Basics to Internal and External Grants Presented by Taura Edwards, BIRS Emily Burke, OCFR

Overview of today’s session O Overview of BIRS and CFR O Questions to consider when looking for funding O Overview of the routing/approval process

Understanding BU’s grant offices O There are two offices that support grants within the university. O Butler Institute for Research and Scholarship O Office of Corporate and Foundation Relations

BIRS Overview O Supports faculty research and scholarship O Curricular and professional development O Programmatic projects and creative works through internal grants O Assistance with external funding process O Oversight of research compliance and intellectual property issues

CFR Overview O Advancement division exists to "advance" the University's mission through the achievement of its strategic priorities, goals and objectives. O The three primary purposes are: Engaging alumni, parents, friends and the community in the life of the University. Raising the funds necessary to maximize the Butler experience for all students. Enhancing and leveraging Butler University's brand and reputation. O These are accomplished collaboratively with our Butler colleagues, volunteer leadership, and the loyal alumni, friends, businesses, and foundations that generously invest in Butler University.

So you have an idea and need funding…What do you do? O Here are some questions to consider when seeking grant funds. O These questions cover some of the general information that BIRS or CFR may ask you in the initial meetings. O We prefer that you come to us early in the process so that we can build a timeline for finding funding and submitting the application.

General overview of the project O Is this a research project, a program, or a contract? O Are you seeking a gift or a grant? O If you are looking for a grant, do you want public funds, private funds, or a combination of both? O Are there best practices or similar funded projects to use as a model?

If you seek External Grants, here are some things to consider. O Funding options: gifts, grants, consulting agreements/professional services contracts, and collaborations O Can be supported by federal/state/local government, other nonprofit organizations, other academic institutions, foundations, etc. O Approval is routed through an internal approval process before submission

Seeking Lilly Funding O There are two entities that remit Lilly funds. O Lilly Foundation O Lilly Endowment O If you are considering Lilly—whether the Foundation or Lilly Endowment– as a funding option, then you must talk to CFR to assess if your project aligns with the strategic priorities of the university. O Applications to Lilly entities require presidential approval prior to submission.

Grant Assistance with CFR O Corporate partnerships build upon complementary strengths and needs in recruitment/hiring, financial aid/scholarship for students, internships, research collaborations, faculty/industry relationships, and more. Examples include the Professional Partners programs in COPHS and COB. O Foundations are a significant source of support for many of the programs within Butler. Advancement works to identify opportunities—programs, research activities, capital projects, fellowship needs, and other elements of university life—that parallel foundation giving priorities. O Philanthropic giving opportunities Corporate and Foundation Relations seeks opportunities to “match” university assets (faculty, students, staff, research, & programming) with foundations to advance the mission and vision of Butler University. There are many ways to support the university’s mission to provide students with the best education possible, such as: Scholarships Fellowships Faculty chairs Capital improvements and facilities Program and research grants Equipment In-kind gifts Employee matching gift programs

About the project… O Will it take place over one year or multiple years? O Will you be partnering with other institutions? O Are you the primary applicant or will you receive a subaward? O Do you have a timeline for receiving funds and completing the project? O Do you have preliminary outcomes and outputs?

3 basic types of applications O Primary Applicant- will complete and submit an application to a sponsor; will serve as a sponsor and release subawards if applicable O Subaward- will submit a portion of an application to a primary applicant; will receive funding from the primary applicant, not the sponsor O Contract for professional service- will receive a fixed rate agreement to complete a specific service or activity

About the budget… O What are you using the funds for? O Have you identified funders or need help? O If you have identified funders, will they accept the university’s indirect rate? O Do you know how to put together a draft budget? O Do you need matching funds to complete or enhance the project? O Will you need a course release to complete the project?

Office of Budget and Financial Planning – Grant Administration O Works with prospective grantees to develop a complete budget. (Two weeks minimum needed). O Ensures that budgets are consistent with federal regulations, with specific program guidelines, and with Butler policies. O Monitors/signs off on expenses as incurred to ensure that they are allowable. O Tracks grant progress and provides periodic and final reports to grantors. O Invoices and/or draws down cash from grantors.

Things to consider… O Have you received internal funding for this project? O Innovation Fund O Faculty Development Grants O BAC Grants O HAC Grants O Note: if you have received internal funds, can you demonstrate that you’ve attempted to find external funding for the project?

Things to consider O Will this project require approval with research compliance (IRB, IBC, IACUC)? O If it’s a program, have you thought about long term sustainability or institutional commitment? O Have you engaged your peers, department chair, or Dean with the idea?

What do you need from BIRS or CFR? O It’s best if you contact us as soon as you think you’d like to consider funding opportunities! O We can assist you with looking for potential grants. O We can use “key words or buzz words” associated with your project for searching. O A best practice is helpful so that we can evaluate current funders with other projects. O CFR has a dedicated research team with access to several grant databases. O Once the application is completed, we will assist you with completing the routing process.

External Funding Approval Process O Must complete the External Funding Form- for Grants or Gifts (attach the draft copies of the application components) O Is this application a prime application, subaward, or contract? O The type of application determines who submits the final version. O Form will be signed by PI/Co-PI, Department Chair, and Dean O Submit the Grant form to BIRS at least 2 weeks prior to the due date/deadline O Submit the Gift form to OCFR at least 2 weeks prior to the due date/deadline

External Funding Approval Process O Then BIRS or CFR (gifts), OBGA, Provost, and VP Finance will approve O If the funding is a contract, the contract will require review by General Counsel and may add up to an additional 7 days to the process.

Institutional Representative O Authorized Org Representative – BIRS Director O Fastlane O ERA Commons O Grants.gov O All applications must be submitted by the AOR O Institutional Official- VP

Submitting the Final Application O Final copies of the application must be provided. O If the grant is a primary application, then the final application should be submitted by BIRS or CFR. O If the application is a subaward, then the PI can submit the final application to the primary applicant and copy BIRS or CFR. O If the application is a contract, then the contract must be executed prior to submission.

Funding Notice Information O If the grant is a primary application, then the funding notice should go to BIRS. BIRS will forward to the PI and OBGA. O If the application is a subaward, then the funding notice may go to the PI. Please forward to BIRS or CFR for review. O If the application is a contract, then the contract must be executed prior to submission. All information will need to go to BIRS for review.

Common Institutional Documents O DUNS or EIN O Most recent audited financial statement O Copy of the 501 c 3 paperwork O Approved indirect rate agreement O Board of Trustees Roster O Articles of Incorporation O RUI/ROA certification O Signed W-9 or bank account information