Forms and Guides
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Pre-Award Forms
*For electronic signatures to work, complete the form AFTER downloading, not in the browser.
RDMC-001 - Funding Research Request
This form is to request assistance from the Office of Sponsored Initiatives (OSI) to research and identify potential funding sources that support the interests of South Texas College.
RDMC-002 - Request for External Funding for South Texas College
This form informs OSI about a request to initiate support for the development of a proposal for funding.
Internal Processing of Grant Applications/Proposals
OSI provides grant development support through the submission of applications and proposals for funding (i.e., grant applications, proposals for funding, partnerships/sub-award applications, letters of intent, letters of inquiry, concept papers, or case statements) for South Texas College. To process an application for submission, RDMC requires that a complete final draft of the application package be submitted for final review and approval to the Executive Director for the Office of Sponsored Initiatives no less than 5 business days prior to the official grant submission deadline by the Grant Development Officer assigned to work with faculty/staff on the grant. The Grant Development Officer assigned to work with faculty/staff will provide technical assistance with the development of the grant package and will send a calendar invite for the Internal and Official Submission Deadline as soon as work on the grant commences.
The Internal Deadline set by the college is for processing of the grant package by the OSI. Processing the grant package includes but is not limited to the following items:
- An email approval from an Administrator, Program Chair and/or Dean to proceed to submit a final complete draft for review and approval by the Executive Director of OSI are requested by the Grant Development
- The Grant Development Officer prepares the RDMC Routing Form with the grant package and email approvals from the administrator for the Department pursuing the grant and routes to the Executive Director of OSI for review and approval
- Final feedback and any suggested revisions from the Executive Director are provided to the Grant Development Team (Grant Development Officer and faculty or staff members involved in developing the application or proposal)
- Grant Development Officer prepares the grant package for submission in accordance with specifications from the grantor and communicates with RDMC Administrative Assistant (AA) to log package for routing
- Final approved RDMC Routing Form and grant package are logged by Administrative Assistant for Department of Resource Development, Management, and Compliance, and physical copies are routed to the college president for review and signature authorization of grant submission on behalf of South Texas RDMC
- Grant package is submitted to the grantor (or to the fiscal agent for the grant if it is a subaward package) by the Department of Resource Development, Management and Compliance (Executive Director or Grant Development Officer, if designated to submit)
The OSI is not obligated to process and submit proposals/applications that are received late (beyond the internal STC deadline of five days prior to the funding agency’s submittal deadline).
Post-Award Forms
*For electronic signatures to work, complete the form AFTER downloading, not in the browser.
RDMC-005 - Grant Activity Commitment
This agreement document is to accept responsibility and commitment to engage in grant activity that will be funded as a stipend through a grant.
RDMC-007 - Personnel Certification
This form is to certify that personnel receiving a stipend in addition to their normal pay, have completed their committed grant activity.
RDMC-008 - Personnel Activity Report (PAR)
This is the form used to show the description, as well as the amount of time and effort worked on activity for a grant and is paid as a part of salary/wage.
RDMC-010 - Semi-Annual Certification
This form is to certify that grant funded personnel continue to or has completed work for 100% of their time under the grant indicated.
Subrecipient Forms
RDMC-003 - Subrecipient VS. Contractor/Vendor Determination Checklist
Checklist to determine if an entity is a subrecipient or a contractor, with regards to a South Texas College lead grant (to be completed prior to an award)
RDMC-004 - Subrecipient Interest
To evaluate a 3rd parties interest in being a subrecipient and their feasibility in complying in that role (to be complete prior to an award).
RDMC-011 - Project Director (PD)/Principal Investigator (PI) Subrecipient Report
Form completed by PD/PI informing RDMC of subrecipient activity.
RDMC-012 - Subrecipient Action Plan
Form completed by Subrecipient defining an action plan and steps to be taken to meet the Subrecipient's grant deliverables and objectives
RDMC-013 - Corrective Action Plan
Form completed by Subrecipient defining an action plan and steps to be taken to meet the Subrecipient's grant deliverables and objectives
Please submit forms to grants@southtexascollege.edu.
Guides
Submitting A Time and Effort Form for Electronic Signature 005, 007, 010
Submitting A Time and Effort Form for Electronic Signature 008
Grant-funded Employee Time and Effort
Time and Effort Selection Process
Guide to assist personnel in the selection of the appropriate effort reporting forms to use for grant-funded activities.
Grant Technical Assistance Chart
This chart is a resource that provides information regarding the roles and responsibilities of the Principal Investigator and Financial Manager, as well as others who can provide technical assistance for grants or contracts.
Grant & Contract Post-Award Compliance Support
Access and Functionality of Microsoft Teams
Guide to assist personnel in using Microsoft Teams to communicate and share assets within the institution.
