Office of Grants and Sponsored Programs Faculty Orientation

OGSP STAFFING

Louann D’Angelo, Director of Grants and Sponsored Programs, ext. 5622, ldangelo@westfield.ma.edu

Robin Parsons, Research Assistant, ext. 8199, rparsons@westfield.ma.edu

Office of Grants and Sponsored Programs (OGSP)

INTRODUCTION

• OGSP serves as a campus resource for all external institutional funding and as a central repository for funding documentation.

• OGSP researches funders, reviews proposals narratives and budgets, and provides post-award oversight (i.e. reports and time and effort)

• OGSP provides “one stop shopping” (for both public and private funders).

• OGSP provides support services for faculty, librarians, and staff seeking external funding.

Office of Grants and Sponsored Programs

OGSP GOALS

1. OGSP seeks to increase the quantity and quality of grant applications made on behalf of the University.

2. OGSP is committed to assisting and supporting faculty, librarians, and staff to secure grants which further the mission of the University.

3. OGSP hopes to make the grant process easy, accessible and more successful than ever!

HOW WE REACH OUR GOALS

• OGSP disseminates information on grant opportunities to faculty, librarians, and staff. Everyone will have access to SPIN and Foundation Search (funding databases).

• OGSP assists Principal Investigators (PI’s) with funding opportunities, reviewing proposals, and developing budgets.

• OGSP helps monitor budgets, sub-contracts, progress and final financial reports.

• OGSP assists PI’s with post-award responsibilities.

HOW WE REACH OUR GOALS

• OGSP communicates with Academic Affairs, Finance and Administration and the principal investigators.

• OGSP helps to monitor compliance with University and funder requirements.

• OGSP offers presentations to faculty and staff on:• Proposal writing• Grants management• Researching grant opportunities• Budget development

THE NEED FOR EXTERNAL FUNDING

1. In this economy, diminishing institutional resources affect the teaching and learning experience.

2. There is a desire to increase the University’s prestige while:a) Decreasing draw on endowmentb) Creating alternate source for institutional stipendsc) Freeing individual giving for specific programs

3. There is a need to adequately fund the University’s capital plan renewal.

Why apply for external grants?

BENEFITS FOR SECURING EXTERNAL FUNDING

Faculty, librarians and staff

Students

University and community

Who benefits from external grants?

THE OPPORTUNITY FOR FUNDING

Research support is available through:

Federal programs and agenciesPrivate foundationsCorporate foundations

RESEARCHING THE FUNDERS

It is important to match your project with the funder’s guidelines:

Geographic focusPurpose and activities

Types of supportPrevious funding

Application process

How do you get external funding for your project?

RESEARCHING THE FUNDERS

Grant research can be done collaboratively with, or independent of OGSP.

Here are some examples of on-line sources:

SPIN: http://www.infoed.org/new_spin/spinmain.aspFoundation Search www.foundationsearch.comGrants.gov http://www.grants.gov/

How do you get external funding for your project?

ELEMENTS OF A PROPOSAL

Letter of intent (if required)NarrativeBudgetBudget justification Conclusion

Attachments (not always required)Form 990University financialsVitaeLetters of support

UNIVERSITY FORMS

These forms are NOW required to be submitted with all proposals for external funding:

• Proposal Summary (PROSUM)• Internal Budget Form• Conflict of Interest Form• Matching Funds Form (if required)

How do I submit a proposal?

BUDGET

1. The budget should show what funds are needed to carry out the proposed project.

2. The budgeting process usually takes place between OGSP and the Principal Investigator.

3. Developing a budget often takes longer and requires more thought than anticipated.• Time spent during the proposal stage saves a lot of

time and energy down the road!

How do I prepare a budget?

BUDGET

4. Know the funder’s guidelines and allowable expenses.

5. Budget should reflect the narrative and projected time and effort.

How do I prepare a budget?

BUDGET JUSTIFICATION

1. Explain the need for items listed in the budget Establish:a) The need for the item and its associated costb) For personnel include job responsibilities for

each individual

2. How much of the item is required proportional to the project:a) Salary/material escalation

How do I prepare a budget?

BUDGET JUSTIFICATION

3. The budget justification is often what review panels and administrative officials at funding agencies use to determine level of funding for an otherwise meritorious proposal.

How do I prepare a budget?

TIMELINE

1. The PI’s and Department Chair’s work should be done two weeks prior to a deadline.• This allows for the signature process, editing the

narrative, adjusting budgets, compiling attachments and copies, etc.

• Plan on three to five days in OGSP and a similar period in offices of the Dean of Faculty and the Vice President of Academic Affairs.

What’s the timeline for proposal submission?

TIMELINE

2. Some funders encourage proposals well ahead of due date.

3. Try to avoid last-minute submissions.

What’s the timeline for proposal submission?

POST-AWARD: REPORTING TO FUNDERS

• This is a very important, but often overlooked stage of grants management.

• It could affect future grants from the funder.

• It’s just as important to meet the reporting deadlines as it is to meet the submission deadlines.

What happens after I am awarded?

POST-AWARD: REPORTING TO FUNDERS

• Reports are a part of contract compliance (as are annual audits).

• Send all reports to OGSP prior to submission (both private and public) for review and so OGSP obtain copies in its role as a central records repository.

What happens after I am awarded?

POST-AWARD REQUIREMENTS

• Time and Effort Reports

• Budget Revisions

• Audit

What happens after I am awarded?

IF YOUR PROPOSAL IS NOT AWARDED

1. Obtain readers review (including scores, comments, numerical ranking).• Focus on low scores, areas of weakness• Note comments common to multiple reviews

2. Contact the program officer when possible to discuss strengths, weaknesses, recommendations for future submission.

What happens if my proposal is not awarded?

IF YOUR PROPOSAL IS NOT AWARDED

3. Review successful proposals to the funder.

4. Consider other potential funders.

5. Review and re-submit (if possible).

What happens if my proposal is not awarded?

CONCLUSION

• There is funding available.

• External funding is a great opportunity for all constituencies• For faculty, librarians, staff and students,• And enhances University pride on campus, in

the community and by alumni.

• The Office of Grants and Sponsored Programs is here to help!

QUESTIONS?