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Post grant award checklist

1. Award Notification and Acceptance

Review the grant award letter for terms and conditions.

Read all sections carefully.
Identify key terms such as funding amount, project duration, and reporting requirements.
Note any specific conditions that must be met.
Check for compliance with institutional policies.
Ensure clarity on budget allocations and allowable expenses.

Confirm acceptance of the grant award by signing and returning any necessary documents.

Locate the acceptance form or document in the award letter.
Fill out all required fields accurately.
Sign the document where indicated.
Make copies for your records.
Submit via the specified method (email, mail, online portal).

Notify the funding agency of acceptance within the required timeframe.

Determine the deadline for notification from the award letter.
Draft a formal acceptance letter or email.
Include relevant grant details (grant number, project title).
Send notification to the designated contact at the funding agency.
Follow up to confirm receipt of your acceptance.

2. Budget Management

Review the approved budget for allowable expenses.

Set up a project budget within the financial management system.

Ensure that all project staff are aware of budget restrictions and guidelines.

3. Compliance and Regulations

Confirm compliance with any federal, state, and institutional regulations.

Review and complete required certifications (e.g., IRB, IACUC, financial disclosures).

Ensure that all research protocols are in place and approved.

4. Project Planning and Timeline

Develop a detailed project plan, including milestones and deliverables.

Assign responsibilities to team members and establish clear communication channels.

Schedule regular progress meetings to monitor project advancement.

5. Reporting Requirements

Review the reporting requirements outlined in the grant agreement.

Establish a timeline for progress reports and final reports.

Assign responsibility for report preparation and submission.

6. Financial Management

Set up a system for tracking expenses against the budget.

Monitor expenditures regularly to ensure adherence to the budget.

Prepare for audits by maintaining organized financial records.

7. Communication and Outreach

Create a communication plan to share project updates with stakeholders.

Identify opportunities for dissemination of research findings.

Plan for outreach to the community or relevant audiences, if applicable.

8. Evaluation and Assessment

Develop criteria and methods for evaluating project outcomes.

Schedule regular assessments to gauge project impact.

Adjust project activities based on evaluation findings as necessary.

9. Closeout Procedures

Review grant closeout requirements as outlined by the funding agency.

Prepare final reports and documentation as required.

Ensure all financial accounts are settled and final expenditures are processed.

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