Transcript Grants & Contracts Management

Grants & Contracts Management Seminar
Skutt Student Center, Room 105
January 20, 2010
Pre-Award
Creighton University
Office of Grants Administration
PROPOSAL DEVELOPMENT
Assessing Your Idea
Valid and clear
Significant
Innovative (Literature Search)
Funding agencies want to improve things,
advance understanding, and meet needs in
new ways
Assessing Your Resources
Facilities
Equipment
Technical Support
Library Collection/Reference Materials
Expertise of Colleagues (Collaborators)
Potential Reviewers
Assessing Compliance Requirements
Human Subjects
Animals
Radioactive Materials
Biohazardous Materials/Recombinant DNA/
Select Agents
Responsible Conduct of Research
Financial Conflict of Interest
CITI Educational Programs
https://www.citiprogram.org/Default.asp?
Identifying Funding Sources
Literature search acknowledgements
Professional Organizations
Community of Science Database
http://fundingopps.cos.com
Grants.gov
http://www.grants.gov/applicants/find_grant_opportunities.jsp
Foundation Center
http://foundationcenter.org/findfunders/
GrantsNet
http://grantsnet.org/search/fund_dir.cfm
Research Sponsor Goals & Priorities
What does the funding agency want or need?
How can your project help the funding agency achieve
its goals and meet your objectives too?
Who and what projects have they funded in the past?
Contact the program officer (visit, call or e-mail)
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Ask “appropriate” questions
Briefly describe your project
Find out if your project matches the agency’s priorities.
Listen to what is and isn’t said
Do not ask for “hints”, but listen for them.
Read and Follow Application Guidelines!
What font type/size is allowed?
What margins are required?
Are there page limitations?
How should the application be organized?
Is an appendix allowed?
Use the funding agency terms and vocabulary
when writing your application
Writing the Proposal
Letter of Intent (if required)
Preliminary or Pre-Proposal (if required)
Abstract
Proposal Narrative (Answers 4 basic questions)
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Hypothesis/Specific Aims/Goals/Objectives
Background/Significance
Preliminary Studies
Research Design/Methods
Writing the Proposal continued
Bibliography/References/Literature Cited
Biographical Sketches (usually key personnel only)
Budget and Budget Justification
Facilities/Resources/Major Equipment
Human Subject/Animal Justification
Letters of Support
Institutional Assurances
Appendix
Identifying Key Personnel
Key personnel - defined as those individuals
who will significantly contribute to the design
and conduct of the study
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Usually PI, co-investigators and essential
collaborators
Changes in key personnel may require sponsor
approval
Key personnel effort is usually required on
progress and final reports.
Preparing the Budget
Cost Accounting Standards – OMB A-21
http://www.creighton.edu/adminfinance/controller/generalaccounting/poli
ciesproceduresmanual/costaccounting/index.php
Grant Fact Sheet
http://www.creighton.edu/researchcompliance/grants/factsheet/index.php
Sample Budget Worksheets
http://www.creighton.edu/researchcompliance/grants/budget/index.php
All project costs must be reasonable, allocable,
and allowable
Direct Costs
Costs that can be directly identified with a
particular sponsored project
 Personnel (Creighton employees only)
Institutional Base Salary is defined as an individual’s annual
compensation that the applicant organization pays for an individual’s
appointment, whether that individual’s time is spent on research,
teaching, patient care, or other activities.
