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

The Administrative Side of Writing Winning Proposals and How ORSP Can Help. Brown Bag Series, Fall 2006 Alexia Lewis, Assistant Director Pre-Award Services 620-2455. ORSP: Who We Are & What We Do. Office of Research & Sponsored Programs Pre-Award Services

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

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  1. The Administrative Side of Writing Winning Proposals and How ORSP Can Help Brown Bag Series, Fall 2006 Alexia Lewis, Assistant Director Pre-Award Services 620-2455

  2. 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

  3. ORSP: Who We Are & What We Do • Post-Award Services • Project management assistance • Monitoring compliance with funding agency terms and conditions and university regulations • Accounting 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

  4. 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

  5. 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

  6. 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

  7. 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

  8. ORSP Services • Funding opportunities • Pre-Award • Personalized funding searches • Registration in GENIUS/SPIN/SMARTS • GENIUS – faculty profiles • SPIN – current funding opportunities • SMARTS – email notifications • Dissemination of incoming opportunities

  9. ORSP Services • Project development • Pre-Award • Collaborations • 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.

  10. 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

  11. ORSP Services • Helpful guides • The Art of Granstmanship by Jacob Kraicerhttp://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 Tutorialshttp://www.niaid.nih.gov/ncn/grants/default.htm • NSF’s A Guide for Proposal Writinghttp://www.nsf.gov/pubs/2004/nsf04016/nsf04016.pdf

  12. ORSP Services • Proposal development • Contacts with • Third parties: ensure appropriate consultant or subcontract commitments in place • Funding agencies • Resource • Provide guidance • Seek input from previously successful PI’s

  13. 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

  14. 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

  15. ORSP Services • Award negotiation & acceptance • Pre-Award • Review of awards / contracts • Negotiation of terms & conditions • Obtain signatures / accept awards

  16. ORSP Services • Related Pre-Award Services • Prepares / negotiates all incoming and outgoing subcontracts • Requests / accepts modifications • IRB / IACUC / IBC • Compliance • Board must determine if projects are exempt

  17. 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

  18. 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

  19. Most Important Thing To Remember? As soon as you are interested in pursuing sponsored research funding, contact ORSP.

  20. 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. Boatman Director of Research Programs and Services Alexia Lewis Assistant Director Pre-Award Services Nicole Sayers Coordinator of Research Compliance Cheresa Hamilton Assistant Director Post-Award Services Angela Gibson Coordinator of Accounting Rosalyn Gilbert Executive Secretary Sonja Avery Coordinator,Proposal & Contract Development Sandy Wirth Coordinator of Grant and Contract Management Renee Rossi Coordinator, Proposal & Contract Development Chantel Cummings Coordinator of Grants Information Management Lashawn Harris Coordinator of Accounting

  21. 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

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