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Grant Preparation and Management. Wendy G. Harris, Director of Budget and Resource Planning. Agenda. Current status of Illinois Math funding Resources External funding: Deadlines Budget Content Submission Management Internal funding: As above. Illinois Mathematics Funding.

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grant preparation and management

Grant Preparation and Management

Wendy G. Harris,

Director of Budget and Resource Planning

agenda
Agenda
  • Current status of Illinois Math funding
  • Resources
  • External funding:
    • Deadlines
    • Budget
    • Content
    • Submission
    • Management
  • Internal funding:
    • As above
illinois mathematics funding
Illinois Mathematics Funding
  • Currently:
    • 69 external grants (46 NSF; 17 Simons Foundation, 2 NSA, 1 via UPenn, 1 US Dept Ed, 1 Actuarial Foundation, 1 Sloan Foundation)
      • $10,284,596 direct total (Math)
      • $13,701,979 direct plus indirect total (Math)
      • $198,579 average (direct plus indirect)
    • 6 internal grants (Research Board)
      • $104,579 total
      • $14,940 average
    • 64 faculty, postdocs, emeritus, other academics
getting started
Getting started
  • Find funding opportunities and deadlines
    • Department website: http://www.math.illinois.edu/Businessoffice/
    • Grant Forward: http://www.grantforward.com/index
    • Federal Government: http://www.grants.gov
    • Campus Research Board (faculty): http://crb.research.illinois.edu/
    • Scholars’ Travel Fund (faculty, lecturers): http://research.illinois.edu/stf/
    • Fellowships/grants (grad students): http://www.grad.uiuc.edu/funding-jobs
getting started1
Getting started
  • Sample Deadlines (due to Wendy)
    • September 9: Sloan Foundation Fellow
    • September 16: NSF Focused Research Groups
    • September 23: Simons Foundation Fellow; NSF Analysis, Foundations, Combinatorics
    • October 3: NSF Algebra/Number Theory
    • October 7: National Security Agency
    • October 29: NSF Topology, Geometric Analysis
    • October 31: NSF Probability
    • November 7: Simons Foundation Symposia; NSF Applied Math, Computational Math, Math Bio
getting started2
Getting started
  • Deadlines that do not go through Wendy
    • September 4: Scholars Travel
    • October 1: MSRI Research Professor
    • October 2: Campus Research Board, Scholars Travel
    • October 16: NSF PostDoc Fellowship
    • October 31: MSRI Summer workshop
    • November 5: NSF Grad Research Fellowship
    • November 6: Scholars Travel
    • December 1: MSRI Research Member, MSRI Research PostDoc
getting started external funding
Getting started: External funding
  • Review the guidelines
    • Margins, font, font size, page limits
    • Budget restrictions
    • Eligibility:
        • NSA: Algebra, No. Theory, Discrete Math, Probability; citizen or permanent resident; PIs, PDs, and RAs must be citizens or permanent residents
        • NSA: Young Investigators: up to 10 years after PhD
        • MSRI Research Professor: tenured associate professor with PhD before 2004
external funding cont d
External funding, cont’d
  • Eligibility:
      • NSF: REU, REGs, Grad Research Fellow, Postdoctoral Research fellow: funding for citizens or permanent residents
      • NSF Postdoctoral Research Fellow: PhD less than 2 years ago
  • Special attachments to include
  • Special formatting
  • See step by step guides on Business Office website
  • Budget/budget justification: Wendy Harris
  • Content: your mentor, other faculty, and your program officer
typical content external funding
Typical content: external funding
  • Stick to the guidelines (margins, pages, font size, font, etc.)
  • Summary
  • Description
  • Biographical sketch
  • Current and pending grants
  • Facilities and Resources
  • Budget
  • Budget justification
nsf changes
NSF changes
  • Summary:
    • Broader impact/intellectual merit http://www.nsf.gov/pubs/gpg/broaderimpacts.pdf
    • 3rd person; understandable by lay reader; cut and paste into 3 sections
  • Proposal: section: broader impacts of project, results from prior NSF support (including intellectual merit and broader impacts)
  • Biography: products, not publications; specific requirements for who to include as collaborators; certain format
  • Data management plan
nsf data management plan
NSF: Data Management Plan
  • Supplementary document-under 2 pages
  • Types of data to be produced
  • Standards for data/metadata format
  • Policies for access/sharing of data
  • Policies for re-use, re-distribution and production of derivatives
  • Plans for archiving
  • **Can state that no plan is needed, but justify why
the nsf budget
The NSF budget
  • PI salary (up to 2 mos summer)
  • Research assistants (2, 4.5, 9, or 11 months at 25%+)
  • Research Experience for Undergraduates (REUs)
  • Benefits (6.36% to 42.94%)
  • Tuition remission (64%)
  • Services/collaborator travel
  • Foreign and domestic (including Canada) travel
  • Participant costs for conferences
  • Equipment
  • Facilities and administration costs (58.6%) on all except tuition and participant costs
keep in mind
Keep in mind…
  • Nearly impossible to justify:
    • Supplies
    • Printers
    • Computers
  • Cannot fund:
    • Books
    • Meals with visitors
  • Budget justification:
    • What will student do?
    • Who might you invite here?
    • Where might you travel?
example nsf budget 1 year
Example NSF budget (1 year)
  • 2 mos salary @ $6,000/mo: $12,000
  • 50% RA 9 mos @ $2,118.40/mo: $19,066
  • benefits: $6,366
  • tuition remission (64% RA): $11,821
  • collaborator travel: $1,000
  • domestic travel: $1,000
  • foreign travel: $2,000
  • Indirect costs (58.6%): $24,279
  • TOTAL: $77,532
nsf terminology
NSF Terminology
  • Renewal: “additional funding for a support period subsequent to that provided by a standard or continuing grant”
    • Talk to program officer first
    • Include human-resources development of those on grant within Results from Prior NSF Support
    • Treated as a new grant
  • Continuation: optional additional funding that was noted in award documents; received based on progress/funds/timely annual report
nsf terminology1
NSF Terminology
  • Target date: proposals may be accepted after this, but you may miss a panel
  • Deadline date: will not be reviewed after this date
  • Window: period in which proposals will be accepted, with final date being a deadline

