Grant and Grant Request Procedures

The Rutgers University Libraries encourage all staff and librarians to seek external support for projects and initiatives that support the Rutgers University Libraries' mission and goals through the grant process. All offices of the Rutgers University Libraries will provide the appropriate support to ensure the success of the grant process. To maximize the efficiency and effectiveness of this process, all library personnel should adhere to the following procedures.

1. The first step in any grant process must be a consultation by the grant writer with the appropriate Library Director or Associate University Librarian for an agreement in principle that the project described is a unit or library priority and that the staff member or librarian's time could be allocated to the project.

2. Once the Library Director or Associate University Librarian has approved the concept for the grant, the grant writer should consult with the Director of Development to advise the administration of an impending process, to avoid potential conflicts in similar proposals, to seek recommendations for potential funding sources or ensure that the potential funding source [i.e. corporate, foundation, federal, state, or local agency] is available to the Libraries, and to establish a time schedule for the grant process.

3. A draft of the grant proposal including budget implications, which has been reviewed by the Library Director or Associate University Librarian should be shared with other appropriate administrators if the grant has workload or cost sharing implications for other units of the Libraries, the university, or other organizations. For example:

• a project that includes cataloging, recon, or systems support should be reviewed and approved by the Associate University Librarian for Digital Library Systems.

• a project involving photocopying, scanning, or bulk mailing as part of the Libraries' contributions should be reviewed and approved by the Associate University Librarian for Public Services and Communications, and a budget established.

• projects requiring services from non-library units, such as Rutgers University Computing Services, faculty departments, or non-Rutgers organizations should have sign-offs by appropriate individuals responsible for allocating funds or personnel.

4. A final draft of the grant proposal should then be shared with the Director of Development who will coordinate the grant process for the University Libraries. The Director of Development will coordinate budget review with the Associate University Librarian for Administrative Services and the Libraries' Budget Officer, seek support from the University Librarian for any budget adjustments, and may assist in editing the proposal.

5. For campus grants (allocated by campus provosts), the final sign-off is at the appropriate Library Director or Associate University Librarian level, with appropriate consultation as noted in #3 above for resources necessary to the grant from outside the campus library/unit. Copies of the grant submitted must be sent to the University Librarian and Director of Development.

6. For university-wide grants (i.e. Strategic Resource and Opportunity Analysis, Research Council Grants, Bush Grants, Instructional Computing Initiative grants, etc.) a final draft of the grant proposal must be given to the Libraries' Director of Development at least one week before the application deadline for review by the University Librarian, and the Libraries' Budget Officer. Any requests for budget modification should be made at this time.

7. For external grants (i.e. private foundations, corporate foundations, or government), the completed grant proposal, typed and signed by the appropriate administrators, is due in the Director of Development's office two weeks before the grant is due at the funding agency. This time is required for the University Librarian and the Libraries' Budget Officer to make final review of the grant request and for the designated sign-offs (i.e. Office of Research and Sponsored Programs) to read, comment on, and approve the document. Grants submitted late may not be accepted.

8. Final copies of ALL grants submitted must be sent to the Libraries' Director of Development.

9. If the grant is awarded, the Project Director must send a copy of the award letter to the Director of Development, who will notify the appropriate offices. If the grant is not awarded, the Director of Development must receive a copy of the rejection letter.

Funded Grants

Once a grant has been awarded, the following procedures should be observed:

1. All dealings with the Grant and Contract Accounting Office must be done through the Libraries' Budget Office. When the Grant and Contract Accounting Office has established the grant account, the Libraries' Budget Officer will notify the Project Director and the Library Director or Associate University Librarian about the budget and accounting procedures.

2. All grant payroll documents including PAFs, PDRs, and voucher payrolls must be reviewed and initialed by the Libraries' Human Resources Officer and the Libraries' Budget Officer.

3. A separate photocopy/scanning account should be established for the project through Imaging Services whether these costs are considered a contribution by the Libraries to the grant or covered by grant funds.

4. Copies of all reports (interim and/or final) on the grant should be sent to the Director of Development.

Please be certain that all personnel are informed of these guidelines. Please contact the Director of Development if you have any questions on these procedures.

Approved by University Librarian's Cabinet 10/23/01