Campbell University encourages faculty and staff members to seek grant funding from public and private organizations that support the overall mission of the university. The Grant Policies and Procedures outlined herein have been developed to ensure the university, as the 501(c)(3) nonprofit organization and ultimate recipient of all grant funding, retains control of the administration of all externally funded grants for research, instruction and other programmatic ventures, and to satisfy the requirements of all federal, state, and private funding organizations.
The Office of Sponsored Research and Programs (OSRP) serves as the primary source of assistance and oversight for faculty members seeking external grant funding, and exists to aid in making the entire grant process as smooth and successful as possible.
The following is an outline of the grant procedure at Campbell University. These steps are not meant to be exhaustive or all-inclusive, but rather to provide direction to faculty or staff seeking external funding. Specific application or program questions should be directed to firstname.lastname@example.org.
- Faculty and Staff Research Interest Form – information provided will help us identify future funding and collaboration opportunities for you.
- Internal Processing Form – Include a copy of your proposal, scope of work, budget and justification with the submission of the form at least 5 business days before the sponsoring agency’s deadline.
Step 1: Discovery
A. Have you answered the following questions relative to your idea or project?
- What do you intend to do?
- Why and to whom is the work important?
- What difference will it make?
- What has already been done and written on the subject?
- What is your methodology and approach to the work?
- How does the current project fit into your long-range teaching-research plan?
C. Do you have a potential source of funding in mind?
- If no, contact OSRP at 910-893-7600 or by email at email@example.com and request a meeting to discuss the project.
- If yes, contact your department chair and dean. Both must email OSRP or be copied on an email to OSRP to confirm their support of pursuit of this research or project relative to the specific RFP or opportunity.
Step 2: Pre-Application
You have a project, funder, and approval of your department chair and dean. Now…
- Contact OSRP with proposed timeline for grant submission; this may be as simple as the date on which the submission is required and the dates on which you will have a draft to OSRP for review and university approvals if necessary.
- Update your CV, bio, or resume. These are often required to accompany grant applications.
- Contact the program director at the sponsoring agency, if appropriate. This person will become an invaluable resource to you while you draft the project narrative. On federal grants, the sooner you can contact this individual, the better chance your grant application has at being competitive; ideally, contact the program director three months before submission deadline at least. You may also ask if the sponsor agency has scheduled any webinars or conference calls for potential applicants. These informative sessions are particularly helpful to investigators as they prepare grant applications.
- Contact the Institutional Review Board (IRB) if your project involves human subjects. This is mandatory.
Step 3: Application
Every proposal submitted for external funding to any agency or organization –- whether public or private -– must receive administrative approval by the university prior to submission. There are no exceptions to this rule. Failure to comply will result in review of faculty actions by the representative dean and the vice president for academic affairs and provost. In the event of an award on a non compliant grant application, review by the general counsel and the vice president for business and treasurer will also be conducted and all awarded funds are subject to complete return to funding agency. When drafting your proposal narrative and budget, please consider the following items:
- Administrative sections of the grant application will be completed by OSRP, including, but not limited to DUNS, Tax ID#, copies of 501(c)3 determination, 990, list of trustees, addresses, and/or:
- Indirect Cost Rates where allowable. The university’s negotiated Indirect Cost Rate (or Facilities & Administration Rate) with the Department of Health & Human Services (our cognizant agency for all federal grants) is 45% for all programs. This rate was calculated on a Modified Total Direct Cost (MTBC) basis and is valid until the end of the university’s fiscal year 2018. Indirect costs awarded on a grant will be divided between the department (60%) and the university (40%).
- Fringe Benefit Rate where allowable. The university’s Fringe Benefit Rate is 29%.
B. Salary Questions:
- It is possible for nine-month faculty to be paid salary on summer research grants, but this MUST be approved in advance by the department chair, dean, and provost.
- For 12-month faculty or for grant research that will be completed during the academic year, any questions regarding course load should be directed to the vice president for academic affairs and provost. The results of this conversation should be forwarded to OSRP as there may be some reflection of the decision in the proposed grant budget.
- Per the Campbell University Faculty Handbook, “Receipt of an external grant to assist in accomplishing the purpose of the sabbatical (other than for tuition and related expenses for pursuing further education) shall result in a corresponding reduction of sabbatical leave compensation provided by the university.” For other salary- or sabbatical-related questions relative to external grants, faculty members are directed to review the Faculty Handbook, or address questions to their academic dean and/or the vice president for academic affairs and provost.
C. Budget Questions:
- Often you will need a narrative statement of budget justification explaining how you arrived at the budget figures. Address each number or category in the order that they appear on the budget form, thoroughly explaining each expense and calculation.
- Matching Funds/Cost-Sharing: If institutional cost sharing is required, it is important that commitments of matching funds are discussed with, and approved in advance by, your dean and/or the vice president for business and treasurer. No unauthorized obligations are to be assumed by Campbell University.
