Presentation on theme: "Overview of Grants Submission Process"— Presentation transcript:
1 Overview of Grants Submission Process Warren Calderone Director, Foundation, Government and Corporate Relations Co-Director, Shepherd University Research Corporation (SURC)
2 External Funding Goals Faculty developmentStudent serviceStudent learning and research experienceBudget relief/new sources of fundingStudent and faculty recruitmentUniversity reputation and prestige
3 SURC OrganizationPresident Suzanne Shipley, Atty. Alan Perdue, Deborah JuddVPs Diane Melby and Christopher AmesCo-Directors: Warren Calderone (Director, Foundation, Govt. and Corp. Relations) and Dr. Colleen Nolan (Dean, SNSM)
4 SURC Grant RolesBuild a “grant seeking culture” at Shepherd: encourage faculty and staff to apply for external grant or contract supportServe as a sounding board for grant ideas and assist in getting those ideas, and eventual grant proposals, approved by executive staffHelp faculty and staff find grant opportunities and assist with the preparation and submission of grant proposals, including budgetsAssist the PI/PD, and the Finance office, in post-award activities (e.g., report submission tracking)
6 Tools Pre-Proposal Form and Concept Paper Grant policies and proceduresSURC websiteMcAllister and Quinn resourcesProposal development and submissionBudget development/justificationProposal review and approval
7 Timeline Funding Announcement Proposal Development Internal Review: SURCand Executive Staff2 WEEKS PRIOR!Grant Due Date
8 First Grant WriterEven though we are discussing the modern day grant environment, I thought I would shed a light on a story of a well-known gentleman who also submitted a proposal – to the Spanish.Christopher Columbus - seeking wealth through the establishment of trade routes and colonies, Columbus' far-fetched proposal to reach the East Indies by sailing westward received the support of the Spanish crown, which saw in it a promise, however remote, of gaining the upper hand over rival powers in the contest for the lucrative spice trade with Asia. During his first voyage in 1492, instead of reaching Japan as he had intended, Columbus landed in the Bahamas archipelago, at a locale he named San Salvador. Over the course of three more voyages, Columbus visited the Greater and Lesser Antilles, as well as the Caribbean coast of Venezuela and Central America, claiming them for the Spanish Empire.
9 In the beginning: Concept Two general tracks: Idea Search for funders RFP/FOA Align concept/idea
10 Concept Paper One to two page description of idea Briefly explain: NeedObjectivesActivities and timeframePersonnel involvedFunding amount with any cost sharingIf applicable, grant criteria (e.g., NSF)
11 Funding Sources Public and Private Public: Federal (grants.gov); State; localPrivate: Corporate, family, and other foundations (Foundation Center search engine: free access at library)
12 Exploring the Fit Organizational– mission, vision, values Organizational readinessPartner requirementsCompetitiveRegulations or “strings attached”Source of cash or in-kind match, if applicableEligibility: lead applicant or partnerDeadline(s)
16 Pre-proposal form “Early warning system” Faculty or staff member describes a potential project where external funding is neededAlerts Administration to potential grant submission and any support (e.g., matching funds, space, in-kind or other University commitments) that may be needed.
17 Pre-proposal form (cont.) Time-sensitive form: need as much advance notice as possible to secure approval from Executive Staff. Submit form at least 45 days before the grant due date.Form is processed electronicallyExecutive approval of pre-proposal form is no guarantee of final approval of proposal. The proposal still has to go through internal review and approval before submission.
18 Key Proposal Items Goals and Objectives Needs Assessment or Problem StatementProgram Evaluation or Outcomes AssessmentPlan of Action/Activities to Address Need
19 Proposal Development Proposed Program Be prescriptive about who you will serve, what and how you will serve them, who will conduct activities, where and when activities will occurEstablish a realistic timelineLiterature review to support project
20 Proposal Development Sustainability What will happen after the funding ends?List matching funds, in-kind, revenue, etc.DisseminationHow will you distribute results? Think usual (papers, posters, web, etc.) and innovative.Funders like to be acknowledged!No funder wants to support a program forever.
21 Proposal Review and Processing--Federal Preliminary ReviewReviewers SelectedPeer Review Panel (ad hoc, internal)Program Officer RecommendationDivision Director ReviewBusiness ReviewAward Finalized
22 Post-Award Celebrate! Budget negotiation sometimes involved PI/institution sign grant awardHold a post-award meeting with team: key staff, Finance, and evaluatorBe cognizant of reporting dates
24 If you do not winDon’t be discouraged. Success rates are low. Take a comprehensive approach to win.Read the reviews carefully, if provided, and ask colleagues to do the same.Discuss reviews with program officer.Address reviews within resubmission.
25 MOUsProposals where Shepherd is not the lead applicant or fiscal agentPartnering with another organization that has received a grant awardNeed to develop a memorandum of understanding (MOU) between Shepherd and that organization, describing exactly the obligations and responsibilities of all partiesDeveloped by our legal counsel
26 I don’t need to worry about the grant deadline Grant MythsI don’t need to worry about the grant deadline
27 I don’t need to be involved—we have a grant writer Grant MythsI don’t need to be involved—we have a grant writer
28 Cost sharing is not a problem Grant MythsCost sharing is not a problemWe don’t have to be that careful about in-kind cost sharing—no one is going to check
29 We don’t have to respond to everything in the RFP Grant MythsWe don’t have to respond to everything in the RFP
30 Grant MythsFonts, margins, page limits, etc. are not that important Who cares about a few typoes!
31 After we get the award, we’re on easy street Grant MythsAfter we get the award, we’re on easy streetIt doesn’t matter if I don’t submit grant reports
32 SummarySURC is here to helpThe earlier you start the process, the better: allow sufficient time for executive staff review and approval