The Administrative Side of Writing Winning Proposals and How ORSP Can Help Brown Bag Series, Fall 2006 Alexia Lewis, Assistant Director Pre-Award Services

ORSP: Who We Are & What We Do Office of Research & Sponsored Programs  Pre-Award Services Funding opportunity identification Networking and teambuilding Proposal and budget development Award negotiation Preparation/review of subcontracts and modifications  Research Compliance Coordination of research protocols for review by IRB, IACUC, and IBC  Intellectual Property Management and Marketing

ORSP: Who We Are & What We Do  Post-Award Services Project management assistance Monitoring compliance with funding agency terms and conditions and university regulations  Accounting Services Account establishment Invoicing and financial reporting Project close-out and account reconciliation Technical assistance in interpreting rules and regulations Also applies to subcontracts once fully executed

What ORSP Needs To Review Proposals for Sponsored Programs  Research  Service  Instruction Characteristics of Sponsored Programs  Detailed scope of work involving a product or service  Line-item budget  Financial reporting requirements  Stated period of performance  Disposition of tangible or intangible properties  Examples: federal or state government grants, corporate or private industry research contracts, awards from local or non- profit agencies, any subcontracts, awards, or agreements

What ORSP Needs To Review White/Concept Papers when:  Binding dollar figure/itemized budget is required  Institutional commitments are made Time Resources  We can review any upon request Requests for modifications when appropriate

Why ORSP Needs to Review University Policy:  All proposals must be reviewed and approved by appropriate university officials prior to submission Principal Investigator Department Chairperson College Dean Center Director, if applicable Vice President, if non-academic unit ORSP  Only the President of the university or the Director of ORSP can give final approval for submission ORSP acts as President / delegated authority

The Life Cycle of A Grant Match idea with funding opportunity Project development / networking Proposal development & submission Award negotiation & acceptance Account set-up / Accounting Project performance / Project modifications Final reports/deliverables, project/ account close-out Record Retention

ORSP Services Funding opportunities  Pre-Award  Personalized funding searches  Registration in GENIUS/SPIN/SMARTS GENIUS – faculty profiles SPIN – current funding opportunities SMARTS – notifications  Dissemination of incoming opportunities

ORSP Services Project development  Pre-Award  Collaborations Invite faculty to collaborate in specific RFPs Schedule / Facilitate discussions Provide forum for meeting those in other disciplines  UNF encourages faculty and staff to collaborate with their colleagues in other disciplines and at other institutions.

ORSP Services Proposal development  Pre-Award  Review of RFP / RFA / PA / Solicitation Set timeline Discuss delegation of sections of proposal Provide guidance on what should be included in informal proposal to sponsor when no guidelines  Review of technical portions of proposal Ensure responsiveness to RFP Clarity – scope of work clearly stated Feedback and editing assistance

ORSP Services  Helpful guides The Art of Granstmanship by Jacob Kraicer Guide for Writing a Funding Proposal by S. Joseph Levine, Ph.D., Michigan State University NIH/NIAID’s All About Grants Tutorials NSF’s A Guide for Proposal Writing

ORSP Services Proposal development  Contacts with Third parties: ensure appropriate consultant or subcontract commitments in place Funding agencies  Resource Provide guidance Seek input from previously successful PI’s

ORSP Services Proposal development  Budget Review of scope of work to assess project needs Reasonableness / allowability of budget  Funds requested cover costs of project  Cost-sharing  CAS Consistency in rates Accuracy

ORSP Services Proposal submission  Pre-Award  Obtain university level approvals Ensure compliance with applicable policies, regulations, statutes  Submission Copying & mailing or uploading Registration of PI’s in electronic systems  Additional agency requests for information or revision

ORSP Services Award negotiation & acceptance  Pre-Award  Review of awards / contracts  Negotiation of terms & conditions  Obtain signatures / accept awards

ORSP Services Related Pre-Award Services  Prepares / negotiates all incoming and outgoing subcontracts  Requests / accepts modifications IRB / IACUC / IBC  Compliance  Board must determine if projects are exempt

ORSP Services Account set-up  Transition step Pre-Award initiates request Post-Award establishes account  Preliminary accounts Project performance  Pre-/Post-Award  Liaison between agency and PI  Resource for questions

ORSP Services Post-Award Services  Invoicing / accounting  Effort reporting / grant related personnel assignments  Approval of grant related expenditures  Final reports / deliverables Technical = PI Financial = ORSP  Account close-out ORSP is federal repository for record retention

Most Important Thing To Remember? As soon as you are interested in pursuing sponsored research funding, contact ORSP.

Who to Contact at the Office of Research and Sponsored Programs The Office of Research and Sponsored Programs (ORSP) team is available to assist University faculty and staff engaged in the grants/contracts process. Dawn M. Boatman Director of Research Programs and Services Nicole Sayers Coordinator of Research Compliance Rosalyn Gilbert Executive Secretary Alexia Lewis Assistant Director Pre-Award Services Chantel Cummings Coordinator of Grants Information Management Renee Rossi Coordinator, Proposal & Contract Development Cheresa Hamilton Assistant Director Post-Award Services Lashawn Harris Coordinator of Accounting Angela Gibson Coordinator of Accounting Sandy Wirth Coordinator of Grant and Contract Management Sonja Avery Coordinator, Proposal & Contract Development

Ready To Get Started? Stop in Building 3, Room 2500 Call Visit the Web site ORSP