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

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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

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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

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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

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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

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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

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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

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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

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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

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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.

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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

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ORSP Services

• Helpful guides
• The Art of Granstmanship by Jacob Kraicer
  http//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/NIAIDs All About Grants Tutorials
  http//www.niaid.nih.gov/ncn/grants/default.htm
• NSFs A Guide for Proposal Writing
  http//www.nsf.gov/pubs/2004/nsf04016/nsf04016.pdf

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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 PIs

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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

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ORSP Services

• Proposal submission
• Pre-Award
• Obtain university level approvals
• Ensure compliance with applicable policies,
  regulations, statutes
• Submission
• Copying mailing or uploading
• Registration of PIs in electronic systems
• Additional agency requests for information or
  revision

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ORSP Services

• Award negotiation acceptance
• Pre-Award
• Review of awards / contracts
• Negotiation of terms conditions
• Obtain signatures / accept awards

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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

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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

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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

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Most Important Thing To Remember?

• As soon as you are interested in pursuing
  sponsored research funding,
• contact ORSP.

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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
Nicole Sayers Coordinator of Research Compliance
Alexia Lewis Assistant Director Pre-Award Services
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
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Ready To Get Started?

• Stop in Building 3, Room 2500
• Call 620-2445
• Visit the Web site http//www.unf.edu/dept/researc
  h
• E-mail ORSP
  alexia.lewis_at_unf.edu