I treat all as deadlines!!

nsa due oct 7
NSA (due Oct 7)
  • Young Investigator:
    • $20,000 per year for two years
    • If $6,000/mo salary:
      • 2 mos salary, no student, no travel
      • 1.25 mos salary, 1 mos 50% RA, $4,000 travel
      • 1 mos salary, 1.5 mos 50% RA, $4,000 travel, $1,200 computer
  • Standard Grant:
    • $40,000 for one year
    • If $8,000/mo salary and $6,000/mo PD:
      • 1 mos salary, 1.66 mos RA, $2000 equipment/supplies, $4,000 travel
      • 1 mos salary, 1 mos PD salary, 1 mos RA, $1,920 travel
  • Also funding for conferences, workshops, REUs
simons collaboration jan 22
Simons Collaboration (Jan 22)
  • Purpose: increase collaborative contacts
  • Eligibility: tenured, tenure track, professor emeritus; active research/publications; cannot hold grant of over $3,000/yr that allows travel; no citizenship requirements
  • Funding: $7,000 per year for 5 years
    • $5,000 for PI: travel, computers, computer support, supplies, books
    • $1,000 for department: “enhance research atmosphere”;
    • $1,000 indirect costs
submitting
Submitting
  • Most submitted online
    • https://www.fastlane.nsf.gov/fastlane.jsp
    • www.grants.gov
    • http://pjm.math.berkeley.edu/nsa-ams/
    • https://proposalcentral.altum.com
    • Complete a week before agency deadline due to routing:
      • PI and department signatures
      • Sent to UIUC Grants and Contracts
      • Revisions/corrections
      • Submission to funding agency
got it
Got it!
  • Forward letter to Wendy
  • Adjusting the budget
    • Revise budget
    • Impact statement
    • Abstract (to NSF)
  • Review the agreement: reporting, citation in publications, foreign travel limitations
  • Fund set up
grant management
Grant management
  • Funded incrementally or all at once
  • Know policies for spending money:
    • See guidelines at http://www.math.illinois.edu/Businessoffice/
    • Questionable: books, computers, supplies
    • Plan ahead: foreign travel (NSA; US Carriers)
    • Unallowable: your own meal when eating with a visitor
    • Ask for help in advance:
      • We pay for flights, conference registration, visitor flights, visitor hotels
      • Reimbursing foreign visitors
grant management cont d
Grant management, cont’d
  • Read your statements
  • Expenditure confirmations
  • Reporting
  • Rebudgeting
  • Extension requests
getting started internal grants
Getting started: Internal Grants
  • Campus Research Board
    • Eligible: full-time tenured and tenure track faculty; others may also be considered
    • Purpose:
      • Faculty focus
      • New initiatives/directions
      • Supports preliminary studies
      • Supplements other resources
    • Guidelines:
      • $30,000 limit (or $10,000 for pilot projects)
      • 5 page narrative
      • Budget and budget justification
      • Due October 2, January 22, February 26
campus research board cont d
Campus Research Board cont’d
  • Submission process:
    • Submit online
    • See Research Board RA rates on Math website
    • No department review needed
  • Review process:
    • 2 Campus Research Board members plus 3 peers review application
    • Look at quality and importance of research; probable impact on field; value to applicant’s development; quality and productivity of applicant; budget appropriateness
  • Once awarded:
    • Business office notified
    • Account set up
scholars travel
Scholars’ Travel
  • Eligible: full-time tenured or tenure-track faculty, full-time lecturers
  • Purpose:
    • Support for conferences where you will present
  • Guidelines:
    • 1 trip per fiscal year: full/associate professors, lecturers (may be foreign or domestic)
    • 2 trips per fiscal year: assistant professors (one foreign, or both domestic)
    • CAN have an external grant
    • Must plan in advance
    • Amounts are predetermined: $350-$1,050 domestic; $850-$1,950 international
scholars travel cont d
Scholars’ Travel cont’d
  • Due dates:
    • Oct 3, Nov 6, Dec 4, Jan 8, Feb 5, Mar 5, Apr 2, May 7, Jun 4
  • Submission process:
    • Application is online
    • No department copy needed
  • Once awarded:
    • Bring notice along with receipts for reimbursement
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