Grants at Champlain

Grants Process

• Identify & Plan
  1. Get in Touch. Have a project idea or stumbled across an interesting funding opportunity? Reach out to the Director of Government, Corporate & Foundation Relations by email or phone to set up a meeting to discuss.
  2. Let’s Talk. You’ll have an initial conversation with the Grants Team so we can better understand the project scope, determine grant readiness, and research the right funding stream for the opportunity. We’ll also walk you through how we partner together, including a review of shared Roles & Responsibilities throughout the process.
  3. Go Slow to Go Fast. Before we jump into writing a proposal, we’ll continue the conversation and include our key partners in leadership to obtain all the necessary permissions and ensure the project has a green light.

  A Note About Funding: You are always invited to share a link to a funding opportunity that you found, as we will further research and vet the source. However, we also have the tools and experience to help identify potential private and federal sources of support if you come to us with just a project idea.

• Proposal Development

  Every proposal is different and we tailor our support to match the complexity and scale of your project.

  We support you along the way:

  • Interpret the Guidelines – We’ll dig into the funder’s requirements so your proposal is fully compliant and make sure it aligns with Champlain’s own grant policies along the way.
  • Navigate Approvals – All proposals are endorsed by the Grants Committee & your Dean or VP, with factors like strategy, workload, and timing all taken into account. For larger campus-wide opportunities, Leadership Team sign-off will also be part of the process. We’ll guide you through it.
  • Build Your Budget – We want to hear about your project and the resources you might need to make it happen. We’ll then work with you and our colleagues in Finance to develop an accurate and funder-compliant budget. A strong budget will also tell the story of your project and how you’ll deliver results.
  • Write, Edit, and Refine – We provide editing and proofreading support throughout the whole content development process, from early drafts to the final proposal. Grant writing has its own voice, which is distinct from academic writing. We’ll help shape your content to have a compelling, funder-focused narrative that also reflects Champlain’s institutional voice.
  • Submit! – When everything is ready, we handle the final submission.
• Award Decision: Yes or No

  When a Proposal Isn’t Funded

  A “no” from a funder isn’t the end of the road. This is especially true with new funders, where it can take time and a few touchpoints to build the relationship before a project will land. If your proposal isn’t funded, we’ll debrief on any reviewer feedback that is provided and work with you to identify other funding sources that might be a better fit for the project.

  Congratulations, You’ve been Awarded!

  Before any work can begin, the GCFR Office, in collaboration with Finance, will negotiate the terms of the final award with the funder and coordinate the signature of the official award document and/or contract. You will now move into a Post-Award phase and management of the grant.

• Grant Management

  The work can begin! Our team will support you to ensure we stay on track throughout the life of the grant.

  Grant Kick-Off Meeting

  You got the grant – let’s celebrate! Our Grant and Finance Specialist will coordinate a kick-off meeting with you, the GCFR Office lead, and the Operations Manager for the project. You’ll be introduced to the Grant Dashboard at this meeting – an example of a dashboard is linked here. It will give you a clear, up-to-date view of your project’s budget, spending activity, and important deadlines for reports. It will be your go-to reference point throughout the grant period. Together, we’ll revisit our shared Roles & Responsibilities and map out reporting requirements, including funder and Champlain’s Time & Effort requirements, so everyone starts on the same page. Our Grant and Finance Specialist will meet with you quarterly (and as needed!) to ensure the project is running smoothly.

  Changes & Modification

  We understand that projects evolve. Timelines shift, personnel changes happen, and sometimes the scope of work needs to be adjusted. These changes often require prior approval from the funder and some may impact the budget or reporting obligations. If anything about your project is changing or if you have any questions, contact the GCFR Office. It is always easier to get ahead of a change than to explain one after the fact!

  Communication with the Funder

  All correspondence with your funder, including questions, updates, requests, or any other outreach, should be coordinated through the GCFR Office. We keep the full picture of the relationship and ensure our communications are consistent and in line with the terms of the award.

  Reporting Requirements

  Every funder is different! Some require monthly or quarterly progress updates, while others ask for a single final report. Your schedule and requirements will be laid out in the Grant Dashboard.
  Your role will be to provide us with all the narrative content for the reports, including updates on project activities, outcomes, and progress toward your goals. The GCFR Office lead will help shape all the content to meet funder expectations and handle the submission.