6820P Grants and Contracts (Procedures)

Original Date: 9/1/1995 * Last Revision Effective: 9/24/2012
Policy Contact: Vice President, Administrative Services

Purpose

The following procedures are established to meet the requirements for implementing policy #6820 – Grants and Contracts.

Procedures

Grant Proposals. Before a Bellevue College faculty or staff member submits a proposal or application for outside funding, the vice president of administrative services must review it for appropriateness to Bellevue College programs, contractual obligations, potential legal and liability issues, costs to the college (whether overt or hidden), restrictions on use of funds, etc.

A faculty or staff member must contact the Bellevue College grants office prior to beginning the grant development process. The grants office will assist in developing a grant pre-approval form and submit the form to the grants pre-approval committee. Once the pre-approval process is complete the grants office will assist in the development of the grant. Upon completion of the grant, the director of grants will prepare and sign a Bellevue College signature approval form for proposed grants and present the form and application packet to the vice president of administrative services. This form will assist the vice president and president in their review. The vice president will not sign the form or application without the signature of the director of grants. The president will not sign a grant proposal or application if the vice president of administrative services has not reviewed the documents.

Contracts. Before Bellevue College enters into a contract or agreement with an individual or organization, whether to provide a service to the college or receive a service from it, the vice president of administrative services must review the contract/agreement language for appropriateness to programs, fiscal and legal ramifications, potential liability issues, etc. A faculty or staff member submitting a proposed contract should complete a “signature approval for contracts” form to assist the vice president and president in their review. The president will not sign a contract or agreement if the vice president of administrative services has not reviewed the documents.

Fiscal Controls and Record-keeping. Strict controls on expenditures and record-keeping are required to ensure that Bellevue College complies with federal and state law and with the regulations and guidelines of the funding or contracting agency. The Bellevue College budget office assigns a unique account code to each grant or contract project to aid in tracking income and expenses. The administrator of the area in which the grant or contract activity will take place has primary signature authority for the grant/contract accounts. This administrator should also assign a staff member to keep fiscal records and monitor the grant/contract budget.

Fully-ratified, original-signature copies of all contracts and agreements are kept in administrative services. Photocopies of all grant proposals and original-signature copies of all grant award notices are also kept in administrative services. The originating office is responsible for providing sufficient copies for all parties, and for returning the fully-ratified documents to administrative services if the college is not the final signator.

Delegated Signature Authority. The president has delegated signature authority (and record-keeping responsibility) for certain types of contracts to the vice president of administrative services, the vice president for human resources (for personnel contracts), the dean of continuing education (for customized training agreements), and the director of campus operations (for construction and maintenance contracts and facilities use agreements).

Ownership. All supplies and equipment purchased with Bellevue College grant or contract funding become the property of Bellevue College. In some cases, items purchased under a grant to the foundation may remain the property of the foundation.

Revision History

Original 9/1/1995
Revisions 5/10/2005; 5/21/2009; 9/24/2012

Approved By

President’s Staff