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Overview of Grants Submission Process

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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 development Student service Student learning and research experience Budget relief/new sources of funding Student and faculty recruitment University reputation and prestige

3 SURC Organization President Suzanne Shipley, Atty. Alan Perdue, Deborah Judd VPs Diane Melby and Christopher Ames Co-Directors: Warren Calderone (Director, Foundation, Govt. and Corp. Relations) and Dr. Colleen Nolan (Dean, SNSM)

4 SURC Grant Roles Build a “grant seeking culture” at Shepherd: encourage faculty and staff to apply for external grant or contract support Serve as a sounding board for grant ideas and assist in getting those ideas, and eventual grant proposals, approved by executive staff Help faculty and staff find grant opportunities and assist with the preparation and submission of grant proposals, including budgets Assist 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 procedures SURC website McAllister and Quinn resources Proposal development and submission Budget development/justification Proposal review and approval

7 Timeline Funding Announcement Proposal Development
Internal Review: SURC and Executive Staff 2 WEEKS PRIOR! Grant Due Date

8 First Grant Writer Even 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:
Need Objectives Activities and timeframe Personnel involved Funding amount with any cost sharing If applicable, grant criteria (e.g., NSF)

11 Funding Sources Public and Private
Public: Federal (; State; local Private: Corporate, family, and other foundations (Foundation Center search engine: free access at library)

12 Exploring the Fit Organizational– mission, vision, values
Organizational readiness Partner requirements Competitive Regulations or “strings attached” Source of cash or in-kind match, if applicable Eligibility: lead applicant or partner Deadline(s)




16 Pre-proposal form “Early warning system”
Faculty or staff member describes a potential project where external funding is needed Alerts 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 electronically Executive 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 Statement Program Evaluation or Outcomes Assessment Plan 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 occur Establish a realistic timeline Literature review to support project

20 Proposal Development Sustainability
What will happen after the funding ends? List matching funds, in-kind, revenue, etc. Dissemination How 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 Review Reviewers Selected Peer Review Panel (ad hoc, internal) Program Officer Recommendation Division Director Review Business Review Award Finalized

22 Post-Award Celebrate! Budget negotiation sometimes involved
PI/institution sign grant award Hold a post-award meeting with team: key staff, Finance, and evaluator Be cognizant of reporting dates

23 If you do not win

24 If you do not win Don’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 MOUs Proposals where Shepherd is not the lead applicant or fiscal agent Partnering with another organization that has received a grant award Need to develop a memorandum of understanding (MOU) between Shepherd and that organization, describing exactly the obligations and responsibilities of all parties Developed by our legal counsel

26 I don’t need to worry about the grant deadline
Grant Myths I don’t need to worry about the grant deadline

27 I don’t need to be involved—we have a grant writer
Grant Myths I don’t need to be involved—we have a grant writer

28 Cost sharing is not a problem
Grant Myths Cost sharing is not a problem We 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 Myths We don’t have to respond to everything in the RFP

30 Grant Myths Fonts, 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 Myths After we get the award, we’re on easy street It doesn’t matter if I don’t submit grant reports

32 Summary SURC is here to help The earlier you start the process, the better: allow sufficient time for executive staff review and approval

33 Thank you! Warren Calderone 876-5065

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