All applications for external funding for equipment, student workers and student research partners, matching funds and/or in-kind services, leaves of absence, supplemental summer salary, and similar items must be cleared by the Dean of the College and the Business Office before submission. In other words, the College needs to know well in advance about any grant proposal that, if awarded, would require financial commitment and action on the part of the Business Office, Physical Plant, and/or Academic Affairs Office and relevant academic departments - for example, in hiring a temporary replacement in the department or in securing matching funds.
Applications for summer workshops, institutes, seminars and residencies - and other research opportunities that do not impinge on the operation of the College and its faculty and staff (beyond the applicant him- or herself) - do not require prior approval or any filling-out-of-forms. You may still wish to let your department chair and the Dean know that you have applied for, for example, an NEH Summer Institute, as they may have connections to additional resources or tips for the application process that would be helpful to you. They can also help publicize your accomplishment in the event of the award!
Memo of Interest in Applying for External Funding
Form (in PDF
, but useful in the extremely early stages of your planning process if you intend to request funding for equipment, student workers and student research partners, matching funds and/or in-kind services, a leave of absence, supplemental summer salary, or similar items with monetary implications. Because this form is largely a worksheet, you may find it helpful to complete it early on, whatever the shape of your proposal, as part of the brainstorming, initial-proposal-drafting process. This worksheet can serve as the basis for preliminary planning conversations with your department chair, faculty project partners, and the Dean.
Declaration of Intent to Apply for External Funding
Form (in PDF
if you intend to request funding for equipment, student workers and student research partners, matching funds and/or in-kind services, a leave of absence, supplemental summer salary, or similar items requiring action and financial/reporting/IRS commitments on the part of the College if the proposal were to be funded.
Setting up an account to manage external funds within the Business Office at Monmouth
Procedure for Grant Maintenance
Deb Clark, Comptroller, will help you set up an account that will enable you to track the budget throughout the grant period (see PDF memo on establishing an account). You should review the grant budget on a monthly basis, at least. You will be able to draw funds from this account. You will have open access to the grant account through your Outlook system. The Payroll/Personnel Officer, Debbie Anderson, will help you arrange summer stipends for students. You cannot directly request summer pay for yourself: ask for a letter from your department chair (or, if you are chair, from the Dean) authorizing the summer salary. (From Moving Through the Proposal-Writing Process - http://www.monm.edu/academics/affairs/grants/grant-seeking.aspx)
Making annual and final reports to the granting agency
Remember to Double-check reporting requirements:
You are responsible for all interim and final reports; the Business Office can help you with budget reports; the Development Office will assist with the narrative portions of the reports. (From Moving Through the Proposal-Writing Process - http://www.monm.edu/academics/affairs/grants/grant-seeking.aspx)
Monmouth College Guidelines for travel, accommodation, conference registration and other expenditures are available on the internal Mailbox Outlook page, annually updated and posted by Human Resources. See also IRS Guidelines