LUNCH & LEARN WORKSHOP SERIES:

INTRODUCTION TO SPONSORED PROGRAMS

REGINA MALDVE, PH.DFEBRUARY 7, 2013

This workshop will introduce participants to the services and resources offered by the Office of Sponsored Programs.

This session will provide an overview of sponsor-funded grant programs, the proposal application process, and university policies and procedures.

INTRODUCTION TO SPONSORED PROGRAMS

OFFICE OF SPONSORED PROGRAMS AND RESEARCH

DirectorRegina Maldve, Ph.D.maldvere@longwood.eduExt. 2986

Grants SpecialistLaura Snead, M.B.A. ’12sneadlm@longwood.eduExt. 2987

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WHERE WE CAN BE FOUND

Barlow Hall (above the Registrar’s Office)

What are Sponsored Programs?

What is a proposal?

How do I apply for a grant?

What do I do if I get a grant?

WORKSHOP OVERVIEW

External/Outside Funding

Gift versus Grant?

What are they used for?◦ Any activity performed at the University◦ Instruction, public service, research, co-

curricular, etc.

WHAT ARE SPONSORED PROGRAMS?

Government Federal, State, or Local

Non-Profit Organizations Foundations

Business & Industry Corporations

Individuals

WHO ARE THE SPONSORS?

Grant sponsors are motivated to “give away’ money by their desire to make a difference.

Social issues/problems Injustices Inequities

In essence, they see a gap between what is and what ought to be. Grant makers exist because gaps exists. Their goal is to close the gaps.

WHY DO THEY GIVE?

Federal Government Tax Dollars Congressional authorizations

◦ Support for programs of national or universal significance◦ Education, health and welfare, engineering, the arts, national

security◦ Programs and projects to benefit people and communities (pass-

thru to State and Local Gov’t) 26 federal agencies

◦ 1,000 grant programs annually◦ Activities, criteria, levels of support vary by agency or institution

In 2011, the federal government distributed more than $606 billion in grants to state and local governments.

WHY DO THEY GIVE?

Foundations Greater programmatic discretion

◦ Shareholders◦ Board Members

5% Rule – Required to donate 5% assets annually to maintain tax-exempt status

“Needs-based” giving – focus on poor, disadvantaged, arts & culture

Outcome, results align with organizational goals or mission

WHY DO THEY GIVE?

A proposal is a request for funding submitted to an external sponsor asking for support for a defined activity.

Types of funding announcements ◦ PA - Program Announcement◦ RFA - Request for Applications◦ RFP - Request for Proposals◦ RFQ - Request for Quotation◦ RFB - Request for Bid◦ BAA - Broad Agency Announcement

WHAT IS A PROPOSAL?

Grant A grant is used to support a particular project conceived and proposed by the principal investigator, with minimal involvement and control by the sponsor. Grants generally contain fewer administrative requirements than other funding instruments such as contracts. Idea originates with recipient.

Cooperative Agreement A cooperative agreement is a type of federal award that provides assistance to a particular project with substantial federal involvement throughout the life of the project. Idea MAY originate with recipient.

Contract A sponsor issues a contract to procure goods or services for their direct benefit. Goods or services to be procured are specifically defined in the request for proposals inviting bids or quotes. Many contracts provide for substantial sponsor involvement in the performance of the contracted activity. Contracts tend to be governed by fairly restrictive administrative requirements. Idea generally originates with sponsor (federal) or recipient (industry) or both.

TYPES OF AGREEMENTS

The PI is the primary individual, or project director, who is responsible for carrying out the funded project.

Responsibilities of PI:◦ Writes the proposal or grant application◦ Day-to day technical and administrative duties of

project◦ Fiscal oversight◦ Prepares reports

WHAT IS A PRINCIPAL INVESTIGATOR?

GCFA is a department within the Office of the Vice President for Administration and Finance

Creates fund account Prepares invoices Financial reporting Collects and monitors personal activity reports

(effort) Cost Matching/Sharing approval and reporting Principal contact point for agency audits and

reviews

OSP Mission, Roles and Responsibilities

Encourage and facilitate faculty and staff’s efforts to obtain sponsored funding

Provide pre-award support Broaden awareness of Longwood research and

creative talents Nurture collaborative and interdisciplinary

projects and activities Reports to the Provost and Vice President for

Academic Affairs Director Grants Specialist Institutional approval of proposals Responsible for negotiating and accepting

extramural awards in support of LU mission Liaison with external sponsors

WHO HANDLES WHAT?

Office of Sponsored Programs

(OSP)

Pre-Award

Grant and Contract Financial

Administration(GCFA)

Post-Award

OCFR is a division of University Advancement.

Solicits funding from private individuals, foundations and corporations with the potential to make significant gifts to the University.

Assists with private foundation proposal submissions.

Office of Corporate and

Foundation Relations(OCFR)

Gifts

For University: Institutional

reputation Business and

Community partnerships

Interdisciplinary opportunities

Collaborations Instructional/

curriculum innovations

For Faculty/Staff: Professional/career

development Increases awareness

for current trends, innovative programs and creative solutions

Peer-review Freedom, flexibility,

and resources to pursue new ideas or programs

Travel to meetings/conferences

Summer salary

support Equipment/supplies

For Students: Beneficial to students Undergraduate

research Stipends/scholarships Shortens time to

degree Experiential learning

opportunities

WHAT’S IN IT FOR ME?

WILL OSP WRITE THE PROPOSAL FOR ME?

No, but we provide a variety of services to assist faculty with the development and submission of quality proposals and competitive applications.

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Pre-Award Services Targeted funding

searches Review and editorial

assistance Assistance with forms

and budget Subgrant and

subcontract development

Consulting agreements

Identify potential collaborators

Application process Online registration Internal approval

form Letter of intent Electronic submission

SERVICES AND SUPPORT OF OSP

All proposals for sponsored projects must follow certain proposal approval guidelines.

Approval Process

Aligns with mission, goals of institution, department, programs, etc.

Confirms commitment for resources, funds, time

Sign-off Sheet/Internal Routing Form

HOW DO I APPLY FOR A GRANT?

Dean Department Chair

Administrative Unit

The Internal Routing Form or Proposal Sign-off Sheet is used to document the University’s official approval of the plans and commitments contained in the grant proposal.

Captures two written assurances required of proposal directors on many Federal awards◦ Conflict of interest certification◦ Assurance on truth and accuracy

Completion required for all external sponsors Required for OSP to review and submit application

INTERNAL ROUTING

WHO MAKES THE RULES?

Office of Management and Budget (OMB)◦ Circular A-21 Cost Principals

Internal Revenue Service (IRS) Agency Policies and Award-Specific

Conditions Longwood University State of Virginia

COMPLIANCE

The Office of Sponsored Programs is here to serve you.

Comments, Criticisms, Suggestions?

SUMMARY

Thank You!

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February 21Sponsored Programs Basics: Finding FundingWhere to look, How to look, and What to look for.

  March 7

Grant Basics: Proposal Development Part IReading and understanding the RFP, requirements, evaluation and review criteria.

  March 21

Grant Basics: Proposal Development Part IIBasic grant components and strategies for developing a competitive application.

  Super Saturday Series

Feb. 9, March 9, April 13

FUTURE WORKSHOPS