Grant proposal groundwork Office of Sponsored Programs

1. Grant proposal groundworkOffice of Sponsored Programs Tamara Hatch, MBA, CRA, CPRA Director Loralin Welch, Grants Specialist

2. Objectives After attending this workshop, learners will be able to: • Accurately plan a project • Search for potential sponsors • Draft and polish the proposal

3. Sponsored Programs Basic Functions • Disseminate funding opportunities • Build compliant budgets • Review agency guidelines to ensure compliance • Complete sponsor forms • Prepare certifications and facilitate signature with AOR • Submit proposals

4. Sponsored Programs Basic Functions • Review terms and conditions for acceptability • Negotiate terms if needed • Work with PI to revise budgets • Sign and accept award materials • Process subawards • Track all deliverables

5. Sponsored Programs Basic Functions • Seek prior approvals from sponsor • Serve as liaison between the PI and sponsor • Perform budget revisions • Complete closeout documents

6. Sponsored Programs Basic Functions • Write and execute NDA, MOU, MOA, and Entity Agreements • Process all W-9 requests • Provide activity reports to PIs, Deans, and Department Heads

7. Planning a Project • Develop An Idea • Project Measures & Applications • Outline • Align with Funding • Soft Approvals • Identifies main ideas or goals • Helps to avoid getting off track • Allows for easy “scaling” the project/proposal • Helps to reduce omissions (Assessment, Broader Impacts, Sustainability)

8. Formulate an Idea • What is the problem? • What are the objectives? • What are the activities? • Define the Problem • What knowledge will the project yield? • Identify the Need • Why is your project important? • What is unique about your idea?

9. Evaluation and Assessment What must you measure? How will you measure results? WHO will measure results and impact?

10. Broader Impacts and Intellectual Merit • How does the project have a larger impact on society? • How will the project contribute to knowledge within the field? • How will you keep it going once the grant or contract ends?

11. Key Questions to Answer • How do your proposed activities fit with the sponsor’s objectives? • How does the proposal meet the stated goals of the solicitation? • How are you and your team uniquely qualified to solve the problem without duplication of other efforts?

12. Continue Development • Do your homework • Figure out what other projects the sponsor has supported • Review previously successful proposals • Conduct a literature review • State the obvious – reiterate known problems

13. Inform Superiors • Discuss the concept of your project with your department head and dean before the formal approval process begins • Identify Resources • Are there resources you will need that do not presently exist (space, personnel, equipment)? • What existing university resources will you require? • Contact OSP • Get in touch with OSP and let them know you are planning on submitting a proposal. • Provide them with the guidelines and an overview of your project.

14. Searching for Sponsors

15. Selecting the appropriate opportunity After creating your project plan and potential sponsors, consider the following: • Your skill level and available resources • The type of organization you work for • JMU is a 501(c)3 non-profit; a State Agency; and an Institution of Higher Education • Awards are made to the institution, not the individual • The timeframe available to submit a proposal • The expected award amount and duration

16. After selecting a funding opportunity Are your collaborators available and interested? What can they contribute? • Contact Collaborators Send a copy of the guidelines to jmu_grants@jmu.edu, or give us a call at 8-6872. • Learn about the Sponsor • Contact OSP What have they previously funded? Are there examples of successful proposals anywhere? • Read the guidelines Re-read, highlight, and become extremely familiar with the guidelines.

17. After selecting a funding opportunity • Contact OSP • Email guidelines to jmu_grants@jmu.edu • Call us at 8-6872 • READ the Guidelines • Seriously, READ the guidelines • Learn about the Sponsor • What have they previously funded? • Are successful proposals available? • Contact your Collaborators • Are they available and interested? • What resources can they commit?

18. Writing the Proposal • Speak to the Sponsor • Align your proposal with their goals • “It’s all about them, not you.” • Use their language • Be excited • Meet a funding priority to score “extra points” • University/Industry Collaborations • Use of students • Underserved populations • Components • Format

19. Writing the Proposal • Cover Page • Table of Contents • Abstract or Executive Summary • Written in Laymen’s Terms • Narrative/Project Description • Introduction • Background/Literature Review • Methodology • Outcomes/Deliverables • Evaluation Plan (occasionally own component) • Dissemination Plan • Timeline • Budget & Budget Narrative • Logic Model • Data Management Plan • Resume/CV/Biosketch • Speak to the Sponsor • Components • Format

20. Writing the Proposal • Speak to the Sponsor • Do’s • Follow the required format including fonts and margins • Use section headings and bullets • Use language from solicitation and “buzz-words” • Define acronyms the first time • Components • Don’ts • Avoid the use of jargon • Do not exceed maximum page limits • Avoid excessive underlining or highlighting • Avoid excessive use of appendices • Format

21. Budget PreparationSession #2 October 14 • Budgets are not an afterthought • Effective Budgets Demonstrate: • Reasonableness • Feasibility • Realistic Expectations • Think in narrative terms OSP will assist with the budget

22. Other budgetary considerations • Cost Share or • Match • The university discourages voluntary match • Participant Support Costs • Those who partake in the project for their own personal gain (trainees or conference attendees) • Indirect Costs • Overhead or Facilities and Administration • This is not “profit” for JMU

25. Finalizing the proposal Final items due 5 business days before submission deadline

26. Office of Sponsored Programs Information