The Grants Office strives to build a campus culture of grant seeking with the faculty and staff in order to support the educational and program needs of the university. The office’s role is to research, develop, and collaboratively author proposals to corporations, private foundations, and federal agencies; maintain a portfolio of regional corporations and foundations; steward the gifts of funding organizations; and communicate grant opportunities, progress, and success to the campus community.
All departments are encouraged to participate in preparing grant proposals, in cooperation with the Grants Office and Institutional Advancement, to develop projects that are within the scope and mission of the department and university, and that support the Strategic Plan.
Step 1: Identify a project that you need funding for. This could be anything from scholarships for students, equipment needs, one time project initiatives, research, etc… The opportunities are endless! Contact the Grants Office with your ideas.
Step 2: Identify a potential funder. The Grants Office staff can help you with this step or you can find funding opportunities and websites to search.
Step 3: Once a potential grant opportunity is decided upon it is time to think through your grant request. The Grants Office Staff will help you with this step; you will need to complete the Grant Proposal Prior Approval Form. This form is required so all faculty, staff, and administration involved with a grant are informed of the potential opportunity. Once completed it should be returned to the Grants Office so work can begin.
Step 4: Writing the proposal. A grant writer from the Grants Office will be assigned to write or assist you in writing the grant, depending on the nature of the grant. The assigned grant writer will review all information needed in the grant proposal and will coordinate and collect data and required documentation.
Step 5: Submit the grant. The Grant Writer will either submit or assist you in submitting the grant. The Grants Office must receive a copy of all grants submitted including attachments.
Step 6: Notification of approval/denial. Some grants have a review period of 6 months or longer. When you receive a letter or email from the funder stating if you received or did not receive the grant you will need to forward this to the Grants Office ASAP.
- If you received the grant, most often you will need to sign an agreement and return it before funds can be released and work on the grant can begin. The Grants Office will assist you at this time and help you through managing the grant.
- If you did not receive the grant, communicate this with the Grants Office. A thank-you letter should be sent to the funder thanking them for their consideration. Copies of all communication (letters, thank you notes, etc) should be sent to the Grants Office.
Once your grant has been funded, the real work begins. As the Project Director or Principal Investigator (PI) you will be responsible for following through with the plan as outlined in the grant, including:
- Meeting deadlines for interim and final reporting as required by the funder.
- Managing the budget in accordance with the approved grant and Business & Finance Office policies.
- Assuring the project proceeds as described in the grant or contacting the funding agency to request changes.
- Assuring all grant required compliance activities, such as the Institutional Review Board approval and conflict of interest certifications, are met.
- Sending copies of all required reports to the Grants Office.
Grants Office Support
Upon notice of receiving a grant, the Grants Office will support you in the following ways:
- Be available for meetings with the PI and other staff to assist in any questions about the grant and how to get things started.
- Set up an account number for the project with the Controller.
- Send thank you notes to the funder.
- Send information to Marketing for press releases.
- Schedule meetings with the PI for reporting purposes.
- Work with the PI to submit midterm and final reports to the grantee as requested.
- Retain grant and reports for a minimum of 5 years.
Grant Websites & Helpful Links
Searchable list of all federal grants.
The Catalog for Federal Domestic Assistance. Click on the programs tab and you can search for federal programs and grants. Note: Not all of these are funded in current federal budget.
The Iowa Grants Guide can be searched by funder name, subject or geographic location. In addition to directory information about Iowa-based foundations, it also has links to a “Find Funding Toolkit” and other useful tools.
If you click on the search tab you can specify what you are looking for and it will generate potential grants available.
The Community Foundation of Greater Dubuque lists local grant opportunities, in addition, they have a Foundation Center Data Base in which you can go to the Foundation and search for other opportunities. An appointment needs to be set up with the Grants Office staff prior to accessing the database.