Obtaining and Managing a Research Grant Biomedical Sciences Seminar Series February 12, 2013 Beth Herr, MPA, CRA Director, Sponsored Programs Administration Creighton University

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 Sponsored Programs Office

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

Literature search acknowledgements Professional Organizations COS Pivot Grants.gov Foundation Center Identifying Funding Sources

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 ) 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

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

Letter of Intent (if required) Preliminary or Pre-Proposal (if required) Abstract Proposal Narrative Hypothesis/Specific Aims/Goals/Objectives Background/Significance Preliminary Studies Research Design/Methods Specific Aims, Significance, Innovation, Approach (NIH format) Proposal Development

Proposal Development cont’d 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 (if allowed)

Identifying Key Personnel Individuals who will significantly contribute to the design and conduct of the study Usually PI, co-investigators and essential collaborators Changes in key personnel may require sponsor approval

Cost Accounting Standards – OMB A-21 ciesproceduresmanual/costaccounting/index.php Sample Budget Worksheets All project costs must be reasonable, allocable, and allowable Preparing the Budget

Costs that can be directly identified with a particular sponsored project Personnel (Creighton employees only) Institutional Base Salary Fringe Benefits Consultant (Private Individual/Business) Equipment Travel Supplies Other Subcontracts/Consortium Agreements Direct Costs

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 Human Resources, Payroll, Accounting Services General postage General office supplies Building costs (depreciation and use, operational and maintenance costs) Facilities & Administrative Costs (F&A) (Indirect Costs/Overhead)

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 DO NOT volunteer cost share funds! Cost Sharing/Matching Funds

Review & Approval Prior to Submission Submit complete research plan to peer reviewer at least one (1) month before deadline Submit complete final application package with all required documents to Sponsored Programs Administration five (5) working days before the deadline Proposal Routing Form (version 1/13) form.doc form.doc Sponsor application guidelines

Rejection & Resubmission DO NOT GIVE UP! 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 reviewer comments. Resubmit!

Preparing for Award Just-in-Time Request: Updated current and pending support Regulatory committee approvals (IRB, IACUC, etc.) Documentation of education requirements Revised budget if requested

Negotiating/Accepting Grant 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 Grant Award Only an Authorized University Official can accept a grant award or contract

Managing Grant Award Even though the award is made to the University, the sponsor holds the designated Principal Investigator responsible for all scientific and fiscal aspects of the project.

Managing Grant Award cont’d Scientific Responsibility Hire unidentified project staff. Establish consortium/contractual agreements if applicable and communicate regularly to keep the project progressing. Be available to manage the project staff and scientific progress. Prepare and submit required scientific progress reports to the sponsor on time.

Managing Grant Award cont’d Fiscal Responsibility Pay all project expenditures regularly. Review monthly financial reports and promptly make any corrections. Complete required effort reporting documents. Document cost share funds if required. Reconcile your project fund each budget year. Prepare and submit all required financial reports to the sponsor on time.

Managing Grant Award cont’d Grant Close Out Terminate project staff or prepare paperwork to transfer to a new project. Review and reconcile final financial reports and promptly make any final corrections. Prepare and submit required final scientific progress report to the sponsor on time. Prepare and submit required final financial report to the sponsor on time. Prepare and submit required final invention disclosure report to sponsor on time.

Disseminating/Publishing Results Always remember to acknowledge the sponsor on all posters, presentations and publications resulting from the award! Follow any public access requirements (i.e. NIH requires that all publications resulting from their award be made publicly available in Pub Med Central within one year of publication)

Sponsored Programs Administration Contact your Sponsored Programs Administration office early and often! We are available as a resource for you and can provide services to assist you throughout the application development and life of the award Search for funding opportunities Obtain and interpret application guidelines Assist with budget development Provide technical edit of proposal contents if requested Review for agency and university compliance Submit electronic application Assist with negotiation and acceptance of award Prepare documents to establish restricted fund for award Assist with progress and final reporting to funding agency