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Grant Coordination Policy
Purpose
To publish the Diocesan policies and procedures for the preparation, submission, and administration of grant requests originating from the offices of the Diocese of Reno Pastoral Center, diocesan agencies, and parishes and missions of the Diocese of Reno. It is not the intent of this policy, however, to subvert the authority of pastors to submit grants requesting support for parish projects. This policy is designed solely to ensure that grant requests submitted from all diocesan entities are properly coordinated and that reporting requirements from granting agencies are met.
2. Background
Grant monies can be a valuable source of the financial resources needed to assist the diocese in fulfilling its pastoral mandate throughout northern Nevada. Grants are particularly useful for accomplishing this mandate because the Diocese is relatively young and is still striving to establish credibility, identity and accountability with foundations and private donors alike. The Diocese is further compelled to complete grant applications in the most professional manner possible and regularly has various large campaigns underway. Therefore, it is critical that all grants originating from all elements of the diocese be coordinated. Most foundations limit the number of grants awarded to a single entity each year. Having a single coordinator and repository of data on all grant requests originating in the diocese will preclude conflicting grant requests and will allow for more credibility on the part of the Diocese of Reno.
3. Policy
a. Grant Coordination. The Office of Stewardship and Development (OSD) will coordinate all grants originating from agencies, offices, and parishes of the diocese in accordance with the procedures outlined in paragraph #4 below.
b. Grant Signatures. Unless otherwise approved by the Bishop or Chancellor, the Bishop will sign all grant requests originating from the diocesan offices, with all requests subject to review and approval by the OSD prior to any signature.
c. Originator. The originating agency, office, or parish is responsible for drafting the technical section of each grant request. The OSD will then approve the draft for final copy, and provide any technical assistance or resources as requested.
d. Informal Coordination. In many cases the originating agency, office, or parish can facilitate grant requests by directly and informally coordinating with certain grant agencies before submitting a formal grant request, (i.e., someone may have a personal relationship with a board member or executive director of a particular foundation). However, before any informal contact is made with a grantor, the originating office must inform the OSD of the grantor or foundation to be contacted, what the purpose of the grant will be, and what the amount requested will be.
e. Grant Request/Follow Up. Copies of all correspondence pertaining to grants will be provided to the OSD. If an originating agency, office, or parish receives notification of a change of grant status or notice of grant approval or disapproval, the office receiving such notification will notify the OSD immediately and will provide a copy of the relevant correspondence.
4. Procedures
Grants originating from offices, agencies, and parishes of the Diocese will be processed and/or coordinated as follows:
a. The OSD will provide Technical information regarding grant submission requirements to agencies, offices, and parishes of the diocese requesting this information.
b. The OSD will assist and oversee the broad organizational information supporting the technical description portion or each grant request.
c. All final grant requests will be reviewed for completeness and accuracy by the OSD prior to submission to the Bishop for signature.
d. A log containing basic information pertaining to each grant request and the current status of the request will be maintained by the OSD.
e. The OSD will coordinate with the Department of Finance regarding grant receipts and future accounting and reporting required by the grant provider.
f. The OSD will oversee and coordinate the review of the appropriate thank you letter (original draft to be written by the receiving agency or diocesan office) so it can be later signed by the Bishop after the grant has been awarded to the receiving agency.
g. The office or agency receiving a grant will complete any reporting or other grant requirements directed by the granting authority. The OSD will keep a record of all grant report requirements and ensure that grant reports are submitted in a timely manner. The office originating the grant request and receiving the grant is responsible for completing any reporting requirements requested by the grantor. All such reports will be forwarded to the grantor when requested.
5. Conclusion
This policy is not intended to make grant requests restrictive or difficult to prepare in any way. Rather, the primary purpose of the policy to ensure that the target grantor can see the utmost of professionalism relative to all requests for grants. Additionally, this will allow for proper coordination of each grant request, eliminate duplication, and provide for a single point of repository. This policy should also ensure proper reporting and preclude alienating grantor due to too many requests within their given time frames of application.
FROM THE PERSPECTIVE OF THE FOUNDATIONS, PARISHES, SCHOOLS, MINISTRIES AND PROGRAMS OF THE DIOCESE ARE ALL ONE LEGAL ENTITY, namely, “THE ROMAN CATHOLIC BISHOP OF RENO, AND HIS SUCCESSOR, A CORPORATION SOLE.”
Even though a certain parish or school may be applying for a grant specifically limited to that parish or school, the targeted foundation will NOT see it that way legally. Therefore, unless the grant request is from the Diocesan Pastoral Center, the applicant should be “The Roman Catholic Bishop of Reno, and His Successors, a Corporation Sole, fbo Our Lady of Wisdom Parish, Little Flower School, St. Teresa of Avila, etc.” This policy will also allow the OSD to prevent too many application requests to be submitted by any one given foundation at any given time. Since at times there may in fact be multiple requests to one foundation, the “fbo” will act as a point of reference in the event of a question for clarification from a foundation.
Please note that Catholic Community Services of Northern Nevada and Bishop Manogue Catholic High School are separately incorporated and therefore are an exception to this rule.
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