- Grant applications requiring a commitment of matching funds by the university by inference, letter, or any other means must be approved prior to submission by the general counsel and the vice president for business and treasurer.
- OSRP requires a copy of your dean’s approval (email is acceptable) and will facilitate the communication with the vice president and general counsel.
- Even if not required, institutional matching can be an indicator of university support and buy-in. Some agencies (such as NSF) prohibit cost sharing; therefore it is important to check the specific agency requirements.
- If you require a collaboration letter (i.e. if you are a co-PI on another institution’s proposal or if you have co-PIs working with you on this project from another institution), please let OSRP know at least 2 to 3 weeks prior to submission. A letter of support, often accompanied by a CV or bio of your collaborators, will need to be written by OSRP, approved by the general counsel, and signed by the vice president for business and treasurer.
Step 4: Administrative Review & Submission
At least one week prior to the submission deadline, send all relevant materials for your grant proposal to OSRP for administrative review. OSRP will do the following:
- Ensure all specifications of sponsor/funding agency are adhered to and applied to grant package
- Attach and complete all required administrative materials
- Obtain/facilitate all administrative institutional approvals as required
- Notify PI, co-PI, and department chair when grant application has been finalized and approved for submission. If there are no changes on the faculty side, OSRP will submit grant application per specifications of sponsor or funding agency.
- Keep on file copies of all applications and relevant associated materials. The PI is required to maintain his/her own files relevant to grant applications as well.
Step 5: The Wait
- Periodic contact with all institutional parties involved (PIs, co-PIs, department chairs, deans, and OSRP) is appropriate during this time so that everyone is kept apprised of the grant review progress by the sponsor or funding agency.
- Should the application/proposal be declined during this time, a next-steps meeting or conversation should be conducted with OSRP in order to determine a strategy for improving the success of future grant applications relative to this or other projects.
POST-AWARD of GRANT
Congratulations! Now what…?
Step 6: Notification
Notify your department chair, dean, and OSRP.
The award documents (letter, terms, and conditions) must be processed through the Office of Sponsored Research and Programs (OSRP) and reviewed by our general counsel. If you –- the PI — receive such documents, please send or deliver to OSRP as soon as you receive them. If OSRP or another administrative office receives the documents, OSRP will notify the PI.
Step 7: Acceptance
OSRP will then:
- Obtain any signatures needed on agreements, acknowledgements, or thank-you letters that are required or appropriate.
- Create and process any outgoing sub-awards or Memos of Understanding to your collaborators. We will also review and process any incoming sub-awards, contracts, or memos of understanding for grant-funded work.
- Provide necessary information to Accounting in order that a budget account may be established for this grant (see STEP 8, Grants Management, below).
- Notify university administrators about your award.
- Work with University Communications & Marketing on news releases, magazine articles, etc.
- Notify PI and co-PIs of any training requirements specific to the management and administration of the grant, specifically Financial Conflict of Interest, etc.
Step 8: Grants Management
- The PI is responsible for maintaining accurate and complete records on not only the narrative-proposed research or project, but also all student work, contractual work, invoices and receipts on purchases, etc. These files should be maintained for a minimum of three years (longer on federal grants) by the responsible faculty member/PI.
- OSRP will work with Accounting to create a budget account for this grant. OSRP will email the PI this relevant information. All equipment purchases on a grant (generally items over $5,000) MUST BE approved prior to purchase by the department chair.
- On federal grants, the government requires that we follow the Procurement Standards in the Office of Management and Budget, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (enacted 12/26/13) for goods and services purchased with Federal funds. Download PDF. (See sections §200.318-§200.323)
- Purchases of single items more than $5,000 require two bids or a sole source provider/vendor justification.
- Single items costing more than $25,000 must have at least three bids or a sole source provider/vendor justification.
- All applicable university procurement guidelines and procedures must be adhered to regarding all purchases of supplies or equipment.
- Appropriate time tracking tools and/or software must be in place for the calculation of percent effort for non-hourly staff and faculty and hourly staff on grant work.
- Depending upon the terms of the grant award, disbursement of funds (pre- or post- expenses being incurred), and reporting requirements, the PI and OSRP will establish a timetable for management of the administrative side of the grant.
- The PI should create a timetable for the research side of the grant along with a time frame for any dissemination of final data from the project or research as specified by the sponsor or funding agency.
- OSRP conducts monthly audits of the grant accounts and will periodically contact the PI and others as necessary with notification of fund balances, account status, etc.
- OSRP will contact the PI as necessary one month before reporting deadlines arrive. Occasionally information will be required of the Accounting Department, and this advance notice will facilitate their participation in this process.
Step 9: Grants Closure
- At the end of the grant period, OSRP will contact the PI to confirm that all grant funds have been expensed and properly accounted for and reported on.
- OSRP will complete final reporting to sponsor or funding agency.