overview of grants submission process warren calderone director, foundation, government and...
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Overview of Grants Submission Process
Warren CalderoneDirector, Foundation, Government and
Corporate Relations
Co-Director, Shepherd University Research Corporation (SURC)
External Funding Goals
• Faculty development• Student service• Student learning and research experience• Budget relief/new sources of funding• Student and faculty recruitment• University reputation and prestige
SURC Organization
President Suzanne Shipley, Atty. Alan Perdue, Deborah Judd
VPs Diane Melby and Christopher Ames
Co-Directors: Warren Calderone (Director, Foundation, Govt. and Corp. Relations) and Dr. Colleen Nolan (Dean, SNSM)
SURC Grant Roles
– Build a “grant seeking culture” at Shepherd: encourage faculty and staff to apply for external grant or contract support
– Serve as a sounding board for grant ideas and assist in getting those ideas, and eventual grant proposals, approved by executive staff
– Help faculty and staff find grant opportunities and assist with the preparation and submission of grant proposals, including budgets
– Assist the PI/PD, and the Finance office, in post-award activities (e.g., report submission tracking)
Tools
• Pre-Proposal Form and Concept Paper• Grant policies and procedures• SURC website• McAllister and Quinn resources• Proposal development and submission• Budget development/justification• Proposal review and approval
Timeline
Funding Announcement
Grant Due Date
Proposal Development
Internal Review: SURC and Executive Staff2 WEEKS PRIOR!
First Grant Writer
In the beginning: Concept
Two general tracks:
Idea Search for funders
RFP/FOA Align concept/idea
Concept Paper
• One to two page description of idea• Briefly explain:– Need– Objectives– Activities and timeframe– Personnel involved– Funding amount with any cost sharing– If applicable, grant criteria (e.g., NSF)
Funding Sources
Public and Private
• Public: Federal (grants.gov); State; local• Private: Corporate, family, and other
foundations (Foundation Center search engine: free access at library)
Exploring the Fit
–Organizational– mission, vision, values–Organizational readiness–Partner requirements–Competitive–Regulations or “strings attached”– Source of cash or in-kind match, if applicable–Eligibility: lead applicant or partner–Deadline(s)
Tapping I nto Talent: Volunteer Management
Foundation Finder Name:
State:
ZIP Code:
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Pre-proposal form
• “Early warning system”• Faculty or staff member describes a potential
project where external funding is needed• Alerts Administration to potential grant
submission and any support (e.g., matching funds, space, in-kind or other University commitments) that may be needed.
Pre-proposal form (cont.)
• Time-sensitive form: need as much advance notice as possible to secure approval from Executive Staff. Submit form at least 45 days before the grant due date.• Form is processed electronically• Executive approval of pre-proposal form is
no guarantee of final approval of proposal. The proposal still has to go through internal review and approval before submission.
Key Proposal Items
Needs Assessment or Problem Statement
Goals and Objectives
Plan of Action/Activities to Address Need
Program Evaluation or Outcomes Assessment
Proposal Development
Proposed Program • Be prescriptive about who you will serve,
what and how you will serve them, who will conduct activities, where and when activities will occur
• Establish a realistic timeline• Literature review to support project
Proposal DevelopmentSustainability•What will happen after the funding ends?•List matching funds, in-kind, revenue, etc.
Dissemination•How will you distribute results? Think usual (papers, posters, web, etc.) and innovative. •Funders like to be acknowledged!
Proposal Review and Processing--Federal
• Preliminary Review• Reviewers Selected• Peer Review Panel (ad
hoc, internal)• Program Officer
Recommendation• Division Director
Review• Business Review • Award Finalized
Post-Award
• Celebrate!• Budget negotiation sometimes involved• PI/institution sign grant award• Hold a post-award meeting with team:
key staff, Finance, and evaluator• Be cognizant of reporting dates
If you do not win
If you do not win
1. Don’t be discouraged. Success rates are low. Take a comprehensive approach to win.
2. Read the reviews carefully, if provided, and ask colleagues to do the same.
3. Discuss reviews with program officer.
4. Address reviews within resubmission.
MOUs
• Proposals where Shepherd is not the lead applicant or fiscal agent
• Partnering with another organization that has received a grant award
• Need to develop a memorandum of understanding (MOU) between Shepherd and that organization, describing exactly the obligations and responsibilities of all parties
• Developed by our legal counsel
Grant Myths
I don’t need to worry about the grant deadline
Grant Myths
I don’t need to be involved—we have a
grant writer
Grant Myths
• Cost sharing is not a problem•We don’t have to be that
careful about in-kind cost sharing—no one is going to check
Grant Myths
We don’t have to respond to everything in the RFP
Grant Myths
Fonts, margins, page limits, etc. are not that important
Who cares about a few typoes!
Grant Myths
•After we get the award, we’re on easy street• It doesn’t matter if I don’t
submit grant reports
Summary
• SURC is here to help• The earlier you start the process,
the better: allow sufficient time for executive staff review and approval
