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Managing a Small Sponsored Programs Office

Managing a Small Sponsored Programs Office. NCURA Region IV April 29, 2002. Managing a Small Sponsored Programs Office. Beth Seaton Director of Sponsored Projects Western Illinois University b-seaton@wiu.edu 309-298-1191. 12,000 students PUI Rural setting

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Managing a Small Sponsored Programs Office

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  1. Managing a Small SponsoredPrograms Office NCURA Region IV April 29, 2002

  2. Managing a Small Sponsored Programs Office Beth Seaton Director of Sponsored Projects Western Illinois University b-seaton@wiu.edu 309-298-1191

  3. 12,000 students PUI Rural setting Traditional residential campus Non-Ph.D. granting Teaching focussed Small Office of Sponsored Projects (OSP) $15 Million in funding 70% funding is in education Limited faculty expertise in grant-related activities Western Illinois University

  4. Western Illinois UniversityWhat are our challenges? • Providing our faculty with information • regulation and compliance issues • grant writing • role of our office • Finding, training, and keeping good staff members • Doing it all with limited resources

  5. OSP’s Role in Faculty Development • Educate campus about OSP • Give faculty basic tools to get started • Take fear out of proposal writing • Provide good PR for the OSP • Transfer our responsibility to their responsibility

  6. Faculty DevelopmentWhat We Do • Summer grant writing program • IRIS workshops • New faculty orientation • Developing competitive proposals workshops • IRB workshops and guest lectures • Sponsorship of faculty research seminars

  7. Summer grant writing workshop • Application and selection process • 8 weekly meetings with attendance required • Proposal submission expectation • Stipend provided in two increments • Staff presentations and guest speakers

  8. Summer grant writing workshopTopics covered • OSP mission, goals, and services offered • Dispelling grant myths • Generating ideas • Finding funding • funding search • signing up on IRIS • matching ideas to the sponsor’s interest

  9. Summer grant writing workshopTopics covered • Importance of agency contacts • when and how to call the program officer • mock agency calls • Responding to an RFP • stress the importance of reading the guidelines! • how to read in between the lines • importance of selection criteria when included in the RFP

  10. Parts of a proposal Abstract Introduction or Background Need/Problem Goals and Objectives Methodology Evaluation Dissemination Future Funding Budget Appendices Summer grant writing workshopTopics covered

  11. Summer grant writing workshopTopics covered • Writing and editing • The review process • Selection criteria • Revision and resubmission • Post award issues • Human and animal subjects

  12. IRIS Workshops • Held in a computer classroom • Sign up for the alert service • Faculty are in control of the notices they receive • Saves OSP time in the long run • Good PR for the office • Has resulted in grant funding we otherwise might not have obtained

  13. New Faculty Orientation • Meet the faculty when they first arrive • Stresses the importance of our office • Gives them a face and name • Lets them know about the process early • Keeps them out of trouble

  14. Developing Competitive Proposals Workshops • Summer program condensed in to two hours • Offered once or twice each semester • A good way to reach a broad audience • Once the workshop is prepared it can be repeated with very little effort • Be sure to serve food!

  15. IRBOSP Administers all IRB Functions • Offer workshops each semester • Offer to be guest lecturer for graduate methods courses (or others) • Education saves time in the long run • Once the workshop is prepared in can be repeated with very little effort

  16. Sponsorship of Faculty Research Seminars • Monthly faculty presentations • Coordinated with the Office of Faculty Development and the Colleges • Faculty can practice an upcoming presentation • Faculty can present research results • Great for encouraging interdisciplinary collaborations

  17. Staff Hiring • Trained, qualified staff are not available in our remote geographic area but we do have a lot of highly educated people looking for employment • Importance of screening at time of application • Consider testing or samples of written work

  18. Staff Training • Use NCURA, SRA and GRC materials • Include new staff members in meetings • Introduce new staff members around campus • Get the money to send them to meetings • Make sure they understand the “big picture”

  19. Staff Retention • Trained, qualified staff are not available in our remote geographic area but we do have a lot of highly educated people looking for employment • Be creative • Be flexible • Give them credit

  20. Doing it all with Limited Resources • Build alliances with Deans, Chairs, and other administrators • Importance of networking • Use of committees to do some of the work • Keep upper administration informed--be the “squeaky wheel” without being a complainer or an alarmist

  21. What are Your Challenges? • ERA • RCR • Budget • Staff • Time

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