office of sponsored programs raubinger hall, room 107 william paterson university

Grants Landscape I:Introduction to Obtaining Federal

Funding and the Office of Sponsored Programs

Office of Sponsored ProgramsRaubinger Hall, Room 107William Paterson University973-720-2852 June 2009

Agenda

I. Grants Landscape Ia) The Office of Sponsored Programsb) Proposal processc) Proposal componentsd) Searching for fundinge) WPUNJ Process, Policies and Procedures regarding grants

II. Grants Landscape IIa) Elements of a proposalb) Guidelines and proposal reviewc) Narrative componentsd) Budget components

Contact Information:

Staff:Martin Williams, DirectorTBH, Assistant Director for Pre-Award ServicesBeth Ann Bates, Program AssistantGraduate & Undergraduate AssistantsNina Jemmott, Associate Vice President and Dean,

Graduate Studies and ResearchOffice:

Raubinger Hall 107Phone: 973-720-2852, fax: 973-720-3573Email: williamsm@wpunj.edu

Webpage:www.wpunj.edu/osp

Funding at WPUNJ ~ OSP

• Federal Sources– NIH (National Institute of Health)– NSF (National Science Foundation)– USED (Department of Education)

• State Sources– NJ DOE (Department of Education)

• Foundations• Corporate Research Agreements

– Foundation and corporate support generally handled by Institutional Advancement

Total Funding Available

FY05 FY06 FY07 FY08 FY09$0

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000

$3,000,000

$3,500,000

$4,000,000

$4,500,000

$5,000,000

$3,288,880$3,505,417 $3,475,008

$4,226,357

$4,682,852

AWARDS RECEIVED THROUGH THE OFFICE OF SPONSORED PROGRAMSFOR USE IN FISCAL 2005-2009

Total New Awards

FY05 FY06 FY07 FY08 FY09 $-

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$2,806,921 $3,434,917 $3,806,400 $3,611,807

$11,032,864

NEW AWARDS RECEIVED THROUGH THE OFFICE OF SPONSORED PROGRAMS IN FISCAL YEARS 2005 TO 2009

Number of Grants by Amounts

FY05FY06

FY07FY08

FY09

0

2

4

6

8

10

12

14

16

Less than $10K$10K to $25K

$25K to $50K $50K to $100K Over $100K

The Office of Sponsored Programs

Primary Focus: Proposals to government agencies, public charities and

large foundations Support for research, teaching, community service, public

programs, creative endeavors, conferences, other agencies

Three Major Areas of Activity:Pre-Award Services & ResourcesPost-Award Services & SupportCompliance

OSP Pre-award Services & Resources

Funder identification & reference resourcesPublications:

Dates, Updates & Insights (DUI) emailSTAR ReportWeb site

Training: at WPU and conferences; funder visits Idea and project development, proposal preparation

guidance/assistance, institutional review, submissionSupport and encouragement:

Senate Research Council, University Research & Scholarship Day

Grant Lifecycle

1. Develop idea, undertake foundation activities2. Identify sponsors3. Develop & submit proposals4. Negotiate contracts5. Undertake project and dissemination6. Closeout and final reports7. Start over

Proposal Development Process

1. Initiate idea for activity or project2. Find appropriate funders3. Refine idea, develop project, outline proposal4. Meet with OSP; contact funder5. Draft proposal; contact consultants and partners, begin

collecting support materials6. Meet with OSP to review draft, develop budget,

schedule submission7. Submit nearly finished narrative and budget for review

and signature, about 10 days to deadline8. Finalize proposal package, submit early

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Preliminary ActivitiesGet Ready• Know Yourself

– Who are you? • Keywords: Education, status, expertise, professional goals

• Know Your Project– What do you want to do?

• Keywords: What, who, how, how much, duration• Preliminary activities, publications, presentations, support• Literature search: Activities, lessons, background

• Evaluate your competitiveness• How do you stand up to your peers?• What is special about your project?

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Identify and Study Prospects

• Search broadly for specific funding opportunities or appropriate agencies– Use databases to identify: GrantSearch; COS

• Identify and learn about a funding agency’s mission, programs and deadlines– Use agency publications: NSF Home Page; NEH;

US Dept of Education

• Study, clarify and analyze program areas and opportunities

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• Stay up-to-date by regularly obtaining and evaluating information frequently– Subscribe to email announcement services:

NSF Custom News; EDInfo

– OSP’s Dates, Updates & Insights (DUI) emails– COS Workbench

• http://www.cos.com/

– GRC Publications• GRC Homepage

– Agency Grants Page Bookmark• US Dept of Education Grant Applications

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Analyze Opportunities …

• Steps for analyzing a funding opportunity– Summary description and guidelines (COS)

• First check – eligibility, limitations, dates, award amounts

• Then check – goals, objectives, special issues, application

process

– Other information• award list, abstracts, sample proposals

– Third party analyses: • Guide to Federal Funding For Education

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to learn . . . • What they want to accomplish and what they

expect you to do to determine if your project will help them achieve their vision, mission and goals.

