The Administrative Side of Writing Winning Proposals and How ORSP Can Help

Brown Bag Series, Fall 2006Alexia Lewis,

Assistant DirectorPre-Award Services

620-2455

ORSP: Who We Are & What We Do Office of Research & Sponsored Programs

Pre-Award Services Funding opportunity identification Networking and teambuilding Proposal and budget development Award negotiation Preparation/review of subcontracts and modifications

Research Compliance Coordination of research protocols for review by IRB, IACUC,

and IBC Intellectual Property Management and Marketing

ORSP: Who We Are & What We Do

Post-Award Services Project management assistance Monitoring compliance with funding agency terms

and conditions and university regulationsAccounting Services

Account establishment Invoicing and financial reporting Project close-out and account reconciliation Technical assistance in interpreting rules and

regulations Also applies to subcontracts once fully executed

What ORSP Needs To Review Proposals for Sponsored Programs

Research Service Instruction

Characteristics of Sponsored Programs Detailed scope of work involving a product or service Line-item budget Financial reporting requirements Stated period of performance Disposition of tangible or intangible properties Examples: federal or state government grants, corporate or

private industry research contracts, awards from local or non-profit agencies, any subcontracts, awards, or agreements

What ORSP Needs To Review

White/Concept Papers when: Binding dollar figure/itemized budget is

required Institutional commitments are made

Time Resources

We can review any upon request Requests for modifications when

appropriate

Why ORSP Needs to Review University Policy:

All proposals must be reviewed and approved by appropriate university officials prior to submission

Principal Investigator Department Chairperson College Dean Center Director, if applicable Vice President, if non-academic unit ORSP

Only the President of the university or the Director of ORSP can give final approval for submission

ORSP acts as President / delegated authority

The Life Cycle of A Grant Match idea with funding opportunity Project development / networking Proposal development & submission Award negotiation & acceptance Account set-up / Accounting Project performance / Project modifications Final reports/deliverables, project/ account

close-out Record Retention

ORSP Services

Funding opportunities Pre-AwardPersonalized funding searches Registration in GENIUS/SPIN/SMARTS

GENIUS – faculty profiles SPIN – current funding opportunities SMARTS – email notifications

Dissemination of incoming opportunities

ORSP Services

Project development Pre-AwardCollaborations

Invite faculty to collaborate in specific RFPs Schedule / Facilitate discussions Provide forum for meeting those in other

disciplines UNF encourages faculty and staff to collaborate with

their colleagues in other disciplines and at other institutions.

ORSP Services

Proposal development Pre-Award Review of RFP / RFA / PA / Solicitation

Set timeline Discuss delegation of sections of proposal Provide guidance on what should be included in informal

proposal to sponsor when no guidelines Review of technical portions of proposal

Ensure responsiveness to RFP Clarity – scope of work clearly stated Feedback and editing assistance

ORSP Services

Helpful guides The Art of Granstmanship by Jacob Kraicer

http://www.utoronto.ca/cip/sa_ArtGt.pdf Guide for Writing a Funding Proposal by S. Joseph

Levine, Ph.D., Michigan State University http://www.learnerassociates.net/proposal/

NIH/NIAID’s All About Grants Tutorials http://www.niaid.nih.gov/ncn/grants/default.htm

NSF’s A Guide for Proposal Writing http://www.nsf.gov/pubs/2004/nsf04016/nsf04016.pdf

ORSP Services

Proposal developmentContacts with

Third parties: ensure appropriate consultant or subcontract commitments in place

Funding agenciesResource

Provide guidance Seek input from previously successful PI’s

ORSP Services

Proposal development Budget

Review of scope of work to assess project needs Reasonableness / allowability of budget

Funds requested cover costs of project Cost-sharing CAS

Consistency in rates Accuracy

ORSP Services

Proposal submission Pre-Award Obtain university level approvals

Ensure compliance with applicable policies, regulations, statutes

Submission Copying & mailing or uploading Registration of PI’s in electronic systems

Additional agency requests for information or revision

ORSP Services

Award negotiation & acceptance Pre-AwardReview of awards / contractsNegotiation of terms & conditionsObtain signatures / accept awards

ORSP Services

Related Pre-Award ServicesPrepares / negotiates all incoming and

outgoing subcontractsRequests / accepts modifications

IRB / IACUC / IBC ComplianceBoard must determine if projects are exempt

ORSP Services Account set-up

Transition step Pre-Award initiates request Post-Award establishes account

Preliminary accounts Project performance

Pre-/Post-Award Liaison between agency and PI Resource for questions

ORSP Services Post-Award Services

Invoicing / accounting Effort reporting / grant related personnel assignments Approval of grant related expenditures Final reports / deliverables

Technical = PI Financial = ORSP

Account close-out ORSP is federal repository for record retention

Most Important Thing To Remember?

As soon as you are interested in pursuing sponsored research funding,

contact ORSP.

Who to Contact at the Office of Research and Sponsored Programs

The Office of Research and Sponsored Programs (ORSP) team is available to assist University faculty and staff engaged in the grants/contracts process.

Dawn M. BoatmanDirector of Research Programs and Services

Nicole SayersCoordinator of

Research Compliance

Rosalyn GilbertExecutive Secretary

Alexia LewisAssistant Director

Pre-Award Services

Chantel CummingsCoordinator of Grants

Information Management

Renee RossiCoordinator, Proposal & Contract Development

Cheresa HamiltonAssistant Director

Post-Award Services

Lashawn Harris Coordinator of

Accounting

Angela GibsonCoordinator of Accounting

Sandy WirthCoordinator of Grant

and Contract Management

Sonja AveryCoordinator, Proposal & Contract

Development

Ready To Get Started?

Stop in Building 3, Room 2500 Call 620-2445 Visit the Web site

http://www.unf.edu/dept/research E-mail ORSP

alexia.lewis@unf.edu