The Basics : An introduction to the grant writing process at USF

1. The Basics: An introduction to the grant writing process at USF

2. Research OfficeOur Vision The Research Office at the University of South Florida envisions a dynamic, innovative, and diversified environment that will promote and support the research and creative scholarship activities of faculty, staff, and students. Our Divisions • Sponsored Research • Research Resources • Technology Development • USF Research Foundation • Patents & Licensing • Research Compliance • Comparative Medicine

3. The Grants Cycle DSR PI Idea Funding Search Agency Agency Review Close Out & Audit PI & DSR Proposal Creation PI or DSR PI & DSR DSR Budget Creation Routing & Approval Agency Submission PI & DSR DSR & RFM Setting up Award Award Negotiation RFM

4. RPS Funding Search Finding Funding • SOURCES(http://www.research.usf.edu/sources/ ) • Posted Bi-Weekly by Pre-Award Staff on the web • Highlights Funding Announcements • Organized by Discipline • Community of Science(http://www.cos.com) • Government (Local & Federal) • Corporations • Global • IRIS(http://carousel.lis.uiuc.edu/~iris/search.html) • Government (Local & Federal) • Corporations

5. SOURCES An official on-line publication of the University of South Florida's Pre-Award, published biweekly to inform faculty, staff, and students of potential sources of funding for research and training, application deadlines, and pertinent policies and regulations http://www.research.usf.edu/sources/

6. PI & DSR Proposal Creation Resources for Writing • Visit our Grant Writing (Virtual) Office http://divisions.research.usf.edu/index.php?/writing/index/ • Grant Application Writer’s Handbook By Liane Reif-Lehrer ISBN 0-86720-874-0 • National Institutes of Health ( http://crisp.cit.nih.gov/ ) • CRISP database: examples of Funded Research • United States Patent and Trademark Office (http://www.uspto.gov/patft/index.html) • Examples of abstracts

7. Do Your Homework  • Research the funder's ….. • grant-making philosophy • program interests • criteria • Follow their application process carefully….. • When is the deadline? • What is their preferred method of initial contact? • Is there a page limit? • Is there a mandatory font size or type? • Include a cover letter (If applicable): • Introduce your organization or use USF’s General Information Blurb (http://www.research.usf.edu/vpfr/gib.htm) • Outline the link between your proposal and the funder’s interest. • One paragraph of the cover letter should provide a brief summary of your project.

8. It should be brief: No longer than twoor three paragraphs It is often helpful to prepare the summary after the proposal has been developed. This makes it easier to include all the key points necessary to communicate the objectives of the project. Statement of Objectives Methods to be employed Significance of the proposed activity to the advancement of knowledge The summary document becomes the foundation of the proposal. The first impression it gives will be critical to the success of the venture. It very possibly could be the only part of the package that is carefully reviewed before the decision is made to consider the project further. 1. Cover Page or Project Summary Typical Proposal Components

9. Specific Aims Describe what you intend to do Background and Significance: State what has already been done in the field Identify gaps project is intended to fill State importance of research Preliminary Studies: Identify what you have already done on this project List publications/manuscripts submitted or accepted for publication Research Design and Methods Summarize specific aims Describe research design for each aim Describe and/or reference methods Identify relationship of Specific Aims to each other and to overall objective 2. Project Description Typical Proposal Components

10. Personnel Salaries Fringe Benefits Equipment Provide quotes Include service contracts & shipping Travel Domestic Foreign Participant Support Costs (unique to an NSF grant only) Stipends Travel Subsistence (living expenses) Other Consultant Services Daily compensation rate (check guidelines to see if there is a cap) Subcontracts Collaborator(s) Budget & Justification Cost Sharing/Matching College/Campus/Unit matches with like item or in-kind Indirect Costs Indirect Cost rates apply to a Modified Total Direct Cost (MDTC) base. MDTC consists of all salaries and wages, fringe benefits, materials and supplies, services, travel and the first $25,000 of each sub-grant and sub-contract PI & DSR Budget Creation 3. Budget Typical Proposal Components HINT: Develop the budget AFTER you plan the project

