Obtaining and Managing a Research Grant

Biomedical Sciences Seminar SeriesFebruary 12, 2013

Beth Herr, MPA, CRADirector, Sponsored Programs Administration

Creighton University

Assessing Your Idea

Valid and clearSignificantInnovative (Literature Search)

Funding agencies want to improve things,advance understanding, and meet needs innew ways

Assessing Your Resources

FacilitiesEquipmentTechnical SupportLibrary Collection/Reference MaterialsExpertise of Colleagues

(Collaborators)Potential ReviewersSponsored Programs Office

Assessing Compliance Requirements

Human SubjectsAnimalsRadioactive MaterialsBiohazardous Materials/Recombinant DNA/

Select AgentsResponsible Conduct of ResearchFinancial Conflict of InterestCITI Educational Programs

https://www.citiprogram.org/Default.asp?

Literature search acknowledgements

Professional Organizations

COS Pivothttp://fundingopps.cos.com

Grants.gov http://www.grants.gov/applicants/find_grant_opportunities.jsp

Foundation Centerhttp://foundationcenter.org/findfunders/

Identifying Funding Sources

Research Sponsor Goals & Priorities

What does the funding agency want or need?

How can your project help the funding agency achieve its goals and meet your objectives too?

Who and what projects have they funded in the past?

Contact the program officer (visit, call or e-mail) Ask “appropriate” questions Briefly describe your project Find out if your project matches the agency’s

priorities. Listen to what is and isn’t said

Read and Follow Application Guidelines!

What font type/size is allowed?

What margins are required?

Are there page limitations?

How should the application be organized?

Is an appendix allowed?

Use the funding agency terms and vocabulary when writing your application

Letter of Intent (if required)

Preliminary or Pre-Proposal (if required)

AbstractProposal Narrative

Hypothesis/Specific Aims/Goals/Objectives

Background/Significance Preliminary Studies Research Design/Methods Specific Aims, Significance, Innovation,

Approach (NIH format)

Proposal Development

Proposal Development cont’d

Bibliography/References/Literature CitedBiographical Sketches (usually key personnel only)

Budget and Budget JustificationFacilities/Resources/Major EquipmentHuman Subject/Animal JustificationLetters of SupportInstitutional AssurancesAppendix (if allowed)

Identifying Key Personnel

Individuals who will significantly contribute

to the design and conduct of the study

Usually PI, co-investigators and essential collaborators

Changes in key personnel may require sponsor approval

Cost Accounting Standards – OMB A-21http://www.creighton.edu/adminfinance/controller/generalaccounting/policiesproceduresmanual/costaccounting/index.php

Sample Budget Worksheetshttp://www.creighton.edu/researchcompliance/grants/budget/index.php

All project costs must be reasonable, allocable,

and allowable

Preparing the Budget

Costs that can be directly identified with a

particular sponsored project Personnel (Creighton employees only)

Institutional Base SalaryFringe Benefits

Consultant (Private Individual/Business) Equipment Travel Supplies Other Subcontracts/Consortium Agreements

Direct Costs

Costs incurred for common or joint objectives and,

therefore, cannot be identified specifically with aparticular sponsored project, instructional

activityor any other institutional activity

Administrative and secretarial salaries Library costs Human Resources, Payroll, Accounting Services General postage General office supplies Building costs (depreciation and use, operational and maintenance costs)

Facilities & Administrative Costs (F&A) (Indirect Costs/Overhead)

Mandatory - cost sharing that is mandated by the sponsoring agency. This can be in the form of a specified dollar amount or a certain percentage of total costs.

Voluntary - cost sharing that is not mandatory but is voluntarily included in the proposal. The amount included in the proposal becomes mandatory if the proposal is awarded and must be tracked and reported to the sponsor

DO NOT volunteer cost share funds!

Cost Sharing/Matching Funds

Review & Approval Prior to Submission

Submit complete research plan to peer reviewer at least one (1) month before deadline

Submit complete final application package with all required documents to Sponsored Programs Administration five (5) working days before the deadline

Proposal Routing Form (version 1/13) http://www.creighton.edu/Grants/proposal_routing_form.doc

Sponsor application guidelines

Rejection & Resubmission

DO NOT GIVE UP!

Most agencies will provide reviewer comments.

Contact the program officer to discuss youroptions for resubmission. They may give you valuable information that was not included in the reviewer comments.

Resubmit!

Preparing for Award

Just-in-Time Request:

Updated current and pending support Regulatory committee approvals (IRB, IACUC,

etc.)

Documentation of education requirements Revised budget if requested

Negotiating/Accepting Grant Award

Negotiating a Grant Award If the award is offered at a reduced

amount you may need to negotiate the scope of the project prior to accepting the award

Accepting the Grant Award Only an Authorized University Official can

accept a grant award or contract

Managing Grant Award

Even though the award is made to theUniversity, the sponsor holds the

designated Principal Investigator responsible for all scientific and fiscal aspects of the

project.

Managing Grant Award cont’d

Scientific Responsibility Hire unidentified project staff. Establish consortium/contractual agreements

if applicable and communicate regularly to keep the project progressing.

Be available to manage the project staff and scientific progress.

Prepare and submit required scientific progress reports to the sponsor on time.

Managing Grant Award cont’d

Fiscal Responsibility Pay all project expenditures regularly. Review monthly financial reports and

promptly make any corrections. Complete required effort reporting

documents. Document cost share funds if required. Reconcile your project fund each budget year. Prepare and submit all required financial

reports to the sponsor on time.

Managing Grant Award cont’d

Grant Close Out Terminate project staff or prepare paperwork to

transfer to a new project. Review and reconcile final financial reports and

promptly make any final corrections. Prepare and submit required final scientific

progress report to the sponsor on time. Prepare and submit required final financial

report to the sponsor on time. Prepare and submit required final invention

disclosure report to sponsor on time.

Disseminating/Publishing Results

Always remember to acknowledge the sponsor on allposters, presentations and publications resulting from the award!

Follow any public access requirements (i.e. NIH requires that all publications resulting from their award be made publicly available in Pub Med Central within one year of publication)

Sponsored Programs AdministrationContact your Sponsored Programs Administration officeearly and often!

We are available as a resource for you and can provideservices to assist you throughout the applicationdevelopment and life of the award

Search for funding opportunities Obtain and interpret application guidelines Assist with budget development Provide technical edit of proposal contents if requested Review for agency and university compliance Submit electronic application Assist with negotiation and acceptance of award Prepare documents to establish restricted fund for award Assist with progress and final reporting to funding agency