Guidelines for Review and Preparation of Grants, Contracts, and Agreements

These guidelines are intended to clarify the review procedures for grants, contracts and interagency agreements and to help SCC, SFCC, IEL and District Office employees know which CCS department processes which agreement.

It is important to understand that contracts, memoranda of understanding or agreements may or may not have monetary considerations, but they need to be formalized to reduce the risk of liability to CCS, your department and to you. In many instances, these agreements need to be reviewed by our assistant attorney general (AAG) to ensure that they are of the correct form.

The following provides a "rule of thumb" to think about when you process these types of documents. As always there are some exceptions to the rules; however, essentially:

• If you are going to pay someone for work or you are purchasing an item, the request goes through the Purchasing department.
• If someone is going to pay you or your department to do something, the request goes through the Grants and Contracts office.
• If you are negotiating for space to provide instruction or conduct an activity, call the Facilities department

Purchasing Department (MS 1007 / 434-5325 / Contact: Purchasing Manager):

All procurement of goods, equipment, materials or services for CCS must be done through the Purchasing department according to the procedures in the Purchasing Materials and Services Manual found on the intranet. (The rule of thumb: you are buying an item or service; however, there may be circumstances where there is no charge for the service.)

Agreement: Any contract entered into between CCS and another public entity where that entity is selling services to CCS. CCS may or may not provide payment for that service.

Procurement Agreement: Any contract entered into between CCS and another entity where CCS is purchasing services. CCS may or may not pay for these services.

Other types of agreements processed in Purchasing include:

• Personal Service Contracts
• Client Service Contracts
• Apprenticeship Agreements
• Agreement for Use of Space at a rate based on:

• Cost per student per quarter
• Cost per instructional hour

Send two copies of the completed agreement with a purchase requisition signed by the appropriate administrator. (A very limited number of CCS staff use these agreements…you know who you are.

Facilities Department (MS 1016 / 533-8630 / Contact: District Director of Facilities):

Any contract entered into between CCS and another entity, where that entity is providing space to CCS, is coordinated through the Facilities department. (The rule of thumb: you are renting or leasing space to engage in a CCS activity.)

Activities include:

• Rental and lease agreements.
• Limited use agreement for low-cost or no-cost use of space. (Purchasing processes agreements for use of space based on cost per student, per quarter, or cost per instructional hour.)
• Renovations/improvements to rented, leased or contracted space.
• Purchase of property.

The above-listed contracts and agreements are to be reviewed by the district director of facilities prior to execution. Provide a signed original of each contract or agreement to the Facilities department

Grants and Contracts Office (MS 1006 / 434-5275 / Contact: Grants and Contracts Manager):

ontract, Memorandum of Understanding, or Agreement: Any contract entered into between CCS and another entity where that entity is buying CCS services. CCS may or may not receive payment for that service. (The rule of thumb: you are going to provide services or instruction for someone else.) The agreements are reviewed to make sure they contain the necessary language recommended by our AAG.

Contracts, Memorandum of Understanding, or Agreements to provide services or programming to another entity include the following:

• Mutual Aid agreements
• Contracts to provide instruction
• Agreements with other colleges and universities for exchanges of students or services
• Contracts or agreements to provide services where CCS is reimbursed
• Contracts or agreements to provide services where CCS is not reimbursed
• Contracts or agreements between institutions that are mutually beneficial to both entities and do not require reimbursement on the part of either party

The Grants and Contracts office will provide you with appropriate templates and help you fill them out

Grant, Contract and/or Foundation Applications: Applications for funding from an external funding source to provide services or to carry out an activity; i.e., federal, state, county, city, a private company, or a foundation. If you know which grant/contract you are applying for:

• Complete sections A, B & C of the Intent to Apply for External Funding form found on the CCS intranet, including the required approvals in Part A and submit it to the Grants and Contracts office at MS 1006, or e-mail it to Kathleen Roberson at kroberson@ccs.spokane.edu.
• The Grants and Contracts office will assist with sections B-D, if necessary.

The Grants and Contracts office is also available to help you in a number of ways. We will:

• Read and outline the RFP and condense it to a manageable format.
• Read and outline any ancillary documents providing instructions for the application.
• Help to insure the critical bases are covered (match, indirect costs, salaries and benefits, space, renovation costs).
• Provide information for the "Needs" section and help with writing when possible.
• Proofread and edit.
• Read for content as it compares to the application requirements.

If you have an idea but don’t know where to find funding:

• Call the Grants and Contracts office at 434-5275.
• Include the Grants and Contracts office in a meeting when you and/or your colleagues are brainstorming.
• Send an idea of a funding source to the Grants and Contracts office and we will research the source.

Who should sign your grant, contract, or interagency agreement?

Use the CCS Delegation of Authority to determine the appropriate signatory (posted on the CCS Intranet). Provide a signed copy of each document to the Grants and Contracts office.

This does not cover every detail so if you have any questions, don’t hesitate to contact the appropriate department listed above. If you are unsure which department can provide assistance call any one of the three and you will be directed to the correct person.