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Introduction to the Office of Sponsored Research March 26, 2013. Rasha Abed. Introduction. Rasha Abed, MBA, CRA Associate Director of Sponsored Research Office of Sponsored and Undergraduate Research. Brief Agenda. Overview of Office of Sponsored Research Proposal Submission Procedures

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Rasha Abed, MBA, CRA

Associate Director of Sponsored Research

Office of Sponsored and Undergraduate Research

brief agenda
Brief Agenda
  • Overview of Office of Sponsored Research
  • Proposal Submission Procedures
  • Proposal Components
  • Helpful Tips
  • Direct & Indirect Costs
  • Overview of Governmental Grantseeking
  • Online and Print Resources
  • Questions?
office of sponsored research
Office of Sponsored Research

The Office of Sponsored Research at Valparaiso University assists the campus community in identifying and acquiring funding from outside sources for research, instructional, and public service programs.

services include
Services include…
  • Funding Opportunity Searches
  • Narrative Development
  • Budget Development
  • Resubmissions
  • Rebudgeting or Revising of Current Awards
grant administration
Grant Administration

The office also oversees administration of all sponsored projects, grants, contracts, and other agreements from government agencies, private industry, and non-profit funding agencies.

what is a sponsored project
What is a Sponsored Project?

A sponsored project is generally defined as any externally funded research or scholarly activity that has a defined scope of work or set of objectives, which provides a basis for sponsor expectations. Examples include projects that are:

  • Research
  • Demonstration
  • Professional development
  • Instruction, Training, Curriculum Development
  • Community and Public service
  • Other scholarly activity involving funds, materials, other forms of compensation, or exchanges of in-kind efforts under awards or agreements.
some clues
Some Clues…..
  • The proposal is submitted in response to an RFP (request for proposals) or similar solicitation.
  • The proposal commits the University to a specific line of scholarly or scientific inquiry typically documented in a statement of work to be performed.
  • The proposal includes a set of objectives which provides a basis for sponsor expectations.
  • The proposal commits University resources, such as the level of personnel effort or use of equipment, facilities, or other resources.
more clues
More Clues…
  • The proposal includes a detailed budget.
  • The proposed project involves the use of human subjects, laboratory animals, radioactive or hazardous materials, recombinant DNA, carcinogens, pathogens, or proprietary materials.
  • There is a written agreement for a commitment of resources between a sponsor (person, corporation, foundation, or government agency) and the university.
proposal submission procedures
Proposal Submission Procedures
  • Sufficient time is needed for the Office of Sponsored Research to process proposed project.
  • Notify OSR at least 10 working days before the submission deadline but as soon as possible is best.
  • Draft proposal with final budget must be routed for internal approval along with Grant Proposal Approval Form, no later than five business days prior to the due date.
  • Allow for review of the completed proposal package and sufficient time to complete a successful, error-free submission.
  • Proposals must be submitted correctly and completely by deadline.
osr policies
OSR Policies
  • Sponsored Research Policy for Proposal Submission Deadlines
  • Grant Proposal Activity Form (GPAF)
  • Policy on Conflicts of Interest in Sponsored Projects
  • Conflict of Interest Disclosure Statement Form (DSF)
  • Prior Approval Form

