1 / 33

INTRODUCTION TO SPONSORED PROJECTS

INTRODUCTION TO SPONSORED PROJECTS. FINDING THEM. WINNING THEM. SURVIVING THEM. GETTING THEM AGAIN. Pamela A. Webb Sr. Director, Office of Sponsored Research (650) 724-6613 or pwebb@stanford.edu. Agenda .

nantai
Download Presentation

INTRODUCTION TO SPONSORED PROJECTS

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. INTRODUCTION TO SPONSORED PROJECTS FINDING THEM WINNING THEM SURVIVING THEM GETTING THEM AGAIN Pamela A. Webb Sr. Director, Office of Sponsored Research (650) 724-6613 or pwebb@stanford.edu

  2. Agenda • What are the various funding sources (industrial, govt agencies, etc)? • What is the general process of getting funding? • Timeline for RFP, writing, internal review, external review, award, • How does the process vary from source to source? • What administrative support is usually available to help with getting funding? • Funding restrictions, accounting/administration/oversight of spending during proposal and award

  3. Lifecycle of a Proposal/Award Pre-Award Post-Award Development Agency Review (6-9 mos) Closeout Project Period 1st Budget Period 2nd Budget Period 3rd Budget Period No Cost Extension Award Submit Renewal /Competing-Continuation Submit Proposal Revised Budget Pre-Award Costs Final Reports Award Perform(Principal Investigator) Technical Close(Principal Investigator) Apply Administer/Monitor(Post-Award Office) Financial Close(Post-Award Office) Find/Explore

  4. Funding Sources (Hundreds) NSF Navy Army NIH NASA Air Force Education USDA CIA DARPA Homeland Security Ford American Heart Assoc State of California Other Universities Rockefeller Pfizer Sloan Foreign Govts National Kidney Fdn Start-Ups Lockheed Novartis HP

  5. Finding Funding Opportunities • Use Your Faculty Colleagues • Commercial Funding Source databases (free to you through Stanford subscription) • Community of Science (“COS”) • www.cos.com • Illinois Researcher Information Services (IRIS) • http://www.library.uiuc.edu/iris/ Call Marilou Hemingway, Office of Research Administration, at 650-725-9107  for assistance

  6. Governmental Funding Source Databases (Free) • National Science Foundation “My NSF” Service • http://www.nsf.gov/mynsf/ • Grants.Gov “Find” Service • http://www.grants.gov

  7. Pick how you want to get and see the information

  8. My NSF

  9. Shows you what you have signed up for already

  10. See Handout!

  11. www.grants.gov

  12. Grants.Gov “Find”

  13. No Engineering! Use Science and Technology and Other R&D instead Pick “Private Higher Educational Institution” Or “Public or State Controlled Institutions of Higher Education

  14. Sample Email Alert

  15. Proposal Writing Tips

  16. Proposal Writing Tipshttp://www.stanford.edu/dept/ORA/osr/sponsor.html

  17. See Handout

  18. General Timeline Proposal Development 1-6 months in advance of due date (more for highly complex projects) Proposal Doc Preparation 1-2 months in advance of due date Proposal Internal Submission 1-2 weeks in advance of due date (extra time if cost-sharing, special approvals for space, release time, etc. needed). (Stanford asks for a minimum of 3 days) D Day PROPOSAL SUBMITTED BY INSTITUTION!!!! Much alcohol consumed Acknowledgement by Sponsor Instant (electronic submissions) – several weeks Priority Score or Other Indication Industry sponsors (1 day to 2 months) of Success Foundation sponsors (1-4 months) NSF (5-6 months) NIH (8-9 months) Award Prepared by Sponsor 2 weeks – 4 weeks before start date Award Start Date AWARD ISSUED!!!! More alcohol consumed -- may need to be negotiated, reviewed, and returned -- simple awards accepted within a week or so; more complex ones can take up to several months -- some don’t arrive on time -- account setup can take 1-2 weeks

  19. The Regulatory Pyramid IndividualGrant/ Contract Terms University Policies Sponsor-Specific Policies Federal Policies Your award Research Policy Handbook NIH, NSF etc. Grants Policy A-21, A-110

  20. Fiscal Fundamentals • Who is responsible for: • Technical Progress (PI) • Financial Status (PI) • Administrative Oversight (PI) Errors caught quickly can usually be fixed with minimal hassle

  21. Fiscal Fundamentals • ALLOWABILITY: Allowable and unallowable costs are defined in OMB A-21 and in the terms and conditions of specific awards. • ALLOCABILITY: Only those expenses which benefit a project may be charged to that project. • REASONABLENESS: Costs must reflect what a “prudent person” would pay. • CONSISTENCY: Costs must be handled consistently across the University.

  22. Comply with terms & conditions of your award Know Your Terms and Conditions • Allowability of expenses • Pre-approvals • Decrease in PI/key personnel effort more than 25% • PI leave project for 3 months or more • Change in scope • Change in dollars needed • Change in time needed • Reporting requirements communicate….document…communicate…document

  23. Proposing Effort When effort is committed, awarded and expended, salary must be directly charged or charged to a cost sharing account. • No one has more than 100% effort • Adjust levels of commitment to reflect reality • Proposed versus awarded • COMMITTED effort must be BUDGETED • Either charge to the sponsor or cost share (salaries may not be cost shared in School of Medicine)

  24. Managing Subawards • Select appropriate subrecipients • Obtain signed subrecipient proposal for inclusion in Stanford’s proposal • Ensure work does not begin without a signed subaward or appropriate alternative arrangement • Actively monitor technical progress • Review and approve invoices based on technical progress and appropriateness of cost • Assist in audit or compliance reviews

  25. Early Accounts Open an Early account when an award is delayed. • Obtain a PTA (account number) before the award arrives • Department provides a “guarantee” account • Useful when: • Agency’s paperwork is delayed beyond the official start date • You want to begin spending before the official start date (and agency approves) • Benefits • Charge costs to the right place the first time (avoid transfers later) • Properly track expenses • Avoid allocability questions

  26. Late Expenses/No Cost Extensions Get a no-cost extension if you need more time at the end. • Late-in-period equipment acquisitions will invite sponsor and audit scrutiny - document carefully • Expenses may NOT be charged after a project end date, unless: • the cost is for something that was acquired and consumed within the project period, OR • you have written permission from the sponsor • You or your subrecipient need more time? • If you have money left, ask for a No-Cost Time Extension (generally, 30 days before end date).

  27. Acquire, use, track and dispose of equipment in an authorized manner Equipment • Expenditures for general-purpose equipment usually require pre-approval • Look for terms concerning • Equipment title • Joint funding • Equipment fabrication

  28. Project Completion and Record Retention Submit all reports on a timely basis • Submit ALL required reports in a timely manner • Technical • Inventions • Final equipment inventories • Final financial reports • Keep records for a minimum of 3 years from closeout (can be longer if circumstances require) • Scientific • Financial

More Related