The Proposal Submission Process at Old Dominion University Research Foundation

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The Proposal Submission Process at Old Dominion
University Research Foundation

• Thursday, January 24, 2008 100-300pm
• Wednesday, January 30, 2008 830-10am
• BAL (Batten College of Arts and Letters Building)
  1014

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Presented by

• Bob Moch
• ODU Research Foundation Sponsored Programs Mgr.
• 757-683-4293 ext604
• rmoch_at_odu.edu
• Betsy Foushee
• ODU Research Foundation Senior GCA
• 757-683-4293 ext502
• efoushee_at_odu.edu
• Frank Kriston
• ODU Research Foundation GCA
• 757-683-4293 ext611
• fkriston_at_odu.edu
• Kate Ferguson
• Office of Research, Director of Research
  Development
• 757-683-3707

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THINKING about submitting a proposal?

• Please first touch base with the The Office of
  Research. They can assist you with
• -Identifying potential funding sources.
• -Writing proposal narratives.
• -Scope of work.
• -Bios.

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• OFFICE OF RESEARCH Grant
  Writers
• Luna Mylene M. Magpili, Ph.D.
• Grant Writer
• College of Engineering
• [phone]
• lmagpili_at_odu.edu
• Laura Paganucci
• Grant Writer
• College of Health Sciences
• Jackie Stein, M.A.
• Grant Writer
• Colleges of Arts Letters, Business Public
  Administration, and Education and university
  administration
• [phone]
• jstein_at_odu.edu

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• Additional OFFICE OF RESEARCH
• contact information
• R. Lee Furr, M.A.
• Research Development Coordinator
• [phone]
• rfurr_at_odu.edu
• Kate Ferguson, Ed.D.
• Director of Research Development
• [phone]
• kferguso_at_odu.edu

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• Additional OFFICE OF RESEARCH
• contact information (cont)
• Zohir Handy
• Licensing Manager
• [phone]
• zhandy_at_odu.edu
• Adam J. Rubenstein, Ph.D.
• Research Compliance Coordinator
• [phone]
• arubenst_at_odu.edu

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• Additional OFFICE OF RESEARCH
• contact information (cont)
• Tawana Hardy
• Assistant to the Vice President for Research
• [phone]
• thardy_at_odu.edu
• Mohammad A. Karim, Ph.D.
• Vice President for Research
• [phone]
• mkarim_at_odu.edu

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• To assist with the understanding of
  
• Proposal related terms please use
  the Office of
• Research glossary located at the
  following URL
• http//www.odu.edu/ao/research/proposaldev
  /
• funding/glossaryresearchterms.shtm
  l
• Office of Research Upcoming Workshop
  information is found at the listed URL
• http//www.odu.edu/ao/research/proposaldev
  /
• workshops.shtml

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OK. Ive got a prospective funding source that
I want to prepare a proposal for. Whats the
next step?

• Contact your departments ODU Research Foundation
  Senior Grant and Contract Administrator.
• Brenda Dias 757-683-4293 ext 612
• (Lead Blue Team)
• Anna Rogers-Artis 757-683-4293 ext 500
• (Lead Silver Team)
• Let them know that you want to submit a proposal
  to a prospective funding source. Get a copy of
  the funding solicitation to them, if applicable.
• One of the Team Leads above will assign your
  proposal to a pre-award GCA. They will also
  send an email to you with that GCAs name so
  proposal packet correspondence/assembly can start
  to occur.

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Did you know?

• The OLD DOMINION UNIVERSITY RESEARCH FOUNDATION
  is a separate, private, not-for-profit
  corporation chartered under the laws of the
  Commonwealth of Virginia in 1965.
• The Foundation serves as the fiscal and
  administrative agent for sponsored research and
  other projects conducted by Old Dominion
  University.
• The Foundation has primary authority to submit
  proposals and enter into agreements with external
  funding agencies on behalf of the University, and
  it provides a complete range of administrative
  and fiscal services in support of funded
  projects.

