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Grants Office
Welcome to the YC Grants Office!
Grants Request FormThe Grants Office assists with obtaining federal, state, local, and private funding for projects that align with Yavapai College's strategic priorities.
Students: For information about grants, scholarships, and financial aid,
visit this page or call (928) 776-2152.
YC Grants Information
What questions do you have about grants? Select the boxes below to learn more.
Your Grants Office at Work
FAQ
1. I know of a grant opportunity -- when should I contact the Grants Office?
As soon as you know! It’s never too early!
2. True or False, all grants must be submitted through the Grants Office?
Yep, it’s true. No exceptions.
Simply, any money from outside the college should be assumed to be a grant and you should contact the Grants Office for assistance. If determined by the Grants Office to be a donation or philanthropic giving, the information will be redirected to the YC Foundation.
- Federal Grant – Grants Office must be notified at least 5 weeks before the due date or no more than 3 days after the opportunity is published (if publication date is less than 5 weeks before due date)
- State Grant – Grants Office must be notified at least 4 weeks before the due date or no more than 3 days after the opportunity is published (if publication date is less than 4 weeks before due date)
- All Others – Grants Office should be notified as soon as possible, but 4 weeks before the due date is usually needed
5. I need extra funding for something. What should I do?
Submit a Grants Request through the website. In your submission, you will be asked to demonstrate a clear need for funding, what dollar amount is needed, and how your request aligns with the college’s strategic priorities. Once your request is received, the Grants Review Committee will review the request and forward it to the Grants Office if appropriate. If recommended by the Grants Review Committee, the Grants Office will then conduct research for potential funders and opportunities.
Training
Welcome to our training resources site, designed to provide you with the necessary tools and knowledge to learn more about the grants processes at YC and basic grant writing skills.
YC Training Modules
Grant Resources
Welcome to the YC resource page for grants! From data sources to logic models to building goals and objectives, we've curated a list of grant references to help you navigate the grant landscape. In addition to the grant references, we've compiled a handy grants glossary, providing clear definitions and explanations of common grant-related terms.
This glossary will demystify grant terminology, making understanding grant guidelines, requirements, and processes easier. Empower yourself with knowledge and increase your chances of securing the funding you need by exploring our grant references and utilizing our grants glossary.
Resources
- Grant Proposal Writing, Formatting, and Proofreading Checklist .docx
- Budget Template with Income and Expenses .xlsx
- Data Sources and Useful Links .xlsx
- Goals and Objectives Template .docx
- Punctuation Cheat Sheet .pdf
- How to Avoid Wordiness Landmines .pdf
- Logic Model Template and Cheat Sheet .docx
- Mind Map Template .docx
- Problem Words and Phrases to Avoid .pdf
- Project Timeline Template .docx
- Travel Budget Information .docx
Glossary
Post-Awards
Once a grant has been awarded, the post-award process begins. This phase involves various administrative tasks and responsibilities to ensure the proper management and compliance of the grant. The YC Grants Office will set up a meeting with the Project Director to kick off the grant and provide post-award instructions and expectations.
Here's a brief overview of what you need to be prepared for during the post-award process.
Grant Agreement Review: Carefully review the terms and conditions of the grant award, including the scope of work, budget, reporting requirements, and any specific needs or restrictions imposed by the funding agency.
Project Setup: Establish the administrative and financial infrastructure to manage the grant effectively. This may include creating project accounts, designating personnel roles, and setting up internal controls for financial management.
Compliance and Reporting: Understand the reporting and compliance obligations associated with the grant. This can involve regular progress reports, financial reports, and other documentation the funding agency requires.
Budget Management: Monitor and manage the grant budget, ensuring expenditures align with the approved budget and fall within allowable cost categories according to federal regulations and agency guidelines.
Record Keeping: Maintain accurate and detailed records of all grant-related activities, transactions, and documentation. Proper record-keeping is essential for audit purposes and to demonstrate compliance.
