1. Sallie Quammen and Frances Spalding 02.17.2009 Pre-award 101

2.  Nuts and Bolts  Mining Webpages  Resources  Professional Organizations

3.  Binds the University with a set of terms and conditions  Obligates the university to a line of scholarly or scientific inquiry  Both the grantor and grantee agree how funds will be spent  A level of fiscal responsibility is understood  Results of study will be shared

4.  Grant  Cooperative Agreements  Contract  Sub awards

5.  Federal government ◦ Departments like Agriculture ◦ Independent Agencies, i.e. EPA  State Governments  Foundations, i.e. MacArthur  Industry, i.e. General Motors  Non-profit organizations, i.e. Cancer Society

6.  On line services like COS ◦ Searches ◦ Alerts  Agency WebPages  Discipline listings  Grants.gov  Foundation directory on line

7.  Download a copy of the Sponsor’s Request for proposals (RFP)  Read thoroughly  Discuss project, budget and deadlines with the PI  If electronic, do you need to register in the system to submit a proposal?

8.  Cover page  Abstract  Scientific Narrative, including statement of work, literature review, methodology  Key Personnel (which may include both a CV and possibly an Other support page)  Resources  Budget  Appendices  Letters of Support

9.  Direct costs are those identified specifically with a particular sponsored activity  Indirect costs (a.k.a. facilities and administration) are costs incurred for common objectives and cannot be identified readily with a singular sponsored project

10.  Salaries and benefits  Equipment  Supplies and materials  Travel  Consultant  Other direct costs

11.  Preparing a Proposal Routing Form (a.k.a. PRF)  Routing a form for signatures  Transmit proposal package to SPA. Based on proposal type, there are several ways to accomplish this.  Be available for SPA questions/changes prior to submission.

12.  Grants.gov proposals must be submitted to SPA at least five (5) working days prior to the sponsor's official published submission deadline.  Paper copies must be delivered to SPA 24 hours before proposal must be mailed.  Other electronic submissions including FastLane, submission to SPA at least 24 hours before deadline.

13.  Review the budget;  Review matching and cost sharing requirements and commitments;  Ensure proper indirect costs calculations;  Check the accuracy of administrative and institutional information;  Ensure that all regulatory requirements have been satisfied;

14.  Make certain that proposed contract award language conforms with University policies;  Check that any potential conflicts of interest have been managed or eliminated;  Evaluate potential export control issues; and  Guarantee that all required representations and certifications are included.

15.  Inadequate budget justifications  Missing Subcontract letter of intent  Missing Subcontract scope of work  Math errors, mismatched numbers  Non-compliance with formatting specifications

16.  Timelines  Checklists – each proposal component: format, who, what, when  Post-its  Frequent check-ins with PIs  Communication with your GA  Complete your routine application components early  Check budget numbers against narrative, justification, cover – does everything match?  Route PRF for signatures as soon as possible

17.  SPA webpage is a wealth of information: http://www.ospa.umn.edu  Check Sponsor and agency Webpages for the latest information: http://www.ed.gov is one such webpage http://www.ed.gov  Grants.gov: www.grants.govwww.grants.gov  Other electronic systems: https://proposalcentral.altum.com/ is an example https://proposalcentral.altum.com/

18.  EGMS, a University of Minnesota proposal prep tool check out: egms.umn.edu (EGMS labs schedule, check for proposal creation assistance) http://www.ospa.umn.edu/GrantGov/Schedules%20an d%20Calendars/trainingschedule.html  Your department grant office  Mentoring from a more experienced co- worker  SPA office, specifically your Grant Administrator

19.  SPA sponsored Trainings- http://www.ospa.umn.edu/GrantGov/index.html#training  Training Services- http://www1.umn.edu/ohr/trainingservices/s pa/index.html  Organizational Effectiveness Trainings- http://www1.umn.edu/ohr/orgeff/  Library- http://www.lib.umn.edu/registration/  Academic computing- http://www1.umn.edu/adcs/cbt

20.  GMUN – Grant Management User Network, University of Minnesota http://www.ospa.umn.edu/GMUN/index.html  NCURA – National Council of University Research Administrators http://www.ncura.edu  SRA – Society of Research Administrators http://www.srainternational.org Professional Associations

21. Anything you want to discuss?