Post Grant Award Task List

Congratulations! You just got a grant! What is next?

1. Let people know. This includes:
   • The grants office (Dave O’Keeffe, Josh Gerstman).
   • The business office (Marco, Kharmyn).
   • Assuming you are faculty, also let the VPAA, your Division Chair, and your Coordinator know.
   • Let others who might be impacted by your award know. This might include colleagues who will need to pick up classes or others who might have to change their planning because of your new commitment.
   • Let the others on the grant know about the funding. This could be your evaluator, folks who wrote letters of commitment, etc.
2. Did you already get IRB approval? If not, reach out to the IRB and get that done!
   • (https://ir.highline.edu/irb/ ) Unless you have experience with this, it is recommended that you have a conversation with the IRB chair before submitting the application. Do not do any work that interacts with possible participants before getting IRB approval.
3. Celebrate!
   • If appropriate, write a blurb about the award and what you will do. Share with Communications and Marketing, who may want to put info about it on social media or make a press release.
   • Send your blurb to your division chair to include in the VP’s report to the board of trustees.
4. Set up accounts
   • Contact Kharmyn and Marco to set up the relevant budgets and budget codes. You will want to have them set up combo-codes if you will be paying salaries. They will need budget details, and this may be a multi-step process.
   • If needed, do the training with Kharmyn about fiscal management and duties for a grant.
5. Set up contracts (must have accounts set up first).
   • Work with Purchasing to set up any sub-contracts or Personnel Services Contracts you will need to have in place to do the work.
   • Once the sub-contracts and PSCs are in place, you will need to do a requisition to get a Purchase Order created so that when invoices come in, they can be paid.
6. If your grant will include hiring, begin working with HR to develop a job description and to complete a staffing request.
   • If you are hiring student workers, talk to Stephaney Puchalski about the process.
7. If needed, send in a combo code change form to have your pay (or any other Highline employee’s pay) charged to the grant. You must have accounts set up first.