Policy Text
1/26 ( REV 02/02)
Grant Funding
Purpose The purpose of this General Orde r is to establish policy for wr iting grant
proposals and requesting the assi stance of the Sheriff’s Depart ment Economic
and Environmental Development Unit of the Community Oriented Po licing
Strate gies Division.
Description of
unit The Economic and Environmental De velopment Unit provides a
clearinghouse for grant informa tion as well as a primary contac t point for
state, federal, and private funding sources.
The individuals assigned to this unit have received specialized training in
grant writing and have establish ed contacts in the grant field, which improve
the potential for the succe ssful awarding of a grant.
As grant activity expands and pr ograms are developed with outsi de funding, it
becomes increasingly necessary t o utilize the unit to maximize opportunities
and levera ge grant funds.
Policy Requests for grant research or proposal development will be coo rdinated
through the supervisor of the Economic and Environmental Develo pment Unit.
This includes all proposals, eve n those in which the department is merely a
partner with a non- profit or ganization.
Benefit The unit will coordinate propos al preparation and documentation to eliminate
confusion and the possibilit y of com peting internall y for the same funds.
Process The table below explains the pr ocess to be followed relative to grant
application and proposal development.
Stage Description
1 Personnel of the Economic and Environmental Development
(Grant) Unit of the Community O riented Policing and Strategies
(COPS) Division will review a ll grant funding opportunities whi ch
come to their attention. Service areas and/or divisions, which
independently become aware of ava ilable grants and desire to ap ply
for them, shall contact the Grant Unit Supervisor to ensure the
following process is initiated.
1/26 ( REV 02/02)
Grant Funding, Continued
Stage Description
2 The Unit Supervisor will disse minate a summary of each grant
funding opportunity to the members of Executive Staff and all
Division Commanders.
An outline of the requirements and goals of the grant will be
included, as well as a due date f or executive approval. This w ill
allow sufficient lead-time to meet the submittal deadline of th e
funding agency.
3 Interest in submitting for a particular grant will be communica ted
through the chain-of-command to t he Undersheriff for approval; or
the Undersheriff may direct a ser vice area to pursue a particul ar
funding opportunity. The service ar ea’s program manager for th e
development of the grant proposal shall also be identified at t his
time by the respective Chief Deputy.
4 The Undersheriff shall advise t he COPS Division (via the Assist ant
Sheriff and the Chief Deputy for A dministrative Services) of th e
executive approval for the grant application, as well as the id entity
of the program manager.
5 The Grant Unit Supervisor will contact the program manager who
will coordinate the development of the grant proposal and act a s the
service area point-of-contact and subject matter expert.
6 The Grant Unit Supervisor will ou tline the requirements of the
grant application for the progr am manager and develop a timelin e
for information gathering and completion of tasks.
7 The Program Manager will develo p all program information (e.g.,
narrative information and text , budget data, supportive documen ts
and applicable collaborative agr eements with prospective partne rs).
Grant Unit will prepare a resolu tion for the Board of Superviso rs
seeking authorization to submit an application for a particular grant.
The resolution shall in clude a program budget.
8 The Grant Unit will review and c ompile the program information as
it is being developed by the program manager to ensure complian ce
with the instructions and for mat requirements of the grant
application.
Throughout the development of the proposal, the Grant Unit will
monitor the project and act as the liaison between the program
manager and the funding agency.
9 The Grant Unit will:
review all required program information and documentation
finalize the proposal
complete the grant application for submittal in accordance with
the funding agency’s procedure, and
submit the completed proposal by the funding agency’s deadline .
1/26 ( REV 02/02)
Grant Funding, Continued
Reference
library and
reporting Although grant-funded programs are managed at various levels th roughout the
department, it is imperative th at staff provides copies of corr espondence and
information about grant activity to the Economic and Environmen tal
Development Unit.
The Economic and Environmental De velopment Unit will maintain a complete
central library for future re ference and audit purposes.
Information on grant programs will be maintained and periodic r eports
published by the unit. The report matrix will include currently funded
programs, pending applications, a nd inactive or expired program s.
The reports will serve as a resource for Executive Staff and ot her interested
Sheriff’s De
partment personnel.