Fringe Benefits (See Grants Administration website for current rates)
 Consultant (Private Individual/Business)
 Equipment
 Travel
 Supplies
 Other
 Subcontracts/Consortium
Agreements
Facilities & Administrative Costs (F&A)
(Indirect Costs/Overhead)
Costs incurred for common or joint objectives and,
therefore, cannot be identified specifically with a
particular sponsored project, instructional activity
or any other institutional activity
Administrative and secretarial salaries
 Library costs
 General postage
 General office supplies
 Building costs (depreciation and use, operational
and maintenance costs)
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Facilities & Administrative Costs (F&A)
(Indirect Costs/Overhead) continued
Creighton University F & A Rates
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44.5% Federally Sponsored
25.0% Industry Sponsored
Creighton’s Federal F&A rate is applied to Modified Total Direct
Costs (MTDC) which includes all direct costs except:
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equipment (over $5,000)
capital expenditures
charges for patient care
tuition remission
rental costs of off site facilities
scholarships and fellowships
the portion of each subaward in excess of $25,000
Creighton’s Industry F&A rate is applied to all direct costs
A copy of our rate agreement is located on the Grants Administration web site
Cost Sharing/Matching Funds
Mandatory - cost sharing that is mandated by the
sponsoring agency. This can be in the form of a specified
dollar amount or a certain percentage of total costs.
Voluntary - cost sharing that is not mandatory but is
voluntarily included in the proposal. The amount included
in the proposal becomes mandatory if the proposal is
awarded and must be tracked and reported to the
sponsor
All cost share must be approved by the department
chair and/or appropriate dean before submission
DO NOT volunteer cost share funds!
Routing Proposal for University Approval
 Submit
to Grants Administration five (5)
working days before the deadline
 Proposal
Routing Form (version 3/09)
http://www.creighton.edu/Grants/proposal_routing_form.doc
 Final
proposal narrative and all required
documents as indicated in the application
guidelines (i.e. signature page, budget,
budget justification, facilities, biosketches,
assurances, electronic file, etc.)
 Sponsor
application guidelines
Submitting the Proposal
If paper submission:
 Grants
Administration contacts Principal
Investigator to pick up and mail to Sponsor.
If electronic submission:
 Grants
Administration verifies electronic
document is complete and coordinates with the
Principal Investigator to submit.
Resubmission
Don’t give up if your application is not funded
the first time it is submitted.
Most agencies will provide reviewer comments.
Contact the program officer to discuss your
options for resubmission. They may give you
valuable information that was not included in
the reviewers comments.
Preparing for Award
Just-in-Time Request:
 Contact
Grants Administration to submit the
requested supplemental information prior to award
Updated current and pending support
 Regulatory committee approvals (IRB, IACUC, etc.)
 Documentation of education requirements
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Negotiating/Accepting the Award
Negotiating a Grant Award
 If
the award is offered at a reduced amount
you may need to negotiate the scope of the
project prior to accepting the award
Accepting the Award
 Only
an Authorized Institutional Official can
accept a grant award or contract
Establishing the Restricted Fund
90 Day Pre-Award Spending
Request for Spending Authority Form
http://www.creighton.edu/fileadmin/user/ResearchCompliance/Grants/Forms/Req
uest_for_Spending_Authority_Prior_to_Receipt_of_Signed_Contract3.doc
Notice of Grant Award
Grants Budget Form
http://www.creighton.edu/researchcompliance/grants/forms/index.php
Fund Number Request
Managing Grant Award
Once the fund is established request a
meeting with Grants Accounting for
assistance with:
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Processing initial payroll documents
Completing required effort reporting documents
Documenting cost share funds
Reading and monitoring your monthly financial
reports
Reconciling your fund each budget year and at
close out
Managing Grant Award continued
Contact Grants Administration for assistance with:
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Preparation of consortium/contractual agreements if
applicable
A change in the project scope, key personnel or budget
Submission of the annual progress report (non-competing
application)
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An extension of the final project period if necessary
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Submission of the final report/close out documents
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Submission of a competing continuation or new application
Always remember to acknowledge the sponsor on all
publications resulting from the award!
Contact Information
Director
Beth Herr
Phone: 280-5769
Email: [email protected]
Assistant Director
Richard Murcek
Phone: 280-1175
Email: [email protected]
Technical Editor/Writer
TBA
Phone: 280-3209
Grant Specialist
Tammy Slachetka
Phone: 280-2064
Email: [email protected]
Website
http://www.creighton.edu/grants