Advancement · Grants and Funding

Every signature in
before you press submit.

List each person or body that must approve the application, with the date it went to them and where it stands. The checklist counts down to your internal deadline and the funder’s, catches an amount that needs a board vote, and holds the last checks before the authorized representative submits.

Add a submissionWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with Caveat Classroom and Whole-school licenses. Or get it in the Grant writer’s desk, $49 for 32 items.

Submissions

The worked example is made up: a $250,000 state application due in six days with the finance office’s approval returned and the board yet to vote, and a small foundation request fully approved. Records save on this device only.

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What you get

Advancement · Grants & Funding$5 · included with Classroom and Whole-school licenses

What you finish with
A record per submission with funder, program, deadlines, amount, board threshold and submitter; every approval with role, dates and status; eight checks before submitting; counts of approvals in and out; flags for returned approvals, approvals pending within ten days of the deadline, a passed internal deadline and an amount over the board threshold.
Who it is for
Grant writers, federal programs directors, business officials, principals and nonprofit development staff who route applications for approval.
Format
Browser checklist with a saved record per submission. Prints the approval record to attach to the file, every submission or a blank routing form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$5 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Grant writer’s desk ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Grants & Funding space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Add the submission with both deadlines and the amount.
  2. List every approval your policy requires, in order, with the date you send it.
  3. Log each approval or return as it happens.
  4. Before submitting, work the eight checks, including that the final files are the ones that were approved.
  5. Print the record and keep it with the application.

Add a submission

The sign-off chain

Who signs, and what each signature means1Program leadWrites it; owns the scope and the promises2Principal or department headAgrees the work fits the school and its staff3Finance officeChecks the budget, match and indirect costs4Superintendent or executiveCommits the organization5BoardVotes when policy or the amount requires it6Authorized representativeSubmits and certifies, once every signature is inWho signs, and what each signature means1Program leadWrites it; owns the scope and thepromises2Principal or department headAgrees the work fits the school andits staff3Finance officeChecks the budget, match and indirectcosts4Superintendent or executiveCommits the organization5BoardVotes when policy or the amountrequires it6Authorized representativeSubmits and certifies, once everysignature is in
Your policy sets the real order and thresholds. The authorized representative’s submission is a legal certification for the whole organization.

What the submitter certifies

When an authorized organization representative submits a federal application, they certify on behalf of the organization that the statements are true and that it will comply with the award’s terms. That is why internal approval comes first: the person pressing submit is committing the whole organization. State and foundation portals often ask for the same kind of certification.

Board thresholds

Many school boards and nonprofit boards require a vote to apply for or accept grants above an amount set in policy, or for grants that add staff or require a match. Board meetings are scheduled weeks ahead, so the threshold is worth checking the day you decide to apply.

Sources

  1. Grants.gov. Authorized Organization Representative (AOR) role and what submission certifies (grants.gov).
  2. Code of Federal Regulations, 2 CFR 200.415: required certifications for federal awards.
  3. SAM.gov. Entity registration and renewal: registration must be active to apply for and receive federal awards (sam.gov).
  4. National Council of Nonprofits. Board roles in approving grants and the organization’s commitments (councilofnonprofits.org).

The worked example is made up. Your district’s or organization’s policy decides who must approve what. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.