The Provost’s Office will provide an assessment form that needs to be completed by each academic and non-academic unit. Deans and divisional leaders of non-academic units will complete the assessment form, prioritize their needs, and submit their feedback to the SPARC director by the end of September.  SPARC will compile all responses for the Provost’s Office by October 1. 

B. Academic Priorities and Initiative Eligibility

By the end of October, the Provost’s Office evaluates the information collected from above to identify institutional academic priorities and grant-eligible initiatives.  

C. Approval

By the end of December, the Provost’s Office will seek feedback from the Executive Council regarding the identified academic and other student support priorities and grant-eligible initiatives.  All grants must comply with university policies and procedures, federal regulations, and sponsor requirements.  Upon approval, the Provost will send a campus announcement notifying faculty and staff of academic priorities for the upcoming grant cycle.  Faculty and staff interested in leading institutional grant initiatives must contact the SPARC office. 

D. Project Team, Grant Selection, Grant Development

Starting January, SPARC works with divisional leaders to identify the PI/Co-PIs, project team, and the suitable grant to pursue.  Once a project team has been confirmed, SPARC will work with the project team to identify all proposal documents needed for submission. Grant writing begins.

  1. Sustainability: PI/Co-PIs will provide a draft proposal and sustainability plan to university leadership and grant stakeholders prior to submission.  University Leadership and Grant Stakeholders will review the proposal information and determine if any grant objectives, activities and/or personnel will be supported post-grant funding.
  2. Proposal Documents: PI/Co-PIs incorporate feedback received from university leadership and grant stakeholders and finalizes proposal documents for submission.  PI/Co-PIs works with SPARC to provide all proposal documents needed for submission.  SPARC will submit the proposal through the grant portal. 

C. Award Notification and Post-Award Management

Upon award notification, SPARC will notify the PI/Co-PIs, project team, and Provost’s Office.  If funded, SPARC will follow office policy and procedures for award acceptance and grant setup.  If unfunded, stakeholders will assess reviewers’ comments and discuss a potential resubmission.

D. Reporting Structure and Internal Monitoring Team (IMT)  

All sponsored projects report to the Provost and Executive Vice President for Academic Affairs and to Executive Council. Grant supervisors will follow reporting structures appropriate to their appointment and office. PIs/Co-PIs may have formal roles within Academic Affairs or any other operational unit outside of Academic Affairs appropriate to the grant objectives.  When the scope of the grant involves multiple stakeholders, responsibilities will be evaluated, and a grant supervisor will be designated accordingly.  Grant stakeholders will be identified and included in the IMT.

IMTs should reflect the stakeholders of the grant objectives.  The purpose of the IMT is to advise, support and review grant objectives to assist PI/Co-PIs with grant implementation and confirm the alignment of grant objectives with institutional strategic priorities.  Members of the IMT will include the grant supervisor, SPARC representative, division leader and others as applicable.  The PI/Co-PIs will facilitate meetings with members of the IMT once a semester and address grant objectives, status of programmatic and financial grant performance, next steps and assistance needed.

In its role to coordinate and support grant development for the institution, SPARC will be the centralized point of contact for the institutional grant reporting structure.  SPARC will coordinate grant management, assessment, and compliance of institutionalized grants.  Additionally, SPARC through its grant cohort development process will provide training, required and supplemental, for current and future grant PI/Co-PIs of institutional grants.

E. Indirect Recovery and Distribution

The University has a federally negotiated indirect rate agreement with the Department of Health and Human Services.  The agreement authorizes the University to recover the facilities and administrative expenses needed to administer grants, contracts, and other agreements that are not readily identified with a particular sponsored project.  The University allocates a percentage of indirect costs (Facilities and Administrative costs) to principal investigators (PI/Co-PIs), departments, schools, and the Provost’s Office (SPARC) to support scholarship and program activities.  

For sponsored projects that are classified as institutional-type grants, the distribution will follow the SPARC Indirect Cost Recovery Distribution Policy.

F. Grant Training and Support

For any grant that qualifies at the institutional level, the PI/Co-PIs will be offered the following support:

  • If PI holds a faculty appointment, release time will be granted during the grant proposal writing phase with enough advanced notice
  • If PI holds a staff/administrator position, time will be bought out through institutional and/or SPARC during the grant proposal writing phase
  • A slot will be designated in the Grant Writing Cohort for institutional-level grant PI
  • PI will receive Grant Management Training at award implementation
  • If PI holds a faculty appointment and receives an institutional grant, release time post-grant cycle will be granted for restarting research productivity

 

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