Lunch & Learn Workshop series: Introduction to Sponsored Programs Regina Maldve, PH.D

1. Lunch & Learn Workshop series: Introduction to Sponsored Programs Regina Maldve, PH.D February 7, 2013

2. INTRODUCTION TO SPONSORED PROGRAMS • This workshop will introduce participants to the services and resources offered by the Office of Sponsored Programs. • This session will provide an overview of sponsor-funded grant programs, the proposal application process, and university policies and procedures.

3. OFFICE OF SPONSORED PROGRAMS AND RESEARCH Director Regina Maldve, Ph.D. maldvere@longwood.edu Ext. 2986 Grants Specialist Laura Snead, M.B.A. ’12 sneadlm@longwood.edu Ext. 2987 Office of Sponsored Programs

4. WHERE WE CAN BE FOUND Barlow Hall (above the Registrar’s Office)

5. WORKSHOP OVERVIEW • What are Sponsored Programs? • What is a proposal? • How do I apply for a grant? • What do I do if I get a grant?

6. WHAT ARE SPONSORED PROGRAMS? • External/Outside Funding • Gift versus Grant? • What are they used for? • Any activity performed at the University • Instruction, public service, research, co-curricular, etc.

7. WHO ARE THE SPONSORS? Government • Federal, State, or Local Non-Profit Organizations • Foundations Business & Industry • Corporations Individuals

8. WHY DO THEY GIVE? Grant sponsors are motivated to “give away’ money by their desire to make a difference. • Social issues/problems • Injustices • Inequities In essence, they see a gap between what is and what ought to be. Grant makers exist because gaps exists. Their goal is to close the gaps.

9. WHY DO THEY GIVE? Federal Government • Tax Dollars • Congressional authorizations • Support for programs of national or universal significance • Education, health and welfare, engineering, the arts, national security • Programs and projects to benefit people and communities (pass-thru to State and Local Gov’t) • 26 federal agencies • 1,000 grant programs annually • Activities, criteria, levels of support vary by agency or institution In 2011, the federal government distributed more than $606 billion in grants to state and local governments.

10. WHY DO THEY GIVE? Foundations • Greater programmatic discretion • Shareholders • Board Members • 5% Rule – Required to donate 5% assets annually to maintain tax-exempt status • “Needs-based” giving – focus on poor, disadvantaged, arts & culture • Outcome, results align with organizational goals or mission

11. WHAT IS A PROPOSAL? A proposal is a request for funding submitted to an external sponsor asking for support for a defined activity. • Types of funding announcements • PA - Program Announcement • RFA - Request for Applications • RFP - Request for Proposals • RFQ - Request for Quotation • RFB - Request for Bid • BAA - Broad Agency Announcement

12. TYPES OF AGREEMENTS • GrantA grant is used to support a particular project conceived and proposed by the principal investigator, with minimal involvement and control by the sponsor. Grants generally contain fewer administrative requirements than other funding instruments such as contracts. Idea originates with recipient. • Cooperative AgreementA cooperative agreement is a type of federal award that provides assistance to a particular project with substantial federal involvement throughout the life of the project. Idea MAY originate with recipient. • ContractA sponsor issues a contract to procure goods or services for their direct benefit. Goods or services to be procured are specifically defined in the request for proposals inviting bids or quotes. Many contracts provide for substantial sponsor involvement in the performance of the contracted activity. Contracts tend to be governed by fairly restrictive administrative requirements. Idea generally originates with sponsor (federal) or recipient (industry) or both.

13. WHAT IS A PRINCIPAL INVESTIGATOR? The PI is the primary individual, or project director, who is responsible for carrying out the funded project. • Responsibilities of PI: • Writes the proposal or grant application • Day-to day technical and administrative duties of project • Fiscal oversight • Prepares reports

14. WHO HANDLES WHAT? • GCFA is a department within the Office of the Vice President for Administration and Finance • Creates fund account • Prepares invoices • Financial reporting • Collects and monitors personal activity reports (effort) • Cost Matching/Sharing approval and reporting • Principal contact point for agency audits and reviews OSP Mission, Roles and Responsibilities • Encourage and facilitate faculty and staff’s efforts to obtain sponsored funding • Provide pre-award support • Broaden awareness of Longwood research and creative talents • Nurture collaborative and interdisciplinary projects and activities • Reports to the Provost and Vice President for Academic Affairs • Director • Grants Specialist • Institutional approval of proposals • Responsible for negotiating and accepting extramural awards in support of LU mission • Liaison with external sponsors • OCFR is a division of University Advancement. • Solicits funding from private individuals, foundations and corporations with the potential to make significant gifts to the University. • Assists with private foundation proposal submissions. Office of Sponsored Programs (OSP) Grant and Contract Financial Administration (GCFA) Office of Corporate and Foundation Relations (OCFR) Pre-Award Post-Award Gifts

15. WHAT’S IN IT FOR ME? For University: • Institutional reputation • Business and Community partnerships • Interdisciplinary opportunities • Collaborations • Instructional/curriculum innovations For Faculty/Staff: • Professional/career development • Increases awareness for current trends, innovative programs and creative solutions • Peer-review • Freedom, flexibility, and resources to pursue new ideas or programs • Travel to meetings/conferences • Summer salary support • Equipment/supplies For Students: • Beneficial to students • Undergraduate research • Stipends/scholarships • Shortens time to degree • Experiential learning opportunities

16. WILL OSP WRITE THE PROPOSAL FOR ME? No, but we provide a variety of services to assist faculty with the development and submission of quality proposals and competitive applications. Office of Sponsored Programs

17. SERVICES AND SUPPORT OF OSP • Identify potential collaborators • Application process • Online registration • Internal approval form • Letter of intent • Electronic submission • Pre-Award Services • Targeted funding searches • Review and editorial assistance • Assistance with forms and budget • Subgrant and subcontract development • Consulting agreements

18. HOW DO I APPLY FOR A GRANT? All proposals for sponsored projects must follow certain proposal approval guidelines. Approval Process • Aligns with mission, goals of institution, department, programs, etc. • Confirms commitment for resources, funds, time • Sign-off Sheet/Internal Routing Form

19. INTERNAL ROUTING • The Internal Routing Form or Proposal Sign-off Sheet is used to document the University’s official approval of the plans and commitments contained in the grant proposal. • Captures two written assurances required of proposal directors on many Federal awards • Conflict of interest certification • Assurance on truth and accuracy • Completion required for all external sponsors • Required for OSP to review and submit application

20. COMPLIANCE WHO MAKES THE RULES? • Office of Management and Budget (OMB) • Circular A-21 Cost Principals • Internal Revenue Service (IRS) • Agency Policies and Award-Specific Conditions • Longwood University • State of Virginia

21. SUMMARY The Office of Sponsored Programs is here to serve you. Comments, Criticisms, Suggestions?

22. Thank You! Office of Sponsored Programs

23. FUTURE WORKSHOPS • February 21 Sponsored Programs Basics: Finding Funding Where to look, How to look, and What to look for. • March 7 Grant Basics: Proposal Development Part I Reading and understanding the RFP, requirements, evaluation and review criteria. • March 21 Grant Basics: Proposal Development Part II Basic grant components and strategies for developing a competitive application. • Super Saturday Series Feb. 9, March 9, April 13