Director of Corporate and Foundation Relations
Mary Ellen Czerniak
Associate Provost and Director of Grant Administration
Government Documents Librarian
Who Keeps Information on Funding Sources/Forms?
The Provost’s Office has names of faculty who have received grants and samples of successful grant applications. Budget questions should be directed to the Associate Provost.
The Office of Corporate and Foundation Relations in the Development Office has additional information, primarily about private funding sources.
The Government Documents Section at Williams College Library has information about government funding information, including specific federal agency contacts and updated regulations, as well as many grant-related resources in print and electronic format. Reference librarians will also help with specialized database searches, general Web searching, or finding print materials at Williams or elsewhere.
The Director of Corporate and Foundation Relations, the Associate Provost, as well as the Government Documents Librarian, are available to discuss funding sources, the application process, etc.
Who Does What for the Application Process?
- Institutional Approval, Compliance Statements: The Provost’s Office reviews all outside funding requests before submission. “Required Procedures” explains the guidelines. Faculty should submit their proposal to the Associate Provost (for review) at least one week before the required mailing date. The Associate Provost will check for any matching requirements, compliance with various requirements such as protection of human subjects, animal welfare, etc., among other obligations; the Associate Provost signs off on all state and federal applications and most applications for private funding sources although the President signs most foundation applications. The Provost’s Office reviews all proposals regardless of signatory.Informal consultation should occur between a prospective principal investigator and the chair of the Science Executive Committee, or between the Associate Provost and the SEC chair when questions about matching funds, facilities, etc., arise.
- Pre-Award Financial Details: The Associate Provost provides information re: fringe benefits and indirect cost rate for federal applications. See “Institutional Information.”
- Award Notifications: Copies must be filed with the Provost’s Office, the Development Office, and the Controller’s Office. The President’s Office acknowledges NSF grants; the Development Office on behalf of the President acknowledges private funds; the Provost’s Office acknowledges others. The Controller’s Office prepares the account for grant activity.
Accounting and Reporting
- For Federal Funding
- The Controller’s Office keeps accounts, files intermediate financial reports as required for federal funds, files final financial reports at the end of grant period.
- The principal investigator is responsible for filing a summary of research results with funding agency as required with copy to the Provost’s Office.
- Requests for an extension of a grant period may be filed through the Associate Provost, or directly with the granting institution. Budget revisions should be requested in writing to the Associate Provost.
- For Private Funding
- The Controller’s Office keeps the financial accounts.
- The principal investigator/project director, with the assistance of the Office of Corporate & Foundation Relations, submits all required reports to the funder, including intermediate and final narrative and financial reports.
- Copies of all intermediate and final reports should be filed in the Provost’s, the Controller’s, and the Corporate & Foundation Relations Offices.
Transfer of Equipment
Faculty who leave Williams and wish to take externally-funded equipment with them must make that proposal to the department chair who then negotiates with the Dean of the Faculty in consultation with the Provost. The Controller’s Office must be notified so they can enter the disposal of the assets from governmental and College records.