The Administrative Side of Writing Winning Proposals and How ORSP Can Help
Brown Bag Series, Fall 2006Alexia Lewis,
Assistant DirectorPre-Award Services
620-2455
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 regulationsAccounting 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-AwardPersonalized funding searches Registration in GENIUS/SPIN/SMARTS
GENIUS – faculty profiles SPIN – current funding opportunities SMARTS – email notifications
Dissemination of incoming opportunities
ORSP Services
Project development Pre-AwardCollaborations
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
http://www.utoronto.ca/cip/sa_ArtGt.pdf Guide for Writing a Funding Proposal by S. Joseph
Levine, Ph.D., Michigan State University http://www.learnerassociates.net/proposal/
NIH/NIAID’s All About Grants Tutorials http://www.niaid.nih.gov/ncn/grants/default.htm
NSF’s A Guide for Proposal Writing http://www.nsf.gov/pubs/2004/nsf04016/nsf04016.pdf
ORSP Services
Proposal developmentContacts with
Third parties: ensure appropriate consultant or subcontract commitments in place
Funding agenciesResource
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-AwardReview of awards / contractsNegotiation of terms & conditionsObtain signatures / accept awards
ORSP Services
Related Pre-Award ServicesPrepares / negotiates all incoming and
outgoing subcontractsRequests / accepts modifications
IRB / IACUC / IBC ComplianceBoard 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. BoatmanDirector of Research Programs and Services
Nicole SayersCoordinator of
Research Compliance
Rosalyn GilbertExecutive Secretary
Alexia LewisAssistant Director
Pre-Award Services
Chantel CummingsCoordinator of Grants
Information Management
Renee RossiCoordinator, Proposal & Contract Development
Cheresa HamiltonAssistant Director
Post-Award Services
Lashawn Harris Coordinator of
Accounting
Angela GibsonCoordinator of Accounting
Sandy WirthCoordinator of Grant
and Contract Management
Sonja AveryCoordinator, Proposal & Contract
Development
Ready To Get Started?
Stop in Building 3, Room 2500 Call 620-2445 Visit the Web site
http://www.unf.edu/dept/research E-mail ORSP