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Although there are different
ways to get your budget
information to the Research
Foundation GCA, the preferred method is with the
use of the Budget Preparation Guide. This
guide is located at the following URL

http//www.researchfoundation.oduedu/
forms/forms.htm
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• For more detailed descriptions concerning the
  primary expenditure groups (object codes) please
  go to the following URL
• http//www.researchfoundation.odu.edu/grantsco
  n/
• createbudget.htm

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• How is F A distributed?
• On Campus rate of 42
• 32 to ODU Research Foundation for its operating
• costs.
• 68 split in the following fashion
• 15 to Dean
• 50 to Department
• 35 to ODU Office of Research for project
• startup costs, matching costs, equipment,
  
• intramural programs, etc.

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OK. Ive completed the
Budget Preparation Guide. What is next?

• Submit your information to assigned Pre-Award
  GCA to finalize budget.
• Once budget is finalized
• -GCA will draft a Budget Justification of cost
  detail and send to PI for their review and
  input.
• -GCA will send you a Proposal Transmittal Form
  (Blue Sheets) to complete and then route for
  signatures before returning to the Research
  Foundation.

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What are BLUE SHEETS

• The Proposal Transmittal Form or BLUE SHEETS as
  they have been historically referred to are
  comprised of 4 pages of project specific
  information. This information will be discussed
  in the next few slides. Having this information
  identified up front makes sure that once the
  agency has funded the research, project number
  setup and post award administration will move
  along smoothly.
• Once completed and signed, the Proposal
  Transmittal Form should be HAND DELIVERED to
  the ODU Research Foundation at either the 2nd
  floor front office or mailbox in the lobby. Our
  office is located in the Innovation Research Park
  Building 1 at 4111 Monarch Way.
• PLEASE NOTE THAT PROPOSALS CAN NOT BE SUBMITTED
  WITHOUT ODURFS RECEIPT OF SIGNED PROPOSAL
  TRANSMITTAL FORM.

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Alright! Ive completed
-the proposal narrative,
-budget,
-budget justification of cost
detail, -proposal
transmittal form (completely filled out and
signed) As
well as delivered them along with all other
required solicitation documents to the ODU
Research Foundation for submission.How long can
I expect before my proposal is submitted?
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Submission Priority

• Guaranteed Submissions are proposals with
  deadlines beyond 5 working days from ODU Research
  Foundation receipt of FINALIZED documents.
• As resources permit are proposals with deadlines
  less than 5 working days from ODU Research
  Foundation receipt of FINALIZED documents.
• As resources permit as well as in order of
  receipt are proposals with no official deadlines

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• Even though submissions are
  guaranteed beyond the 5 working day receipt in
  the Research Foundation, it is highly recommended
  that PIs get their finalized documents to us
  earlier.
• Earlier finalized and received proposal packets
  ensures that the Research Foundation staff have
  flexibility in processing their proposal workload
  in periods of high volume.

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Types of proposal submissions

• Hard copy submissions
• Electronic submissions
• Mixed submissions (Hard/electronic)
• Limited submission requirement-contact the
  Office of Research
• -for general information contact Lee
  Furr
• -for specific program interest contact
  Kate Ferguson
• Others
• -LOI/NOI
• -White/concept paper submissions
• -Preliminary proposals

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Following are examples of typical elements found
in proposal submissions
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ODU Research Foundation
Policies and Procedures are
located at the following URL

• http//www.researchfoundation.odu.edu/
• polproc/polproc.htm

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FAQs (some examples)

• -When does ODU Research Foundation need to have
  ALL FINALIZED proposal submission documents?
• -Beyond five (5) working days prior to
  submission
• deadline. Please note that providing
  FINALIZED documents
• earlier than (5) working days helps
  the GCA greatly, especially in
• periods when proposal submissions are
  high volume.
• -What are Blue Sheets?
• -A four page project information Form
  that needs to
• be completed by Principal Investigator
  and signed off
• by department chairs and deans that
  either have budget activity
• on the sponsored portion of the
  project or are providing cost
• share to the project.
• -------------------------
• A FAQs webpage is Under Construction on
  the ODU Research Foundation website.