The following proposal development procedures steps are not meant to be exhaustive or all-inclusive, but rather to provide direction to faculty or staff seeking external funding. Questions should be directed to Vincenzo Cassella, Director at firstname.lastname@example.org.
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?
B. Have you reviewed the relevant faculty policies and sponsor guidelines relative to submission?
C. Do you have a potential source of funding in mind?
- If yes, contact your department chair and dean to confirm their support of the pursuit of this research or project relative to the specific Request For Proposal (RFP) or opportunity. This will include the internal process specific to your department or school in advance of submission to OSRP. If approved, complete the Notice of Intent to Submit (NIS) form.
Step 2: Pre-Application
You have a project, funder, and approval of your department chair and dean. Now…
- Complete the internal Notice of Intent to Submit (NIS) proposals to confirm the step-by-step process and timeline for submission to the particular sponsor, including registration requirements, if any. Upon review of the NIS the Director will provide the next steps to the submitting PI, and the respective chair and dean, college grant administrator of applicable sponsor and university requirements based upon the solicitation.
- Updated CV, bio, or SciENcv (federal and state applications only) as these are often required to accompany grant applications.
- Create an ORCID ID Number and an updated profile as this number will be required if awarded.
- 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 the 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. OSRP should be copied on email communication to expedite the sharing of information.
- Contact the Institutional Review Board at email@example.com if your project involves human subjects and Bonnie Brenseke at firstname.lastname@example.org regarding Institutional Animal Care and Use Committee (IACUC).
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 the 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 the funding agency. When drafting your proposal narrative and budget, please consider the following items:
- A complete proposal package includes at a minimum: a proposal narrative or scope of work, annualize budget, Internal Processing Form budget for the life of the performance period (must be in excel format), budget justification, internal and external letters of commitment, Internal Processing Form, and Financial Conflict of Interest (FCOI) in Sponsored Research Disclosure Form for each key personnel. Proposal packages must be submitted to OSRP at least ten (10 ) business days before the sponsoring agency’s deadline.
- 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, and a list of current Board of Trustees.
- 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%).
- Effective October 2018, the following fringe benefits rates have been approved for sponsored projects:
- Faculty and Staff – 27.6%
- Summer Salary only for Academic Year Faculty – 7.65
- 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.
- Principal Investigator (PI) or another senior researcher must devote a minimum of one percent (1%) effort during the relevant project period(s) to accurately reflect their leadership of the project and meet this requirement. In requesting sponsored projects funding, the PI, chair and dean must ensure that the proposed effort commitments are reasonable and conform to the University’s expectations of the PI and key personnel.
C. Budget Questions:
- A narrative statement of budget justification explaining how you arrived at the budget figures is required for all proposals. 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 University Signing Official (SO). 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 included in the routing package reviewed and approved prior to submission to the chair, dean, the general counsel and SO.
- OSRP requires a copy of your dean’s approval (email is acceptable) and will facilitate communication with the SO 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.
Step 4: Administrative Review & Submission
OSRP must receive all relevant materials for your grant proposal at a minimum of ten (10) business days prior to the submission deadline to allow for a complete administrative review. Unless the deadline is specifically defined as earlier than 5PM by the sponsor, the submission deadline is 5PM Eastern Time (ET) on the sponsor’s specified deadline date (even if the sponsor allows submissions beyond 5PM ET). OSRP will do the following for all submissions that adhere to the submission procedures:
- Ensure all specifications of sponsor/funding agency are adhered to and applied to grant package
- Attach and complete all required University administrative forms
- 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 and/or the Authorized Official Representative (AOR) will submit the grant application per the specifications of the 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 Sponsored Programs:
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 original documents to OSRP or forward the original communication immediately to email@example.com. 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, acknowledgments, 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., in the absence of the PI.
- 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: Award 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 of 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. It is the requirement of Campbell University that ALL EXPENDITURES are approved in advance using the forms provided at the time of the award and account setup. This will require advance planning by the Principal Investigator and key personnel. Purchases that do not adhere to these procedures will be deemed departmental expenditures. Questions regarding the timing for purchases should be directed to firstname.lastname@example.org questions regarding purchase policy should be direct to the Accounting Office.
- 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.
- Please become aware of the internal purchasing/travel procedures established by your respective college and/or department that must be adhered to in addition to that of OSRP and the sponsor.
- Depending upon the terms of the grant award, disbursement of funds (pre- or post- expenses being incurred), and reporting requirements, OSRP will review during mandatory Award Kick-Off meetings, the reporting timelines to which the Principal Investigator is responsible for complying. Project key personnel should attend the Award Kick-Off meeting to ensure awareness of all requirements.
- 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.
- The PI is also responsible for managing the day-to-day operations of their grant. To fulfill their role as a steward of funds from external sponsors K. Victoria Hyman, Research Compliance Officer, monitors programmatic compliance to identify potential problems and areas where technical assistance might be necessary. This active monitoring is accomplished through review of administrative reports, correspondence from the PI and college grant administrator, quarterly meetings and site visits with the PI and stakeholders. Questions regarding post-award administrative monitoring and compliance should be directed to email@example.com or x1227.
- The Director of OSRP conducts monthly fiscal audits of the grants and will periodically contact the PI and others as necessary with notification of fund balances, account status, etc. Questions relating to fiscal monitoring of awards are to be directed to the firstname.lastname@example.org and the Accounting Office.
Step 9: Grants Closure
- At the end of the grant period, OSRP will contact the PI to confirm that all administrative reports have been completed and for the PI to coordinate with the Accounting Office relating to final expense reports as required by the sponsor.
- OSRP in conjunction with the PI and the AOR will coordinate for the timely submission of final reporting to the sponsor or funding agency.