Externally Funded Grants and Contracts Policy : 4:10:03:00

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Responsible Executive: Executive Vice President for Business and Finance 

I. GENERAL

Faculty and staff are encouraged to apply for externally funded grants and contracts which are in accordance with the mission of Motlow State Community College (Motlow State).

II. APPLICATION PROCESS

The following procedures are to be followed in making application for externally funded grants and contracts unless the application process is provided for in Tennessee Board of Regents’ (TBR) policies and/or guidelines. 

  1. Step 1: 
    1. Discussions with the appropriate Academic Dean or supervisor, the appropriate Executive Vice President, and Director of Grants must be held before the grant writing occurs. 
    2. All grants and contracts requiring matching funds from Motlow State or indirect costs must be discussed with the appropriate Executive Vice President before the grant writing occurs.  The Executive Vice President for Business and Finance (EVPBF) should be involved in this discussion. 
    3. All grants and contracts which allow salary and benefit payments to employees must be discussed with the appropriate Executive Vice President, Executive Director of Human Resources and Director of Grants before the grant writing occurs. 
  2. Step 2: 
    1. Prepare the grant in draft form and submit the draft to the appropriate Academic Dean or supervisor and Executive Vice President for review. 
    2. After the draft is approved by the Executive Vice President, the final grant proposal with a cover memo describing the grant should be submitted to the President through the appropriate Executive Vice President for approval. 
    3. If the grant proposal is approved, it will be signed by the President or designee.  The President or designee is the only authorized signatory for Motlow State on a grant proposal. 
    4. After the grant proposal is approved and signed, the original and one copy will be sent to the grant's originator for submission to the appropriate grant authority.  A copy will be sent to the EVPBF.  
    5. For guidance on Motlow State practices and procedures for  determining the allowability, allocability, and reasonableness of costs for grant projects, see Motlow Policy 4.02.01.00 

Sources

History

Approved by the Leadership Council on December 20, 2005; Reviewed February 20, 2007; editorial update July 18, 2016 (Committee Renamed the Institutional Oversight Committee) 

Revised: October 21, 2024; May 29, 2026 

Institutional Oversight Committee Approved: June 24, 2026 

President’s Cabinet Approved: July 14, 2026 

Effective Date: July 14, 2026