Proposal Submission Process

At Least 5 Business Days Before Deadline

proposal components
Proposal Components
  • Letter of Intent
  • Abstract
  • Project Summary
  • Proposal Narrative
  • Organizational Background
  • Biographical Sketch or CV
  • References
  • Facilities & Other Resources
  • Timeline
  • Evaluation and/or Sustainability
  • Budget & Justification
sub awards
Sub Awards
  • Budget
  • Budget Justification
  • Summary of Work
  • Letter of Commitment
helpful tips
Helpful Tips
  • Explore the feasibility of your ideas/programs with colleagues and fit with organizational and funding agency mission and strategic plan
  • Research possible funding sources and become familiar with them (application cycles, deadlines, and requirements)
  • Research prior awards or funded programs
    • Contact prior/current awardees
  • Review proposal development guides on agency websites
  • Allow sufficient time to prepare your proposal and budget
  • Ensure that there is a logical flow from start to finish of your project plan
  • Allow ample time to get internal approval, particularly for any commitment of organizational resources of any kind
  • Strictly follow the application guidelines
  • Use internal and external readers
  • Contact program officer with questions
  • Proofread, proofread, and proofread!
direct costs
Direct Costs
  • Direct costs are those costs that can be identified specifically with a particular sponsored project, an instructional activity, or any other institutional activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy.
  • Costs incurred for the same purpose in like circumstances must be treated consistently as either direct or F&A costs.
      • Travel
      • Project Supplies
      • Equipment
      • Personnel Wages
f a indirect costs an explanation
F&A, Indirect Costs: An Explanation
  • F&A (Facilities & Administrative) or "Indirect" costs are federally negotiated rates.
  • F&A costs are those that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, an instructional activity, or any other institutional activity.  
      • Utilities
      • Space
      • Office Administration
      • Library Services
overview of governmental grantseeking
Overview of Governmental Grantseeking
  • Federal Agencies include ED, NSF, DHHS, USAID, HUD, IMLS, NEH, NEA, SBA
      • Federal agency funding has dropped because of the recession. The sequestration will also reduce all agency budgets for the current and future fiscal years.
      • Most sponsored project funding at universities and colleges is funded by the federal government.
      • Grant categories include community development, arts, employment and training, health, housing, law, justice and legal services.
      • There are more than 1,000 grant programs offered by 26 federal grant-making agencies.
      • provides information about government spending online. ($536 B in FY12 on Grants)
vu online resources
VU Online Resources

vu online resources1
VU Online Resources

s ome o nline resources
Some Online Resources
  • Foundation Center Directory-Free within the Christopher Center Library and Information
  • The Grantsmanship Center-
  • GuideStar-
  • SPIN—Paid Subscription service –
  • COS Pivot-Paid Subscription service-
grantseeking courses and other resources
Grantseeking Courses and Other Resources
  • IU Center on Philanthropy-The Fund Raising School
  • Foundation Center resources
    • Grant notifications
    • Online tutorials
    • CCLIR online and print resources
foundation center
Foundation Center

Foundation Directory Online Professional provides subscribers with access to four databases. Included is a database of the entire universe of over 100,000 foundations, corporate giving programs, and grantmaking public charities in the U.S.; a database of nearly 4,000 sponsoring companies, offering a quick pathway to corporate funders; a database of over 2.2 million recently awarded grants; and a keyword-searchable database of over 700,000 recently filed IRS Forms 990 and 990-PF.

international funding sources
International Funding Sources
  • Corporate websites
  • Chamber of Commerce offices in major cities abroad
  • European Foundation Centre (
  • Grantmakers without Borders
  • Philanthropy News Digest, Foundation Center international philanthropy resources
some print resources
Some print resources
  • Larissa Golden Brown and Martin John Brown,  Demystifying Grant Seeking: What You REALLY Need to Do to Get Grants (San Francisco, 2001).
  • Beverly A. Browning, Grant Writing for Dummies (Hoboken, N.J., 2001).
  • Susan L. Golden, Secrets of Successful Grantsmanship: A Guerrilla Guide to Raising Money (New York, 1997).
  • Grantsmanship Center, Program Planning and Proposal Writing (Los Angeles, 1981).
  • Cheryl Carter New and James Aaron Quick, Grantseeker's Toolkit: A Comprehensive Guide to Finding Funding (New York, 1998).
  • Deborah Porter, Successful School Grants: Fulfilling the Promise of School Improvement (Pittsburg, Tex., 2003).
  • Carlson, Mim, Winning Grants, Step by Step, Third Edition,developed by The Alliance for Nonprofit Management

Rasha Abed, MBA, CRA

Associate Director of Sponsored Research

Office of Sponsored and Undergraduate ResearchValparaiso University

Arts and Sciences Building 212