11. Definition of Cost Sharing….. In general, cost sharing is the portion of allowable costs contributed to the project that are not paid for by the sponsor Cost sharing can be mandatory or voluntary Mandatory - Required by the sponsor and must be included in the proposal. Voluntary - Resources offered, which were not required for proposal consideration In either case (voluntary or mandatory), once the sponsor awards the project, the cost sharing proposed is now considered a committed cost sharing Cost Sharing/Matching

12. Cost Sharing/Matching • Cost sharing can be met with cash and/or third party contributions if : • Allowable under the sponsor agreement • Costs have not been reported as cost sharing on another project • Adequately documented in your records • Necessary and reasonable for the completion of project • Complies with other grantor provisions • Provided for in award budget, AND • Un-recovered indirect costs (the difference between the University’s allowable F&A and the F&A rate paid by the sponsor) may be included as part of cost sharing or matching only with prior approval of the awarding agency

13. Direct Costs “…those costs that can be identified specifically with a particular sponsored project…” Examples: Salaries Principal Investigator, Research and Technical Personnel Supplies Lab supplies, project specific software or photocopies Equipment Technical and Scientific Telephone Charges Long Distance Charges Indirect Costs “…those that are incurred for common or joint objectives [of the University] and, therefore, cannot be identified specifically with a particular sponsored project..” Examples: Salaries Clerical and Administrative Personnel Supplies General purpose supplies (pens, paper, photocopies, printer cartridges) Subscriptions Institutional and Individual Memberships Equipment General purpose equipment (computer, calculator, furniture, file cabinets, fax machine) Telephone Charges Basic Monthly Service Installation Maintenance Direct Costs vs. Indirect Costs

14. Personnel Dr. John Smith, Principal Investigator (salary & fringe: $80,000) Dr. Smith has planned this project…. Consultant Costs Dr. Mile, consultant, is nationally known in____ and is an expert in ____. Equipment Most of the necessary equipment is available through my department. However,…. Supplies Animals Chemicals Glassware, etc. Travel It will be necessary to go to ____ in order to obtain the data needed. Caution: International Travel is difficult to justify Other Expenses Publication costs Subcontract Budget for subsequent years Each category is increased by __% during years 2 and 3 “Other Expenses” increases by $____ in year 3 for ____ 4. Budget Justification Typical Proposal Components Provides an explanation of how the figures cited in the budget were calculated

15. 5. Facilities, Equipment & Other Typical Proposal Components • Facilities • Describe only facilities that will be utilized while conducting the research proposed • Equipment • Identify major items of equipment and the extent that it will be available to you to use while conducting the proposed research • Other • Include resources available to you that enhance your ability to do research such as seminars, library facilities, and access to relevant colleagues

16. Curriculum Vitae: a summary of a person’s education, skills, publications, and professional activities, used when applying for an academic position. Biographical Sketch: information about the background and accomplishments of each key personnel on a project. Information usually includes education (through postdoctoral training), research and professional experience (previous employment), honors, memberships in federal government public advisory committees, and publications. Résumé: a summary of education and work experience. A résumé is typically used by people in all professions except academia and medicine. 6. Curriculum Vitae, Biographical Sketch, or Resume Typical Proposal Components

17. 7. Current and Pending Support Typical Proposal Components • All current project support from any source (e.g. Federal, State, local or foreign government agencies, public or private foundations, industrial or other commercial organizations) must be listed. • Similar information must be provided for all pending support forall proposals already submitted or submitted concurrently to other possible sponsors.