• Who and what they have funded recently to see if you and your project will be competitive, duplicative or too unique.

• What they will not fund.• The requirements, preferences and expectations

for the format and content of your proposal to know the amount of detail they expect and the order they expect to see your information.

• Special issues that may need to be addressed.• Reporting and compliance requirements.

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and then make choices.

• Refine and prioritize list of opportunities based on your perception of your ability to respond to the funding agency’s needs.

• Refine your idea and methodology based on what the funding agency is willing to support and what you are willing to do.

• Decide: Are you still “happy” with the project? – Will the project be the one you want and need to do? – Are the time commitment, the amount of funding that will be

provided and project outcomes right for you?

“Chance favors the prepared mind.”

Louis Pasteur

Search Tools: People

Office of Sponsored Programs Staff Colleagues

In department, professional associations, peers Conferences

Grants Major Element: Grant Resource Center, Training WorkshopsAgency Technical Assistance Sessions, Regional

Meetings, WebinarsGrants Minor Element: Session or exhibitor

Search Tools: The Internet Internet-based Databases Subscriptions & Free Sites

GrantSearch, COS Funding OpportunitiesGrants.Gov

Free Internet Search ToolsWhat’s your favorite metasearch engine? Organizations: e.g. Foundation Center

Helpful Hints: Use “Keywords” or their terms Start narrow then broaden

Agency Websites and Program PagesNSF, NIH, USED

Overview of a Complete Proposal

A. Cover Page, forms, signaturesB. AbstractC. Narrative

1. Background and problem statement2. Goals and objectives3. Activity Plan4. Evaluation

D. Budget, budget support, other formsE. Appendix and support material

Guidelines First!

Read the Guidelines Thoroughly to: Verify Eligibility for the grant program Establish Connection to the funder’s mission, goals and

the grant program’s expected outcomes Learn the Details of the application process, format,

including special information or review requirements Get Answers to Questions: Call the Program staff! Evaluate whether the program is right for you, your

project and the University

Review Criteria: Content

Narrative Requirements Their language for sections of the whole proposal Order of sections Information expectations for sections Point value for sections

Evaluation Criteria The “Grading Rubric” for proposals Checklist

MAY BE IN SEPARATE OR MULTIPLE DOCUMENTS

A.

APPENDICES

Preliminary work Funding guidelines

5. Introduction: credibility of PI/PD, WPU, partners 9. Abstact, Summary or

Introduction

Timeline, Personnel, Tables, Charts, Forms

8. Future Activity

6. Evaluation & Assessment

7. Dissemination

Project & Proposal Development Chart

B. Completely developed project

1. Activity Plan

Revised, expanded ideas

Office of Sponsored Programs, WPU

2. Budget

Original ideas Literature, prior experience, other

4. Background, needs, problems, benefits

3. Goals & Objectives

Abstract

Proposal Review Process

1. Self/Institutional review before submitting2. Technical review when received3. First program staff review4. Peer/Committee review: selection and scoring5. Second program staff review: ranking and selection6. Program executive officer/board review: approval7. Contract office review: negotiation and award

Process, Policy and Procedure

WPUNJ Policies & Procedures:

Grant Approval Sheet: Documents official support for project Summarizes key elements, identifies special review needs Assists in time management and in orchestrating the final

review process to meet submission deadline Project Director obtains Chair & Dean signatures OSP obtains Administration & Finance signatures, Provost

Office signatures, and signatures on proposal, support letters and other required documentation

Due in OSP 10 days before due date to: Obtain final signaturesAssemble packet and prepare final documents and

copiesSubmit

Grant Approval Sheet

Helpful Hints: General Tips for Success

1. Follow the directions/answer their questions2. Talk to the Program Officer3. Fulfill their review criteria4. Ask for what you need5. Be thorough in describing the project6. Do not do the project or writing alone7. Schedule time to write 8. Start early to insure there is enough time9. Everything must “fit together”

Workshop Evaluation

All responses are completely anonymous. Data will not be reported in a way that could divulge the identity of any respondents.

Grants Landscape I: Introduction to Finding Grants and the Office of Sponsored Programs

June 2009

Contact Information

Staff:Martin Williams, Director EXT 3263TBH, Ass’t Director, Pre-Award EXT 3794Beth Ann Bates, Program Assistant EXT 2852Nina Jemmott, Asso VP & Dean,

Graduate Studies and Research EXT 3093Office:

Raubinger Hall 107Fax: 973-720-3573

Webpage:www.wpunj.edu/osp