The function of Sponsored ĢƵios Office is as follows:
- Partner with local campus and system office teams on grant submission and management
- Provide training and technical assistance to campuses throughout the life of their grant
- Review grant reports, including progress and close out reports
- Maintain strong partnerships with sponsors
- Create collaborative learning spaces through Communities of Practice around larger grant programs
- Share best practices, sector updates, and resources for managing grants
The SPO team plays specific roles in the three major phases of grants management: pre-award, post-award (grants management), and close out. The three phases are explained here and include resources, training/technical assistance, and required guidance.
Contact Us: Please email statewide-sponsoredprograms@ivytech.edu with any questions.
ROLES & RESPONSIBILITIES ACROSS IVY TECH
The Sponsored ĢƵios Office team works in tandem with campuses and the ĢƵios Foundation throughout the grant life cycle. For more information about the ĢƵios Foundation, please visit the .
The Roles & Responsibilities table lays out the typical responsible parties for each task in the grant application and management process.
When a grant is awarded to a specific campus, that campus’ team manages its grant award with support from the SPO team.
The SPO team also manages a portfolio of grants awarded to the Systems Office on behalf of ĢƵios or multiple campuses.
There are situations where roles are interchangeable, and situations in which all three parties are included.
In everything, communication is key to success!
MEET THE TEAM
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ADAM ABNERController Adam returned to ĢƵios in September 2021 after serving as Executive Director of Risk Management and Internal Audit at BMV. He had previously spent five years as internal auditor at ĢƵios. Adam studied Finance and HR at Ball State University and holds a Master of Accounting and Financial Management from DeVry University and is a licensed Certified Public Accountant (CPA.) In his current role, Adam is responsible for leading annual financial statements, tax reporting, implementing GASB standards, coordinating SBOA audits, and grant accounting. He enjoys traveling, having been to over 15 countries, as well as cycling, downhill skiing, games (board and video), and spending time with family. |
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JACLYN WENGERDExecutive Director of Grant Development Jaclyn has been with ĢƵios’s Grant Management team since May 2018. She earned her bachelor’s degree in English from IU and is pursuing her master’s degree in Library and Information Science. Prior to joining #TeamIvy, Jaclyn worked as a Grant Developer for the City of Indianapolis. In her current position, Jaclyn assists with reviewing grant proposals and helping the central and southern campuses (Bloomington, Columbus, Evansville, Hamilton County, Indianapolis, Lafayette, Lawrenceburg, Madison, Sellersburg and Terre Haute) with all aspects of managing grant awards. Outside of ĢƵios, Jaclyn enjoys reading, hiking, overly-sweetened coffee, and time with friends and family. |
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SILVIA LUYReceivables Specialist, Grants Accounting Silvia joined ĢƵios in September 2022. She earned her degree in Accounting from the Instituto Tecnologico y de Estudios Superiores de Monterrey. Before joining Team Ivy, Silvia worked as an administrative assistant and treasurer in the education field, and has also spent time as a corporate tax accountant.
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KELLY PECKHAMExecutive Director of Sponsored ĢƵios Administration Kelly joined ĢƵios in December 2021 after serving as a budget and finance administrator at Ball State University for over eight years, first in the Center for International Development and then in Sponsored Projects Administration. She also has over a decade of experience in nonprofit finance and operations management as well as direct programming support. She holds a B.A. in Business Administration from Manchester College. In her current role, Kelly is responsible for ensuring college grant fund accounting records are properly maintained and accurate, and oversees all grant billing, receipting, and fiscal reporting activities. Kelly enjoys baking, hiking, kayaking, time with family, and board games (particularly word games like Scrabble and Boggle). |
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NICHOLE STITTAssistant Vice President of Sponsored ĢƵios Nichole returned to ĢƵios in January 2023 after serving as a Senior Consultant with Moser. She has previously spent 7 years as Assistant Vice President of Curriculum at ĢƵios, primarily working with the School of Health Sciences and Arts, Sciences, and Education. In her current role, Nichole is responsible for leading and overseeing all grants administration and other collegewide initiatives within Business Affairs. Outside of ĢƵios, Nichole enjoys reading, hiking, and traveling. |
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Bree EggletonGrants Officer Hailing from the mountains of the Pacific Northwest, Bree Eggleston has quickly found herself at home in the Hoosier State. Whether exploring Indianapolis or enjoying spending time with her three dogs and stand-up comedian husband, Cavin - she is having a great time. Bree is easy to pick out of the crowd with her bright pink hair and enthusiastic laughter. Bree loves details, whether it's line items in budget reports or obscure movie trivia, she is the person who hopes to have the answer. If she had to give a TEDTalk, it would be on why Bridgerton is the best show in the world and why fried pickles make the best snacks. Her guiding phrase is “Throw kindness around like confetti”. |