18. Are the research goals clear? Is the topic [or purpose(s)] appropriate for support by the granting agency? If in doubt, call the agency to ask. Is the study design good? Has the research been done by others and if so have you sited their work? Does the study design relate to the purpose of the project? Have you spelled out: How the data will be obtained? How the data will be interpreted? Staff, time, and budget? Have the investigators allocated enough time for the commitment? Is the overall presentation good? Have you accounted for the fact that your reviewers may not know of your previous work or reputation? Have you spelled out a specific plan of research? Administrative Detail Is the budget realistic? Have you completed the forms properly? Have you obtained the appropriate signatures? Has the Pre-Award reviewed the proposal? Was the application mailed before the deadline? General Checklist

19. PI or RPS Routing & Approval • The Principal Investigator (PI) obtains signatures on the Proposal Review & Certification Form (a.k.a. Internal Form) from: • Co-PI • Chairperson • Dean • Clinics/Affiliates, Pharmaceutical, or Director of Moffitt. Routing & Approval Sponsored Research obtains the Director’s signature Agency Submission

20. Proposal Review and Certification Form Page 1 of 2

21. Proposal Review and Certification Form Page 2 of 2

22. PI & DSR Agency Award Negotiation Agency Review Award Negotiation • Negotiates terms of award with sponsor (i.e. grant, contract, cooperative agreement). • Develops best and final offer. • Accepts award on behalf of University. • Establishes a grant account. • Approves overload and dual compensation. Prepares notice of award and budget release form for Principal Investigator. Enters award information into the Pre-Award database. Submits to Finance & Accounting for entrance into state accounting system (SAMAS). DSR & C&G Setting up Award

23. Assisting in any necessary re-budgeting Noting any change of Principal Investigator Transferring grants Transferring grant equipment Extending the award Changing the scope of work Underwriting accounts Addressing conflicts of interest Monitoring compliances and assurances Awarding continuations Finding supplemental support Generating final reports Retaining records Managing audits Monitoring Awards

24. Research Financial Management • Functions of the Division include: • New account set-up • Internal and external grant and contract account monitoring • Cost sharing facilitation • Effort-reporting coordination • Billing notices • Financial report development and submission • Final account closeout • Sponsored Research Trust Fund reconciliation • Federal Facilities & Administrative Cost Study coordination DSR & RFM Setting up Award http://www.research.usf.edu/pa/

25. Guidelines: University of South Florida • Policies and Procedures (http://www.research.usf.edu/vpfr/rrpp.htm) • University-Wide Administrative Oversight (http://www.research.usf.edu/vpfr/uwao.htm) • Internal FundingAdministered by the VP of Research (http://www.research.usf.edu/vpfr/ifpa.htm)

26. Education / Training • Principal Investigator Empowerment (Overview of Roles and Responsibilities) • Lecture Series • Web Based Virtual Training • Workshops to Improve Your Funding Search Techniques • Community of Science • IRIS • Electronic Proposal Submissions • American Heart Association • Department of Defense • Department of Education • Department of Energy • Department of Justice • NSF FastLane • US Army Medical Research http://www.research.usf.edu/rr/training/

27. Research Proposal Services Web Page • Contacts (http://www.research.usf.edu/sr/oci.htm) • Who can help me ___? Who will accept my proposal in Pre-Award? • Pre-Award Fact Sheet (http://www.research.usf.edu/sr/dsrfs.htm) • Where do I find institutional data? What is the indirect cost rate for off-campus? How much should I budget for insurance? • Grant Forms (http://www.research.usf.edu/sr/dgf.htm) • How do I find the forms I need? What is a PHS 398 Form AA? • Funding (http://www.research.usf.edu/sr/sources/default.htm) • How do I find funding? What is SOURCES? What is COS? • Information & Program Services (http://www.research.usf.edu/sr/is.htm) • Are there books for reference? workshops? Teleconferences? • Internal Awards (http://www.research.usf.edu/sr/intprogs.htm) • Does the University offer any internal funding to faculty? • Training/Teleconferences (http://www.research.usf.edu/sr/trainingsched.htm) • How do other institutions handle conflicts of interest? Human subjects? Training? • Other Links (http://www.research.usf.edu/sr/links.htm) • How can I find a copy of the OMB circulars? How can I check NIH to see if I have received my award? http://www.research.usf.edu/sr/

28. Software Needs • Adobe Acrobat 5 or higher • Reader • Writer • Distiller • Word Processing Program • Word • WordPerfect • Internet Access • Microsoft Internet Explorer • Netscape Communicator • Mozilla FireFox

29. QUESTIONS?

30. Thank you, and good luck! Rebecca Puig, Director Research Resources (813) 974-5465