Grant Seeking Guide
Three different categories of grant seeking exist at Westmont. One category encompasses those grants that are actively pursued by the Office of Campus Advancement (OCA), a second category includes those grants that are sought through a joint effort between OCA and one or more academic departments, and a third category includes grants sought by individual faculty members or by a specific academic department.
Each of the above-mentioned grant seeking categories, OCA Grant Seeking, Shared Grant Seeking, and Faculty and Departmental Grant Seeking, is important to the mission of the college. The manner in which grants are sought and the person(s) to whom the grant-seeking task is given distinguishes one type of grant seeking from another. The three different areas of grant seeking and the types of grants that are pursued in each area are outlined in the Institutional Priorities Chart. The following is an attempt to clarify the unique grant seeking approaches required in each category.
OCA Grant Seeking
Westmont's Office of College Advancement exists to give oversight and coordination to the college's fund raising efforts. OCA's fund raising activities are focused on garnering financial resources to support the college's annual and long-term funding priorities. Within OCA, Westmont's Office of Foundation and Corporate Relations (OFCR) is charged with coordinating all campus fund raising efforts with foundations and corporations. The primary responsibility of the OFCR however, is to identify, cultivate and solicit foundations and corporations for what have been defined by the President, in collaboration with the trustees of the college, as the funding priorities for that fiscal year. These priorities include, but are not limited to, the operational, capital and endowment priorities of Westmont.
The Director of Foundation and Corporate Relations, in collaboration with the Vice-President for Advancement, works to identify the foundations and corporations from which these types of grants may be sought. The Director of Foundation and Corporate Relations then writes the proposal in consultation with the relevant faculty and administrators and submits the proposal for a signature from the President.
Shared Grant Seeking (OCA & Academic Departments)
Funding for projects that fall into the Shared Grant Seeking category are those for which funding is sought on a case by case basis, generally as a joint effort between OCA and faculty from within a particular department. These projects may or may not be included in the college's annual budget. Regardless, they are clearly seen as valuable priorities of the institution. For projects within the Shared Grant Seeking category, the responsibility for developing a relationship with the identified potential funding source(s) and for writing the proposal itself will be determined on a case-by-case basis by OCA, the Provost's Office and the relevant faculty members.
Faculty/ Departmental Grant Seeking
In addition to identifying the direct and shared priorities in any given year, the President acknowledges a range of additional projects important to the mission of the college. These additional projects are what have been defined as Faculty/ Departmental Grant Seeking priorities and pertain, in general, to faculty research grants and other projects that support the professional development of faculty or aid in the academic development of the department. It is widely recognized that in order to create a vital intellectual environment profitable for undergraduate students, Westmont must be an institution where knowledge is generated as well as transmitted. Faculty research and faculty/ student research is viewed by Westmont as an essential, valuable priority. Due to the highly specialized nature of research grants, there is a need for the faculty member, as the expert, to write the grant; and so, projects that fall within the Faculty/ Departmental Grant Seeking category are the responsibility of the faculty who, after gaining approval for their project, are in charge of writing the proposal. The Faculty Grant Coordinator is available to assist faculty in this process in a variety of ways, from helping to identify funding sources to assisting with gathering the institutional information required in a grant proposal.
Here, on the Faculty Grant Seeking website, resources have been gathered for the purpose of assisting faculty in the grant seeking/ proposal writing process. A more complete explanation for how the Faculty Grant Coordinator desires to partner with faculty in this process is outlined in the following section.
Faculty Grant Coordinator
The Faculty Grant Coordinator is a position within the Provost's Office that was created for the purpose of assisting faculty and departments in the grant seeking process by acting as a liaison between the faculty and the Office of Foundation and Corporate Relations, as well as through direct support of faculty in the proposal writing process. The Faculty Grant Coordinator will work closely with the Director of Foundation and Corporate Relations to assist faculty in the grant seeking process. For the present time, Lori Call will be serving as the Faculty Grant Coordinator. She can be contacted by phone at 565-6851 or by email at firstname.lastname@example.org.
The Faculty Grant Coordinator can:
- Assist faculty in locating possible funding sources
- Work with faculty to establish a timeline, once a foundation has been targeted
- Alert faculty to current or new grant competitions
- Act as a liaison between faculty and the Office of College Advancement and assist in coordinating faculty proposals with OCA
- Develop and maintain a proposal writing/ grant seeking resource page
- With the Director of Foundation and Corporate Relations, work with faculty to ensure their grant proposal speaks to the concerns of a particular foundation with maximum effectiveness
- Provide information on the proposal writing process
- Assist with the preparation of budgets and the collection of institutional documents required by certain organizations.
Faculty Research and Scholarship Interests
One way to inform the Faculty Grant Coordinator of a faculty member's research interests and the type of funding sought is to submit a completed Research/ Scholarship Interests form that will provide the Faculty Grant Coordinator with the information necessary to seek external funding for faculty projects. This form is particularly important for those faculty who do not have a targeted funding source and/ or are not actively pursuing funding at the present time. However, it is a suggested step for all to take as it helps to ensure that funding information pertinent to one's area of expertise gets sent to them.
Whether faculty identify potential funding sources on their own, or receive assistance in that process from the Faculty Grant Coordinator, it is essential that faculty coordinate their contemplated proposal submissions with the Office of College Advancement through the Faculty Grant Coordinator. This can be done by accessing the Intent to Apply for External Funding form found on the Faculty Grant Seeking Center website or by calling or emailing the current Faculty Grant Coordinator. An institution of our size must be assured that all proposals submitted to foundations and corporations are coordinated by a central office so that one area of Westmont does not unwittingly subvert the efforts of another. Even if a faculty member already has a specific foundation or corporation in mind (perhaps one with whom they have already established a relationship), it is extremely important that all contemplated submissions be approved by the Office of Foundation and Corporate Relations before proceeding with the application process.
Grant Seeking Guidelines
The following guidelines have been created to assist faculty in coordinating their proposals for submission to donor prospects. While some faculty may have long standing relationships with grant-making organizations and therefore may not desire assistance, it is still crucial that those faculty follow Step Two of the following outline, by submitting a completed Intent to Apply For External Funding form. This will help to ensure that all concerned parties are kept up to date on which granting organizations are being approached by the college.
- A clearly defined project and case statement.
- A working budget for the project.
Submit a completed Intent to Apply for External Funding form accessible on the Faculty Grant Seeking Center website. This will alert the Faculty Grant Coordinator to the faculty member's funding needs and serve as a request for proposal/ project approval from the Provost.
Once the project is approved by the Provost, if needed, the Faculty Grant Coordinator will work with faculty to identify and/or confirm the most likely funding prospects.
As the one most familiar with the nature, benefits, and funding needs of the project, the faculty member drafts the proposal. The Faculty Grant Coordinator is available to provide the appropriate institutional documents as requested by the faculty member. As stated previously, the Faculty Grant Coordinator and the Director of Foundation and Corporate Relations are available to review the proposal to ensure the proposal speaks to the concerns of a particular foundation with maximum effectiveness.
Depending on the requirements of the particular foundation, a cover letter with a signature from the appropriate person is obtained. In some cases, for example if the proposal is research related, the faculty member can sign the cover letter. In other cases however, a signature from the President is required and can be obtained by the Faculty Grant Coordinator.
Please contact the Faculty Grant Coordinator at extension 6851 with any questions.