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HEATHER VASQUEZGrants Officer Heather joined ĢƵios in December 2009 and served in a variety of capacities, including IT Procurement/Compliance Specialist, Assistant Director of IT Procurement, Assistant Director of Strategic Sourcing, and recently assumed the responsibilities of Sponsored ĢƵios Grants Officer. Heather brings skills and experience to the Sponsored ĢƵios team in Workday, Procurement, and Contract Management. Heather earned her Associate Degree from ĢƵios. In her spare time, Heather enjoys spending time with her family, playing with her miniature dachshunds, and hiking. |
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Bambi StrzechowskiBillings Specialist, Grants Accounting Bambi is excited to begin the next chapter of her career with ĢƵios as Billing Specialist. For the past six years, Bambi has worked as a Financial Operations Associate. She provided remote accounting services to several small business owners. She specialized in implementing process improvements. The most fulfilling aspect of the position was helping her clients. Bambi has a Bachelor of Science in Accounting from Northeastern Illinois University. Outside of work, Bambi enjoys spending time with her three daughters. Her hobbies include hiking, gardening and crocheting. |
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Madison KingDirector of Accounting and Reporting Madison joined ĢƵios in May 2024. She studied at ĢƵios before transferring to Indiana University Kokomo where she earned a bachelor's degree in accounting and finance. Prior to joining ĢƵios as an employee, Madison worked in public accounting for Bucheri, McCarty & Metz LLP in Kokomo. In her current role, Madison assists with financial statements, tax reporting, and financial reporting for grants. Outside of work, Madison enjoys poetry, gaming, and spending time with her friends and family. |
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Jayla RutlandDirector of Programmatic Award Compliance Jayla joined ĢƵios in September 2024, as the Director of Programmatic Award Compliance. Previously, Jayla led program integrity audits for the Indiana Family & Social Services Administration (FSSA) and held various auditing positions at the Indiana State Board of Accounts, focusing on transparency and accountability in government operations. With a Bachelor’s in Accounting from Ball State University and a Master’s in Healthcare Administration from the University of Saint Francis, Jayla combines strong academic credentials with extensive professional experience. Recognized for exceptional leadership and community service, Jayla is committed to fostering compliance and integrity within educational and governmental programs. In her spare time, Jayla enjoys reading, spending time with family and friends, trying new recipes, and traveling. |
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MACHELLE EDWARDSGrants Officer Machelle joined ĢƵios in February 2023 as a Grant Project Manager. Since she thoroughly enjoyed being a part of #TeamIvy, when the grant was completed, she jumped at the chance to transition into her current role of Grants Officer. In this role, she will collaborate and work |
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The pre-award process, when a grant application is submitted to a sponsor, sets the stage for successful grant management. This process requires collaboration and review from the Sponsored ĢƵios Office (SPO) and the ĢƵios Foundation. Team members interested in submitting a grant proposal should connect with the ĢƵios Foundation and the SPO as soon as they are aware of a grant opportunity.
ĢƵios’s policy is that all grants are submitted to the SPO for review and feedback at least two weeks prior to the grant due date. This deadline provides the SPO enough time to go through the required review processes, respond to applications and ensure submitted proposals are high-quality and financially viable.
The SPO and ĢƵios Foundation clarified the grant submissions and approvals policy.
Highlights of the policy include:
- All proposals must be submitted no later than 9am Eastern two weeks prior to the sponsor’s grant proposal deadline.
- The complete, final application packet must be submitted by 9am Eastern five full business days prior to the grant deadline for final compliance review.
- Private grants under $100,000, concept papers, and letters of intent will no longer require Systems Office Foundation and SPO pre-approval and review. The Foundation will still require A copy of the final, completed application will still be required versions for grant tracking purposes.
- All grant award notifications, letters, agreements, or contracts (regardless of dollar amount or funder) should still be sent to the SPO and Foundation teams.
The full policy is available in the . -
Indirect Cost Rate
ĢƵios recently received an updated federally approved Negotiated Indirect Cost Rate Agreement (‘NICRA’ or ‘IDC’) that will go into effect on Friday, July 1, 2022. The rate will change from 50% to 53% of all salaries and wages.Please review the Memorandum sent out June 27, 2022 for more details.
Pre-Award Process
Changes have been made to the pre-award process in terms of thresholds and review requirements.Please refer to the for details.