Office of Grants and Sponsored Programs Faculty Orientation

1. Office of Grants and Sponsored Programs Faculty Orientation

2. Office of Grants and Sponsored Programs (OGSP) Louann D’Angelo, Director of Grants and Sponsored Programs, ext. 5622, ldangelo@westfield.ma.edu Robin Parsons, Research Assistant, ext. 8199, rparsons@westfield.ma.edu OGSP Staffing

3. Office of Grants and Sponsored Programs OGSP serves as a campus resource for all external institutional funding and as a central repository for funding documentation. OGSP researches funders, reviews proposals narratives and budgets, and provides post-award oversight (i.e. reports and time and effort) OGSP provides “one stop shopping” (for both public and private funders). OGSP provides support services for faculty, librarians, and staff seeking external funding. Introduction

4. OGSP seeks to increase the quantity and quality of grant applications made on behalf of the University. OGSP is committed to assisting and supporting faculty, librarians, and staff to secure grants which further the mission of the University. OGSP hopes to make the grant process easy, accessible and more successful than ever! OGSP Goals

5. OGSP disseminates information on grant opportunities to faculty, librarians, and staff. Everyone will have access to SPIN and Foundation Search (funding databases). OGSP assists Principal Investigators (PI’s) with funding opportunities, reviewing proposals, and developing budgets. OGSP helps monitor budgets, sub-contracts, progress and final financial reports. OGSP assists PI’s with post-award responsibilities. How we reach our goalS

6. OGSP communicates with Academic Affairs, Finance and Administration and the principal investigators. OGSP helps to monitor compliance with University and funder requirements. OGSP offers presentations to faculty and staff on: Proposal writing Grants management Researching grant opportunities Budget development How we reach ouRgoals

7. Why apply for external grants? In this economy, diminishing institutional resources affect the teaching and learning experience. There is a desire to increase the University’s prestige while: Decreasingdraw on endowment Creating alternate source for institutional stipends Freeing individual giving for specific programs There is a need to adequately fund the University’s capital plan renewal. The need for external funding

8. Who benefits from external grants? Faculty, librarians and staff Students University and community Benefits for securing external funding

9. Research support is available through: Federal programs and agencies Private foundations Corporate foundations The Opportunity for funding

10. How do you get external funding for your project? It is important to match your project with the funder’s guidelines: Geographic focus Purpose and activities Types of support Previous funding Application process Researching the funders

11. How do you get external funding for your project? Grant research can be done collaboratively with, or independent of OGSP. Here are some examples of on-line sources: SPIN: http://www.infoed.org/new_spin/spinmain.asp Foundation Search www.foundationsearch.com Grants.gov http://www.grants.gov/ Researching the funders

12. Letter of intent (if required) Narrative Budget Budget justification Conclusion Attachments (not always required) Form 990 University financials Vitae Letters of support Elements of a proposal

13. How do I submit a proposal? These forms are NOW required to be submitted with all proposals for external funding: Proposal Summary (PROSUM) Internal Budget Form Conflict of Interest Form Matching Funds Form (if required) University forms

14. How do I prepare a budget? The budget should show what funds are needed to carry out the proposed project. The budgeting process usually takes place between OGSP and the Principal Investigator. Developing a budget often takes longer and requires more thought than anticipated. Time spent during the proposal stage saves a lot of time and energy down the road! budget

15. How do I prepare a budget? Know the funder’s guidelines and allowable expenses. Budget should reflect the narrative and projected time and effort. budget

16. How do I prepare a budget? Explain the need for items listed in the budget Establish: The need for the item and its associated cost For personnel include job responsibilities for each individual How much of the item is required proportional to the project: Salary/material escalation Budget justification

17. How do I prepare a budget? The budget justification is often what review panels and administrative officials at funding agencies use to determine level of funding for an otherwise meritorious proposal. Budget justification

18. What’s the timeline for proposal submission? The PI’s and Department Chair’s work should be done two weeks prior to a deadline. This allows for the signature process, editing the narrative, adjusting budgets, compiling attachments and copies, etc. Plan on three to five days in OGSP and a similar period in offices of the Dean of Faculty and the Vice President of Academic Affairs. Timeline

19. What’s the timeline for proposal submission? Some funders encourage proposals well ahead of due date. Try to avoid last-minute submissions. Timeline

20. What happens after I am awarded? This is a very important, but often overlooked stage of grants management. It could affect future grants from the funder. It’s just as important to meet the reporting deadlines as it is to meet the submission deadlines. Post-award: reporting to funders

21. What happens after I am awarded? Reports are a part of contract compliance (as are annual audits). Send all reports to OGSP prior to submission (both private and public) for review and so OGSP obtain copies in its role as a central records repository. Post-award: reporting to funders

22. What happens after I am awarded? Time and Effort Reports Budget Revisions Audit Post-award requirements

23. What happens if my proposal is not awarded? Obtain readers review (including scores, comments, numerical ranking). Focus on low scores, areas of weakness Note comments common to multiple reviews Contact the program officer when possible to discuss strengths, weaknesses, recommendations for future submission. If your proposal is not awarded

24. What happens if my proposal is not awarded? Review successful proposals to the funder. Consider other potential funders. Review and re-submit (if possible). If your proposal is not awarded

25. There is funding available. External funding is a great opportunity for all constituencies For faculty, librarians, staff and students, And enhances University pride on campus, in the community and by alumni. The Office of Grants and Sponsored Programs is here to help! conclusion

26. Questions?