The Office of Sponsored Research & Programs (OSRP) provides leadership and support to faculty members seeking to obtain external funding for university-approved research, programs, projects, equipment, scholarly activities, or creative endeavors that benefit our students and/or the community.
Provide a range of pre-award services for externally funded projects including
- identification of potential funding sources,
- direction of the grant application process,
- support for adherence to a variety of compliance activities, and
- provision of training and support.
Goals & Objectives
- Faciliate all contracts and grants related to sponsored research and programs (a one-stop-shop for the university)
- Increase the number of proposal submissions and awards
- Form and establish external relationships for partnering with other universities and businesses
- Host workshops that benefit the university community
- Ensure the university remains compliant with the rules, regulations, policies, and/or procedures that apply to grants and contract awards
- Encourage faculty to write students in their proposals to help retention
- Provide continuous training for staff within the OSRP
Pre-Award Procedures & Responsibilities
- Proposal review and submission
- Assistance in proposal budget development
- Review and track all proposals to external sponsors
- Review, negotiate, and monitor all contracts and subcontracts that involve sponsored projects
- Oversee Institutional Review Board (IRB)
Procedures for Submitting Proposals
The procedures outlined here are designed to satisfy informational needs within the university and internal processing requirements and to assure that contractual obligations implied in written proposals are in harmony with Campbell policies, practices, and capabilities.
To gain approval for submission of a research proposal to an off-campus agency, do the following:
a. Obtain from the OSRP a copy of the Proposal Forms Package, which includes:
- Full Proposal Narrative
- Budget Narrative/Justification
- Internal Processing Form
- Faculty Release Time Form
- Cost Sharing Form
- All required supporting documents
b. Carefully complete the information requested on each internal processing form and on each of the sponsoring agency forms.
c. .Obtain the endorsing signatures of your department chair and dean on the internal processing forms, the faculty release form, and any letters of commitment for cost sharing or matching funds.
d. Ensure proposals involving faculty, staff, graduate, or undergraduate students from more than one department, college, or school are endorsed by all involved chairs or deans.
e. Submit the original proposal with the guidelines to the assistant vice president for sponsored research and programs, allowing seven working days for processing. The assistant vice president will need to examine in detail the budget and be satisfied that the fiscal details of the proposal are in accord with the policies of the university and of the granting or contracting agency. The assistant vice president will determine whether additional revisions or discussions are needed before final approval for submission is given. Once satisfied that the proposal is in order, the original and all signature forms will be forwarded to the provost and/or president for final approval and appropriate signature.
f. Complete any additional requirements for electronic submission of proposals through NSF FastLane or other federal electronic system , which are are available by contacting the assistant vice president for the OSRP.
g. If the proposal is not recommended for funding, the principal investigator is entitled to know why funding was denied. Some agencies include reviewers’ comments with the declination notice and others will provide them when the PI requests. Most agencies permit re-submissions and some even encourage them with proposals that have a sound idea but a design that may require some revision.
This section is included to call your attention to certain policies and procedures that need to be considered prior to or during proposal preparation.
1. Released Time
Commitments of faculty time will be permitted if approved in advance by the department chair and the dean of the school or college. In most cases, the grant or contract should fully reimburse the university for that portion of a faculty member’s time that is being released. Summer compensation at the rate of 1/9 of the nine-month contract amount per month is routinely approved, provided that no other employment is assumed during that period. Faculty members are expected to request reimbursement for time allocated to research projects funded by grants or contracts, even though the percentage of time allocated may not call for a further reduction of course load.
Faculty may not be paid additional grant compensation beyond their regular contract except in rare cases where there are clearly defined extra duties. Generally, only those faculty teaching off-campus extension and continuing education courses in addition to their regular class schedules will qualify.
3. Human Subjects
All proposed research involving human subjects conducted under the auspices of a department, school, or research unit within the university requires completion of the Request for Review of Research Involving Human Subjects and the Research Protocol forms and submission to the OSRP well in advance of the proposal deadline. Research involving human subjects is required by federal regulation [45 CFR 46.102] to be reviewed and approved or declared exempt by the Campbell University Institutional Review Board for the Protection of Human Research Subjects (IRB) prior to submitting a proposal for extramural funding to support such research. All protocol and other documentation needed for the review must be submitted to the IRB.
4. Cost Sharing
For those programs that require cost share, appropriate discussions must be concluded prior to proposal preparation. Contact the OSRP to initiate this discussion. Any type of commitment on the part of the university must be cleared in writing by the university administration (i.e. department chair, dean, vice president, and provost). Some commitments may require approval of the Office of Legal Affairs and the president. Matching funds must be approved in writing by the university.
5. Indirect Costs
Indirect cost rates are established by federal negotiation, not by the university. Contact the OSRP for the university’s current negotiated indirect cost rate and for assistance with this part of the budget. The negotiated rate must be charged to all grants and contracts. Deviations must be stated in writing by the agency sponsor or waived in writing by the university administration.
6. Fringe Benefits
Employee benefits vary for different types of appointments but must be charged to the grant in proportion to the salaries that are given.
7. University Commitments after Grant Expiration
Any commitment of the university to support a program at any level after expiration of the grant period must be cleared in writing with the university administration.
