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SEF Grant Process, Proposal Invitation (NO (Send a rejection e-mail or…
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Proposal Invitation
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YES
- Inquire about the grantees' interests & needs
- Ask how a grantee considers an alignment with the SEF Mission & Vision
- Discuss a proposal project & budget
- Review a pre-proposal & share feedback
- Invite a final proposal
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Notification to Grantees
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Approved
- Grant award notification is emailed to a grantee
- Ask if DocuSign is OK for Grant Agreement
- When a grant is approved, prepare a recommendation from Rev. Arai & send it to Jay for his review & approval
- When approved by Jay, mail it to Rei Sakasai at IAD (after e-mailing in advance)
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Proposal Review
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- Collect & review all necessary
supporting documents, i.e. the proposal attachments
- Print & date all of the proposal
pocket including all attachments
- Contact a grantee for any missing
documents
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Grant Recommendation
Prepare a grant recommendation:
- Draft a grant recommendation
- Review/edit among SEF staff
- Send a final draft to Jay
- Receive Jay's approval
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Issue Grant Agreement
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- Draft a Grant Agreement
- Send it to Jay for his review & approval
- Prepare a cover letter, Exhibits A (goals) & B (budget)
DocuSign OK
- Set up a DocuSign "envelope" with a cover letter,
Grant Agreement and Exhibits A & B
- Send it to: 1. Program Director or Grants Manager,
- Jay & 3. Grantee Representative
DocuSign Not OK
- Ask a grantee where the Grant Agreement
should be mailed to whom
- Print 2 sets of Grant Agreement, Exhibits A & B
with one cover letter in SEF stationery
- Mail them via USPS
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Internal Documentation
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- Excel database entry
- Grant folder making
- Mark the dates for reporting in the SEF calendar
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Reporting Documentation
- Send a reminder of reporting dates 2 weeks in advance
- Print & date reports (and financial statement) and give them to Program Director & Grant Manager
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Site Visit
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- Schedule and make an in-person site visit or a phone check-in at least once during a grant period
- Make notes or documents site-visits or phone calls as much as possible and save them in Shared drive (i.e. Meeting Notes folder, a grantee's folder or Media folder)
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Due Dilligence
- Conduct online research & reference/background check
- Alignment with SEF Mission & Vision
- How they learned/found out about SEF (Referral Process)
- Financial health
- Public information available for any legal/political complaints/actions
- Locations of the head office and program activities
- Set up an initial phone call or reply via e-mail
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