All applications for outside financial assistance or for contracted services which use the name of the University College and which commits the University College in any way can only be submitted to prospective funding sources, after review and approval of the Office of the Vice President through the Office of Research Services. In this way the University College can support applications fully and plan their most effective use within the broad vision of the University College.
The following procedures are primarily designed to coordinate the University College’s support and commitments and provide the infrastructure to successfully fulfill the obligations of awards.
Before expending a great deal of time on preparing a formal application for funds-and no later than six weeks before the deadline-the prospective grantee must first consult and receive preliminary planning support and approval from his/her respective dean or head of department. At this point, the Office of Research Services must also be involved to discuss the project and the requirements for the submission of the proposal. Such plans might include, for example, registration on electronic websites, Letters of Intent, and discussions of compliance or cost-sharing.
Eligibility to Apply
Only a faculty member or a staff member in full time position may initiate a proposal and accept responsibility for the resulting grant. This person is designated as the Principal Investigator (PI).
A proposal is an offer initiated by the University to carry out a program under the direction of the faculty member who is the designated Principal Investigator (PI). In implementing the project, the PI uses the personnel, facilities and equipment of the University College. Proposals are prepared by faculty or staff members and in some cases the Office of Research Services in accordance with the agency guidelines. The Office of Research Services prepares the budget for the proposal and ensures that it is adequate for the scope of work, that the proposed costs are allowable, and that the University College’s indirect cost rate are calculated properly.
Proposals must be consistent with the policies and mission of the University College. One or more faculty members and/or professional staff may be responsible for the project; they can be from the same unit or from several units within the University College.
All formal applications for funds must be approved by the Vice President before submission. Faculty and staff seeking external support for sponsored projects coordinate the development and submission of their proposals through ORS. ORS obtains the appropriate approvals and signatures of the department head, dean and Vice President, on the completed proposal.
All applications forwarded to the Vice President for approval must start the concluding transmittal and approval process at least ten (10) working days prior to any application (submission) deadline and conveyed on the University College’s internal approval form. A copy of the grantor’s application/funding guidelines must be included with the material submitted for formal approval.
Review of the proposal by the Institutional Review Board (IRB) may be required if the project involves the use of human subjects. Either the faculty member or the Office of Research Services submits the proposal for review. A letter from the IRB Chair approving the proposal is required before the proposal will be submitted.
Faculty and staff are required to submit completed proposals to the Office of Research Services at least fifteen (15) working days prior to the agency deadline. This ensures that there is sufficient time to review the proposal, obtain signatures, upload the proposal electronically and receive confirmation before the deadline. Proposals are submitted by the Office of Research Services after the proposal has been approved. Confirmation of receipt is forwarded to the Vice President and the Principal Investigator.
Project Award and Reports
An award is given to and accepted by the Office of Research Services. The Project Director/Principal Investigator acts on behalf of the University College to fulfill the goals of the project, and complete the project activities. Administrative support in doing this lies with the divisional units and the Office of Research Services. Official and required financial reports will be developed together with the Office of Research Office. The Office will assist the grantee so that project funds are effectively expended in a timely manner and used for their designated purpose.
When a proposal is selected for an award, the agency may request additional budgetary or technical information. All additional information provided to the agency is provided through the Office of Research Services. Negotiations with funding agencies are conducted by the Director of Research Services with recommendations from the Office of the Vice President. Contracts, agreements and grants require the signatures of appropriate authorizing officials; these are obtained through/by ORS.
Overall responsibility for project activities, time and effort reporting, timelines and narrative reports begins with the project director and his/her unit supervisor. Periodic performance reports required by the funding source should also be filed with the unit supervisor and the Office of Research Services. Compliance with the University College and grantors regulations is paramount in the successful administration of a grant or contract. Every effort should be made by the project director, his/her unit supervisor and by ORS to assure the funding agency that the funds are administered according to regulations.