The proper protocol for grant approval at LCSC GRANT-WRITING 101: INTERNAL PROCEDURES

PROPOSAL Draft a well thought out project proposal and logical budget. (Covered in Grant-Writing 101: Proposal Preparation.) PROJECT AWARENESS Discuss the feasibility of a proposed project and budget logistics with immediate supervisors and/or Division Chairs. COLLABORATORS Ensure all collaborators are completely committed to the proposed project. THE PROCESS

GAARP Submit a Grant Application Approval Request Procedure (GAARP) form to obtain institutional approval. GRANT SUBMISSION Route documents to the appropriate departments. FOLLOW UP Keep all affected departments abreast of a proposed project’s grant status. THE PROCESS

Grant Application Approval Request Procedure Available online on the OGC website in Word and PDF Comprised of: Project Information & Signature Pages Project Abstract Budget Comments Page GAARP Instructions GAARP

Project Title The institutional identity of the award; not the title of the grant being applied for. Principal Investigator The primary Principal Investigator (P.I.) for LCSC. (Must be a full-time LCSC employee; i.e. adjunct and IH employees may not serve as the primary P.I. on a grant.) Project Director If different from the Principal Investigator. Department Where project will be housed. GAARP: PROJECT INFORMATION

Funding Agency Provide a website link to either the RFP or grant guidelines Funding type (e.g. federal, state, foundation, other) Application Deadline GAARPs are required to be submitted and completed at least 7 days prior to the grant submission deadline. Project Dates Sub-contract & Sub-contracting Agency When LCSC is not the fiscal agent or isn’t the primary P.I. GAARP: PROJECT INFORMATION

Project Types Research Training Service Exhibit Operating Support Materials/Supplies Event GAARP: PROJECT INFORMATION Planning Student Support Facilities/Equipment Manuscript Contracted Services Conference Personnel Costs Professional Development Instructional Activity

Estimated Award Amount The amount anticipated from the grant award; not the entire project budget. Matching Amount The amount LCSC is expected/required to commit to the project against the grant. Indirect Costs Amount On federal and state grants, institutions may build an indirect costs line-item into the budget. Please refer to the OGC website or the Budget Office for more information. GAARP: PROJECT INFORMATION

Project Involvement Hiring Students Hiring Additional Personnel Additional Space Equipment Purchase Patents or Copyrights Property Agreements Confidentiality Agreements GAARP: PROJECT INFORMATION Biohazards Chemical Hazards Radiation Hazards Animal Research Humans as Subjects Recombinant DNA Blood Borne Pathogens Safety Concerns

The purchase of IT related equipment Review and approval from the IT Director is necessary. Additional space and/or large equipment or furniture Review and approval from the Physical Plant Director is necessary. Collaboration with other LCSC departments and/or outside organizations Review and approval from all participating collaborators is necessary. GAARP: PROJECT INFORMATION

Tracking student outcomes Review and approval from the Financial Aid Director is necessary. Institutional obligation beyond the project period Review and approval from the Provost is necessary. Humans as subjects Review and approval from the Institutional Review Board is necessary. Animal research (vertebrate creatures) Review and approval from the University of Idaho Institutional Animal Care and Use Committee (IACUC) is necessary. GAARP: PROJECT INFORMATION

Principal Investigator Division Chair/Department Head Dean Office of Grants & Contracts Director Budget Office Director Vice President of Finance & Administration Provost* For projects involving research, award amounts over $10,000, and/or that commit the institution or over a year. GAARP: REQUIRED SIGNATURES

IT Director Projects involving computer, camera, printer, etc. purchases Financial Aid Director Projects involving student scholarships Physical Plant Director Projects involving large equipment or facility renovations IRB Projects involving humans as research subjects Other Coordinating Department Projects involving/committing any additional LCSC department External Coordinating Department Projects involving/committing any outside organization GAARP: DEPENDENT SIGNATURES

Request for Proposal May be an attachment or a link to the RFP webpage. Project Abstract May be a one-page abstract on the page provided in the GAARP, or an attachment of the proposal. Project Budget The total project budget, including the award amount, LCSC match, and any additional project funding. PDF format will auto-calculate. May use line-item budget provided in the GAARP, or attach a copy of the proposal budget. GAARP Comments GAARP: ADDITIONAL DOCUMENTS

Word Document Budget does not auto-calculate Hand-written signatures Routed via interoffice mail PDF Portfolio Additional documents may be added Budget auto-calculates Electronic signatures routing GAARP: TECHNICAL ASPECTS

Submitting the Grant Permitted once a fully executed GAARP is returned to the OGC. The OGC does not submit grant applications unless by arrangement. Copy all submitted proposals, applications, submission receipts, and additional documents to the OGC. GRANT SUBMISSION

Award Documents Copy to the Office of Finance & Administration, the Office of Grants & Contracts, and the Controller’s Office Letters of Decline Copy to the Office of Grants & Contracts Keep the OGC and your supervisors aware of grant status! FOLLOW UP

Grant Procedure Checklist (Word) Available online on the OGC Pre-award webpage Grants Compliance Matrix (PDF) Available online on the OGC Pre-award webpage Budget Template (Excel) Available online on the OGC Pre-award webpage Single and multi-year formats RESOURCES AVAILABLE

Grant Flowchart (PDF) Available online on the OGC Pre-award webpage Online Glossary Available online on the OGC website OGC Website Supporting documents Grant application information (DUNS number, LCSC tax ID, Idaho stats, etc.) LCSC Grant Policy & Federal Grant Compliance page RESOURCES AVAILABLE