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March 9, 2012. Department of Psychology . Grants Administration Pre-Award Process Business Office Sherry Mason Erika Hauff Anna Caruso Jeff Kolodica Matt Brott Lori Harris

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March 9, 2012

Department of Psychology

Grants Administration

Pre-Award Process

Business Office Sherry Mason

Erika Hauff

Anna Caruso

Jeff Kolodica

Matt Brott

Lori Harris

Emily Sejfulla

Emily Harris

Organization Chart

Snapshot of Business Office Environment

Psychology Business Office

  • Business Manager – Sherry Mason

  • Research Coordinator – Erika Hauff (pre-award)

  • Grant & Contract Specialists and Financial Specialists’ primary focus is post-award

  • Procurement: process orders centrally (avg. ~250 orders per month)

    405 Project Grants

  • Sponsored: 105 (87 federal, 18 non-federal)

  • Non-sponsored: 300

    ~100-130 proposals submitted each year

  • Reoccurring federal sponsors: NIH, NSF, IES, DoD

Pre-Award Process


must go through

the Psychology Business Office

Exception is U-M internal competitions

(Business Office still must be notified)

This includes pre-proposals, letter of intents, and

submissions to private foundations and agencies

If submitting to OVPR and/or LSA funding sources,

we can assist with eGIF, though it’s not required.

Pre-Award Process

1-2 months before major external funding deadline, Erika sends

reminder email

  • Email is short and includes important dates and deadline policy

    Faculty alerts us of intent to submit via [email protected]

    and/or direct email to Erika

  • In response, we send “PAF Worksheet” and provide deadline information

  • We review announcement and highlight specific/unusual details

  • If several submissions at the same time, Erika delegates applications to

    Jeff or Anna

Pre-Award Process

We provide assistance with all aspects of proposal preparation

  • Create PAF (Proposal Approval Form) and fill out application forms

  • Build budgets and edit budget justifications

  • Adjust formatting to comply with guidelines

  • Coordinate with other departments and/or institutions & liaise with LSA and ORSP (Office of Research and Sponsored Programs, formerly DRDA)

  • If time allows, review for typos and grammatical errors

    We also help with progress reports and any other miscellaneous

    grants-related requests (ex. JIT info)

Timeline Overview

PAF worksheet due at least 8 business days in advance of deadline

  • More complex projects (subcontract, gov’t contracts) require more time

    • SubKs often need a week to route through their institution

  • Enables us to assist with forms, create budget(s), and communicate with faculty about changes needed

  • Extremely important if we have multiple submissions

    Proposals routed through eResearch with PAF

  • If external faculty participating in project, PAF routes through other dept(s) first

  • Reviewed by Psych. Key Ad and approved & signed by Chair

  • After Psychology approves, routed to LSA, then finally, to ORSP

Routing Proposals

LSA and ORSP require that proposals be


when routed for review

Routing Proposals


Business Office needs 1-2 business days

  • Check formatting and ensure all final components are included in application

  • Allow time to address any issues, communicate with PI for changes, and route through other departments, if necessary

    If other faculty/depts. are on proposal, each dept. needs 1-2 business days to review and sign

    Facilities, Key Ad, and Chair need 1 business day to review

  • Budget, space, effort, and other commitments

    LSA needs 1-2 business days to review

  • LSA may come back with changes requested. PI must be available for changes, otherwise it prolongs routing process

    ORSP requires proposals 4 business days in advance of deadline

  • Allows ORSP to effectively manage hundreds of proposals

  • Gives time to retract proposal if there are problems ( issues, etc)

Routing Proposals

Example: NIH R21 resubmission deadline is Nov. 16






Important Notes


  • University and LSA asking that we move away from cost-sharing

  • Does cost-sharing look good to reviewers? NIH states:

    “Despite popular myth, proposing a cost-sharing (matching) arrangement where you

    only request that NIH support some of the funding while your organization funds the

    remainder does not normally impact the evaluation of your proposal. Only a few select

    programs require cost-sharing, and these programs will address cost-sharing in the FOA.”

    Summer month policy

  • SPG 201.04 (March 2011) - limits summer effort on research grants to 2.5 months

    “A summer appointment paid using sponsored resources (direct or cost-sharing) is limited to no

    more than two and one-half months of a full-time appointment.”

    General Supplies and other A-21 items

  • General supplies should only be included if absolutely necessary to project

  • LSA and ORSP have become very strict with computer purchases

    NRSA stipends and NIH cap

  • Increase in pre- and postdoctoral stipend rates

  • Decrease in NIH cap

Ongoing Projects and Future Plans

Effort tracking tool in Sharepoint

  • Once awarded, effort tracker pulls information directly from MAIS

  • We enter effort as written in proposal

  • Data will eventually feed to Student Services and HR to help calculate course buyouts and assist with effort reporting compliance

  • Creates effort reports that are easy for Business Office and faculty to view/manage

    Create website for grants administration

  • Faculty will find templates, funding opportunities, deadline policies, sponsor info, etc.


Psychology Business Office

[email protected]

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