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IEEE-Chicago Section 2017

SKPL Grant Award Selection Process

SKPL Grant Award Selection Process

1. August

a. Review and update Grant application process, application form and grant guidelines

b. Update ieeechicago.org Chicago fund webpage

i. Post updated application form

ii. Post updated Grant Guidelines

c. Prepare 2017 grant press release

d. Update media contact list

2. September

a. Send press release

b. Respond to applicant requests for more information and clarifications

3. October

a. Respond to requests for more information and clarifications

b. Establish application review committee

4. November

a. Receipt of applications closed November 15th.

b. Initial application review

i. Update initial grant application form

ii. Identify applicants that don’t meet initial criteria and notify

iii. Send initially approved applications to review committee

5. December

a. Application review committee meets in December to rank applicants.

b. Determine the amount of grant funds available

6. January

a. Announce award selection and present SKPL budget to the IEEE-Chicago Section

b. Send notification letters of awards

c. Send denial letters to denied applicants

d. Update Grant Distribution process

7. February

a. Begin Grant payments

b. Send press release to media contact list.

SKPL Grant AwardSelection Process

SKPL Grant AwardSelection Process
  1. August
    1. Review and update Grant application process, application form and grant guidelines
    2. Update ieeechicago.org Chicago fund webpage
      1. Post updated application form
      2. Post updated Grant Guidelines
      3. Prepare 2017 grant press release
      4. Update media contact list
  2. September
    1. Send press release
    2. Respond to applicant requests for more information and clarifications
  3. October
    1. Respond to requests for more information and clarifications
    2. Establish application review committee
  4. November
    1. Receipt of applications closed November 15th.
    2. Initial application review
      1. Update initial grant application form
      2. Identify applicants that don’t meet initial criteria and notify
      3. Send initially approved applications to review committee
  5. December
    1. Application review committee meets in December to rank applicants.
    2. Determine the amount of grant funds available
  6. January
    1. Announce award selection and present SKPL budget to the IEEE-Chicago Section
    2. Send notification letters of awards
    3. Send denial letters to denied applicants
    4. Update Grant Distribution process
  7. February
    1. Begin Grant payments
    2. Send press release to media contact list.

SKPL Grant Award Distribution Process

SKPL Grant Award Distribution Process

1. Prepare for 2017 distributions

a. Obtain list of approved grant selections from the SKPL project Director

b. Verify with the IEEE Foundation that funds are available.

c. Develop 2017 timeline for award notifications and grant payments.

d. Update Grant Guidelines document.

e. Update award notification letter template.

f. Send award notification letter and guidelines to awardees

g. Update cover letter templates for inclusion with interim and final checks.

h. Develop revenue vs expenses budget.

2. Presentation of the initial Grant Check

a. Develop a press releases covering announcement of grant recipients and distribute to news and library channels.

b. Have Chicago Section Treasurer arrange for initial checks.

c. Work with the library for a presentation date and time. ( This date marks the start of the one year grant period )

d. Verify that the library will take photos and write a press release

e. Invite Chicago Section Officers and others to attend the grant presentation event.

f. Develop press releases covering presentation events and distribute to news and library channels.

3. Interim Report

a. Send copy of the Interim report form to the responsible person at the library as designated in their application.

b. Provide a deadline for return of the completed report.

c. Conduct review of the completed report. The report should indicate a consistency with the original application.

4. Interim grant payment

a. Upon approval of the interim report, arrange for interim check and cover letter to be sent to the library.

b. Provide a deadline for return of the final report.

5. Final report

a. 60 days prior to the conclusion of the grant period, send a copy of the final report form.

b. Provide a deadline for receipt of the completed final report.

c. Conduct a review of the completed report. The report should indicate a consistency with the original application.

6. Final grant payment

a. Upon approval of the final report, arrange for final check and cover letter to be sent to the library.

b. Develop and distribute SKPL promotional content based on material provided in the final report.

7. Chicago Section Fund withdrawals

a. Chicago Section Executive Committee directs the Section Treasurer to make a withdrawal from the Chicago Section Fund Fund for a specific dollar amount not to exceed unreimbursed payments the for SKPL project.

b. Chicago Section Treasurer sends a request to the IEEE Foundation for money to be transferred from the Chicago Section Fund to the Chicago Section checking account. Included with this request is a summary of the payments that were made and a copy of the Chicago Section minutes showing that the Executive Committee approved the request.

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Documents

you will need to use IEEE.org credentials

Contact the SKPL Director