ITCS WorkshopMay 23, 2000

Maxims for Grant and Contract Seeking

Presented by Alan A. Schreier,

Office of Sponsored Programs

The Primal Maxim of Grantsmanship :

Grant Seeking is a

Contact Sport

Maxims for Grant SeekersI

You should spend more time

reading than writing

and

more time talking than reading!

Reading What??

Descriptions of Potential SponsorsSponsor Program Guidelines and other

Materials annual reports, news articles, descriptions of

successfully funded projects

Samples of Successful Applications to that Sponsor

University Rules and Regulations

Talking to Whom??

With Colleagues and CollaboratorsWith Chairs & DeansWith Potential SponsorsWith Grantees of the SponsorsWith Former Reviewers for the SponsorsAgain, with the Potential SponsorsOSP staff

Maxims for Grant SeekersII

Have a well developed Concept for your project before you start your Sponsor search.

Hallmarks of a Well Developed Concept

You can describe why it is important.You can describe what you want to do and

how you plan to do it.You have identified and gotten

commitments for the necessary resources and/or endorsements.

You can successfully defend your concept to skeptical colleagues.

Maxims for Grant SeekersIII

Not All Sponsors are Worth the Effort of an Application

Qualify your Potential Sponsors!

Findings Sponsors

Talk to your Colleagues, both internal and external (networking)

Searching Data Bases COS, GrantSource, Foundation Center, etc..

Alert Services

Types of Sponsors

Federal AgenciesNC State & Local GovernmentsPure Non-Profit FoundationsCorporate Sponsors

Direct Support Support via a Captive Corporate Foundation

Qualifying SponsorsIs the Sponsor Interested in Your Project?Have they sponsored similar projects?How many grants/contracts does the sponsor

award? Are they likely to have the resources to give

you an award at the level you need?Are you the type of grantee/contractor they

want?

Maxims for Grant SeekersIV

Continue Contact with Your Potential Sponsor

while you prepare the proposal

Maxims for Grant SeekersV

Apply to Several Sponsors.

You can double or triple you chances for success.

Maxims for Grant SeekersVI

Give yourself enough time to prepare a good proposal.

Maxims for Grant SeekersVII

Follow the Sponsor’s Guidelines

Compulsively!!

First StepsDevelop your idea/projectGet collaborators as needed - talk, talk,

talk to work out details. Put it in writing.Find and qualify potential sponsors.Work out a preliminary budgetTalk with Chairs and Deans to get needed

Resources (faculty time, cost sharing, etc.)

First Stepscontinued

Contact Sponsors - Get InformationTalk to grantees, reviewersOutline proposal/project in detailGet University forms and consult with

OSP (especially for F & A cost sharing)prepare a detailed budgetWrite proposal Narrative

First Stepscontinued

Get Criticism and Revise Proposal and Budget

Prepare University Forms, Get Chair and Dean Signatures

Submit Proposal and forms to OSPMail ProposalFollow up Contacts with Sponsor

Maxims for Grant SeekersVIII

You will be Judged on the Quality of your Budget!

Prepare a Realistic Budget!!

Budget Preparation Hints

Use models budgets for similar projects.Try to identify all possible expenses.Included Indirect (Overhead or F & A)

Costs. DO NOT ‘High Ball’ or ‘Low Ball’ the

budget!

Budget Preparation Hintscontinued

Consult with Experienced Grantees in your field

Use the help of Business Professionals in your Unit.

Use the OSP Budget WorksheetAlways use the Sponsor’s Budget form if

it exists.

Maxims for Grant SeekersIX

University Rules and Regulations PROTECT the Faculty and the Institution

Protect from What?Law suits - Liability Issues Disbarments - Following Sponsor Rules,

especially federal Human Subject rules, etc.Auditors - Audit Exceptions - Punitive pay backs.Cost Over RunsLack of Institutional Commitment for ResourcesAngry Chairs, Deans, & Vice Chancellors

Why??ECU’s resources are finite. Not all projects are

approved by deans and chairs.ECU is the legal applicant for the grant or

contract. Not the faculty member, or department, or the school. ECU will be responsible for any funds received.

There are many federal and state laws that govern grants and contracts, especially in the liability and regulatory area.

University Forms:Internal Processing Form (IPF)

Required by UNC General Administration

Main instrument through which departmental and school approval is demonstrated

Also, basic information for GA and ECU data bases is recorded.

University Forms:Abstract

Another UNC General Administration Requirement.

Shorter is betterRemember, the abstract is public

information. Use the ‘Daily Reflector Test’

University Forms:Coding SheetAnother UNC General Administration

RequirementDo not spend more than five minutes doing

this form.Chess codes are general activities, e.g.,

research, instruction, etc.CIP codes are academic disciplines.Other questions are legislatively required.

University Forms:Cost Sharing Commitments

Identifies specific direct and F & A cost sharing requests and who will provide them.

Documents approval of the requests by the appropriate university official responsible for the resources.

University Forms:Multi-disciplinary Apportionment

Defines the “per cent” effort different units will provide a project.

Total must equal 100%.Used to determine a fair distribution of

the F & A recoveries to the units.

University Forms:Budget Worksheet

Will do all necessary calculations for the University.

Easy to use and it is ‘formatable’.Keyed to the university’s accounting

system for easy transfer when an award is made

Internet Tools for Faculty

Office of Sponsored Programs

ECU

OSP WEB SITEWhat’s Available

Abstracts of funded projects

Funding opportunities Custom searches &

Alert services

Faculty expertise profiles

(Via COS)

OSP WEB SITEWhat’s Available

Forms, Forms, Forms

Budget Worksheet

Administrative guidance

Direct links to sponsors

Links to other resources

More to come!

Community of Science

Contains several databases of interest Federally funded proposals A huge funding opp.’S database Faculty expertise database Inventions database

Alert service availableURL: http://www.Cos.Com

The Primal Maxim of Grantsmanship :

Grant Seeking is a

Contact Sport