Sallie Quammen and Frances Spalding 02.14.2012 - Sponsored ...

Sallie Quammen and Frances Spalding
02.14.2012

Nuts and Bolts
Mining Web pages and Other Electronic
Considerations
Resources
Professional Organizations

Locating
funding
Reviewing
sponsor
guidelines
Creating
the
proposal
Submitting
the
proposal

Binds the university with a set of terms and
conditions
Obligates the university to a line of scholarly or
scientific inquiry
Both the grantor and grantee agree how the funds
will be spent
A level of fiscal responsibility is understood
Results of the study will be shared
For more information on Sponsored Projects, Gifts and External Sales check:
http://www.ospa.umn.edu/announcements/documents/GiftGrantExternalSaleBucketPosterVers
ion6.pdf

Grant
Cooperative Agreements
Contracts
Sub Awards
UFRA (Unfunded Research Agreements)

Federal Government
◦ Departments
◦ Independent Agencies
State, County, Local Governments
Foundations
Industry
Non-profit organizations

The University of Minnesota proposal search tools
Agency web pages
Professional organizations or associations
Grants.gov
Foundation directory on line
RFP Bulletin, visit: foundationcenter.org/newsletters
University Libraries offer funding opportunity courses,

Growing number of sponsors are requiring submission of
proposals through electronic means:
◦ Electronic forms sets
◦ Downloading forms on to a webpage
◦ Completing a proposal on line
Check sponsor’s requirements for electronic submission.
An example of a resource tool is the NCURA eRA tool.

Is registration required? NSF vs Grants.gov
Are there electronic requirements? NASA Nspires will
not support IE with a MAC
File formatting for attachments? If a sponsor requires
PDF documents attached for example you will need a
copy of Adobe Professional or Word 7 have PDF
document creation capabilities

Download RFP or FOA
Read thoroughly
Discuss project, budget and deadlines with PI
Understand sponsor’s regulations and the University’s
policies that apply to research.

Cover page
Abstract
Scientific narrative, including statement of work,
literature review, methodology
Key Personnel
Resources
Budget and justification
Appendices
Letters of Support

Direct costs: Identified specifically with a particular
sponsored activity
Indirect costs (a.k.a. F&A): Costs incurred for
common objectives, not identified readily with a
singular sponsored project

Salaries and benefits
Consultant
Equipment
Materials and supplies
Travel
Other direct costs
Consortium costs (a.k.a. Subawards)

Prepare a proposal routing form (PRF)
Route PRF for signatures
Transmit proposal package to SPA.
Be available for SPA questions and possible changes
prior to submission

Grants.gov proposals: Due to SPA 5 working days prior
to sponsor’s official published submission deadline.
Paper copies: Due to SPA 24 hours before proposal
must be mailed.
Other electronic submissions including Fastlane: Due
to SPA at least 24 hours before deadline.
SPA Deadline calculator available on-line

Budget review
Review of matching and cost sharing requirements
and commitments
Review for proper indirect costs calculations;
Check of accuracy of administrative and institutional
information
Ensure that all regulatory requirements have been
satisfied

Proposed contract award language
Potential conflicts of interest
Potential export control issues
Required representations and certifications

Inadequate budget justifications
Missing Sub award letter of intent
Missing Sub award scope of work
Math errors, mismatched numbers
Non-compliance with formatting specifications

Utilize timelines
Use checklists to cover each proposal component, who, what,
and when
Frequent check-ins with PI
Communicate with your Grant Administrator
Complete routine application components early
Check budget numbers against narrative, justification, cover,
does everything match?
Route PRF for signatures as soon as possible

SPA’s webpage is a wealth of information:
www.ospa.umn.edu
Check sponsor and agency webpage for the latest
information: An example: www.ed.gov
Grants.gov: www.grants.gov
Other electronic systems, Proposal Central used by
foundations is an example:
www.proposalcentral.altum.com

EGMS, a University of Minnesota proposal prep tool,
check it out at: www.egms.umn.edu
(EGMS labs where you can get hands on assistance schedule:
http://www.ospa.umn.edu/GrantGov/Schedules%20and%20Calendars/trainingschedule.html#labs
Your department grant office
Mentor from a more experienced co-worker
SPA office, specifically your Grants Administrator

SPECTRUM (Sponsored Projects Educational Curriculum
and Training for the University of Minnesota):
http://www.ospa.umn.edu/announcements/SPECTRUMtraining.htm
SPA sponsored trainings:
www.ospa.umn.edu/Grants.gov/index.html#training
Training Services:
www1.umn.edu/ohr/trainingservices/spa/index.html
Organizational Effectiveness training:
http://www1.umn.edu/ohr/orgeff
Library: http://www.lib.umn.edu/registration
Academic Computing:
http://uttc.umn.edu/training/courses/index.jsp

GMUN-Grant Management User Network, University
of Minnesota
http://www.ospa.umn.edu/GMUN/index.html
NCURA-National Council of University Research
Administrators
http://www.ncura.edu
SRA-Society of Research Administrators
http://www.srainternational.org

©2009 Regents of the University of Minnesota. All rights reserved. The University of Minnesota is an equal opportunity educator and employer.
This presentation is available in alternative formats upon request. Direct requests to genox003@umn.edu or 612.624.5599.