Post Award Procedures and Responsibilities
- Grants and contracts administrative management and compliance
- Assist the PI or program director with completing budget forms
- Work with administrators and others to resolve grant related programs
- Approve all grants and contract expenditures
- Communicate any changes to funded projects to the sponsors
- Coordinate all project closeouts
Notification of the Award
After favorable action on the application, a “Grant Award” or similar document is ordinarily issued by the sponsor. Upon receipt of such documents, the OSRP will summarize the terms and conditions of the award and authorize the establishment of an account in the Office of the Vice President for Business & Treasurer. A copy of the award notification is forwarded to the PI, the Office of the Vice President for Business & Treasurer Office, or interested parties.
When notification of the award is completed and the budget is cast, the PI is responsible for the transmittal of all payroll forms on employees who will be paid on the grantor contract. The University Personnel Policy should be followed when hiring new employees.
The following post-award procedures should be followed when a proposal is funded:
a. The notification of the grant award when received should be submitted to the OSRP.
b. The OSRP staff analyses all award documents and related regulations.
c. The completed award notification is sent to the Office of the Vice President for Business & Treasurer to assign an account number and setup the grant account.
d.NOTE: Package of personnel forms and procedures for implementing project related to staffing can be obtained from the Campbell University Human Resources Department.
e. When the account number is received from the Business Office, the OSRP will assume that the Business Office has or will expeditiously execute the following functions: account setup, billing, monitoring of grant fiscal activity, determining the propriety and reasonableness of costs, exercising fiscal oversight of contract and grant funds, preparing and submitting financial reports and invoices, maintaining an effective and auditable time and effort reporting system, and providing support to faculty, staff, and students for the financial administration of contracts and grants.
f. Requests for budget transfers and revisions must be submitted to the OSRP for approval. Upon approval the request is forwarded to the Business Office where the revision is entered into the university accounting system.
g. Prior to closing a grant account, the PI should review the grant for available funds, deficit balances, accuracy of the account, and outstanding encumbrances. All requisitions must be submitted to the Grants Office before or by the termination date. If an extension of the grant beyond the ending date is needed, a written request should be submitted to the funding agency through the OSRP prior to the termination date.
h. All requests for modifications to grants, contracts, or agreements are processed through the OSRP.
- The nature of the request (i.e., budget transfer, no cost extension, change of PI, or other) should be forwarded to the OSRP.
- After review by the OSRP, if the request can be approved internally, it will be endorsed by the assistant vice president for the OSRP and forwarded to the Office of the Vice President for Business & Treasurer for execution.
- If sponsor approval is required, a written request to the sponsor for approval of changes to approved budgets, personnel, project timelines, or other project needs should be sent to the sponsor through the OSRP. The requests should include a detailed statement of justification and a copy of a revised budget when appropriate. When written approval is received from the sponsor, the assistant vice president for the OSRP will endorse and forward to the Office of the Vice President for Business & Treasurer for execution.
i. Changes in Human Subjects Protocol must be approved by the Institutional Review Board for the Protection of Human Subjects from Research Risks (IRB).
j. Human Resources Department establishes university procedures that must be used in hiring all persons to be supported with grant or contract funds.
Remember: Principal Investigators/Project Directors should have all payroll authorizations approved before an employee starts to work. Questions regarding position classifications and salary and wage policies should be discussed with the Human Resources Department.
NOTE: The Project Director/Principal Investigator must report all cost sharing expenditures to the Office of the Vice President for Business & Treasurer at the end of the project with supporting documentation. The Office of the Vice President for Business& Treasurer will report expenditures to the agencies.
k. Practically all sponsors require a final, comprehensive report on completion of a project. The one exception is when a project is continued, in which case an interim report may also be required. There is ordinarily a firm due date for final reports, and sponsors properly expect to receive the report on or before that date. If, for reasons beyond the project director’s control, the report will be delayed, a letter should be transmitted from the OSRP to the sponsor explaining the reasons for delay and requesting a time extension. In many cases, as with the National Institutes of Health (NIH), no costs can be charged to the project after the expiration date even though the report may not have been delivered. Consequently, if the report is not completed on or before the expiration date, there may be difficulty in paying such costs as typing, art work, duplication, etc.
NOTE: The university cannot receive its final payment under a contract or grant until the sponsor’s final reporting requirements are met. Therefore, undue delay in submission of the final report may incur a financial hardship on the university. Until the report is received the sponsor can bar any future applications from or awards to the university. There is also a very real probability that both the PI’s and Campbell University’s image with the sponsor may be damaged.
Campbell University has a long heritage of partnering with corporate, foundation, and government agencies. If you are associated with a giving program at one of these entities and are interested in learning more about Campbell University, please contact David Camps, assistant vice president for sponsored research and programs, at 910-893-7600 or firstname.lastname@example.org for more information.
Faculty and staff seeking to discover, submit, and/or administer public or private grant funds, please visit the Grant Procurement and Administration page for information regarding the specific services provided by the Office of Sponsored Research and Programs.
Recently Awarded Grants:
- Cannon Foundation awarded $250,000 – Nursing & Health Sciences Facility
- Mariam and Robert Hayes Foundation awarded $25,000 – Financial Markets and Wealth Technology Center
- Z. Smith Reynolds Foundation awarded $150,000 – Community Clinic (Law School)
- William C. and Norma C. Cannon Charitable Trust awarded $15,000 – Financial Markets and Wealth Technology Center