Grant preparation and management
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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


    Questions

    Questions?


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