Subrecipient Monitoring (if applicable): If your project involves working with sub-recipients, establish proper oversight and monitoring mechanisms to ensure they meet their responsibilities and comply with federal regulations.
Change Requests: If there are any significant changes to the project scope, budget, or key personnel, you may need to seek prior approval from the funding agency through formal change requests.
Audits and Reviews: Be prepared for potential audits and programmatic reviews conducted by the funding agency or authorized auditors. Maintain an audit-ready status by adhering to regulations and maintaining organized records.
Project Implementation: Execute the project according to the approved plan, meeting the stated objectives and milestones within the specified timeframe.
Communication with the Funding Agency: Maintain open and transparent communication with the funding agency. If any issues or challenges arise, promptly inform the agency and seek guidance on how to address them.
Performance Evaluation: Regularly assess project progress and performance against the grant's objectives. Make necessary adjustments to ensure successful project outcomes.
Project Closeout: Complete all required reports and documents at the end of the grant period. This includes final financial reports, project evaluations, and other deliverables specified by the funding agency.
The post-award process can be complex and time-consuming, but being well-prepared and organized will significantly contribute to the successful management of the grant. Additionally, staying up-to-date with federal, state, and local regulations and agency guidelines is essential to ensure compliance throughout the grant's lifecycle.
Grants Review Committee
The Grants Review Committee is crucial in evaluating potential grant opportunities and determining their compatibility with the college's mission and strategic priorities. This committee is a knowledgeable and discerning body that thoroughly examines grant proposals to ensure they align with the college's strategic priorities.
Additional factors are also considered, such as ensuring that the college can develop a high-quality, competitive proposal by the due date, and reviewing whether the complexity of the application is reasonable given the size of the potential award and the likelihood of receiving an award.
By carefully reviewing proposed grants, assessing their potential impact, and considering their relevance to the college's mission, the committee makes recommendations to approve or disapprove pursuing a grant opportunity. The college's Executive Leadership Team is the final arbiter in pursuing a grant opportunity.
- Tom Hughes, Executive Director of Institutional Effectiveness, Research, and Grants
- tom.hughes@yc.edu
- 928.776.2205
- Nicole Rossi, Grants Coordinator
- nicole.rossi@yc.edu
- 928.776.2009
- Eric Stoff, Grant & Proposal Writer – Regional Economic Development Center at YC
- estoff@yc.edu
- 928.717.7148
- Cassidy Grantham, Accounting Manager
- cassidy.grantham@yc.edu
- 928.776.2134
Grants Team
Welcome Message from Executive Director
It gives me great pleasure to warmly welcome all visitors and stakeholders who have found their way to our website. Whether you are a grant seeker or someone simply seeking information about grants at Yavapai College, we are thrilled to have you here.
Our website serves as a gateway to everything grants at YC. Here you will find information on training, eligibility criteria, timelines, the proposal and post-award processes, and the grants review committee. We have worked diligently to ensure our website is user-friendly, transparent, and accessible. Our commitment is to support a strategic grants process that assists the college in helping our students succeed.
Furthermore, we recognize that grants are not solely about financial support. They are about collaboration, knowledge sharing, and building networks. Therefore, we foster an inclusive and collaborative environment, encouraging partnerships and collective efforts to address complex challenges and drive sustainable change. Together, we can achieve much more than we ever could individually.
Our dedicated team is always here to assist you. If you have any questions, require guidance, or need assistance with the grants process, please do not hesitate to reach out. We are committed to providing prompt and thorough support to ensure you have the best possible success.
Once again, welcome to the Grants Office. Together, let us make a lasting impact and transform lives.
Warm regards,
Tom Hughes
Executive Director, Institutional Effectiveness, Research, and Grants
- Tom Hughes, Executive Director of Institutional Effectiveness, Research, and Grants
- tom.hughes@yc.edu
- 928.776.2205
- Nicole Rossi, Grants Coordinator
- nicole.rossi@yc.edu
- 928.776.2009
- Eric Stoff, Grant & Proposal Writer – Regional Economic Development Center at YC
- estoff@yc.edu
- 928.717.7148