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Making the Grant Submission Process Not so Frightful (UM Extension specific)

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  1. 1. Amy Baker Mike Schmitt
  2. 2. The Grant Submission Process
  3. 3. The Grant Submission Process SPA
  4. 4. The Grant Submission Process SPA Approvers Board Assurances RCR Training Grants Preparer Revisions requested
  5. 5. Frightful!
  6. 6. Submission Process <ul><li>Today we will… </li></ul><ul><ul><li>Walk through the submission process </li></ul></ul><ul><ul><li>Tell you where you can get assistance </li></ul></ul><ul><ul><li>Look at a submission timeline </li></ul></ul><ul><ul><li>Answer questions </li></ul></ul>
  7. 7. Helpful Vocabulary <ul><li>Sponsored Projects Administration (SPA) </li></ul><ul><li>Proposal Routing Form (PRF) </li></ul><ul><li>Request for Proposal (RFP) </li></ul><ul><li>Responsible Conduct of Research (RCR) </li></ul><ul><li>Principal Investigator (PI) </li></ul>
  8. 8. Submission Process: Beginning <ul><li>Step 1: Find an opportunity </li></ul><ul><li>Step 2: Begin preparing narrative/budget </li></ul><ul><li>Step 3: Decide if you are going to utilize a Grants Preparer </li></ul>
  9. 9. You May Also Need To: <ul><li>Complete RCR Training (required) </li></ul><ul><ul><li>Covers ethical topics, not process </li></ul></ul><ul><ul><li>Part 1 is 2-hours on campus, Part 2 is online </li></ul></ul><ul><li>Submit to IACUC or IRB (if animal or human subjects) </li></ul><ul><li>Obtain documentations of support </li></ul><ul><ul><li>cost-sharing, in-kind, matching contributions </li></ul></ul><ul><ul><li>ICR waiver </li></ul></ul><ul><ul><li>negotiated-rate info </li></ul></ul>
  10. 10. Submission Process: Preparing <ul><li>Preparing the Proposal </li></ul><ul><ul><li>In Extension, you may use a Grants Preparer to help you get your proposal ready to submit to SPA. </li></ul></ul><ul><ul><li>Who Prepares/Approves my Application? Decision Tool </li></ul></ul>EFANS: Todd Busker CV: Dave Welter YD: Linda Molloy FD: Betsy Leverty Reg Dirs: Dave Welter
  11. 11. Grants Preparers <ul><li>Grants Preparers can help you: </li></ul><ul><ul><li>Make a realistic submission timeline </li></ul></ul><ul><ul><li>Use EGMS (online system that is especially good for creating budgets) </li></ul></ul><ul><ul><li>Avoid common mistakes </li></ul></ul><ul><ul><li>Prepare and route your PRF </li></ul></ul><ul><ul><li>Deliver to SPA </li></ul></ul>
  12. 12. Grants Preparers <ul><li>How to utilize a Grants Preparer </li></ul><ul><ul><li>Submit Intent to Submit Proposal form to Grants Preparer at least 17 days * prior to sponsor deadline. </li></ul></ul><ul><ul><li>Intent to Submit Proposal </li></ul></ul><ul><ul><li>Recommended: Meet with Grants Preparer </li></ul></ul><ul><ul><li>Deliver to them all application materials 10 days* prior to sponsor deadline. </li></ul></ul>*add 5 days for proposals
  13. 13. Delivering to SPA <ul><li>Grants Preparer will: </li></ul><ul><ul><li>prepare and route your Proposal Routing Form to appropriate approval chain </li></ul></ul><ul><ul><li>deliver to SPA 24 hours* before sponsor deadline. </li></ul></ul>*5 days for proposals
  14. 14. Note: Self-Preparation <ul><li>An experienced P.I. can self-prepare , without utilizing a Grants Preparer. </li></ul><ul><li>P.I. is responsible for correctly submitting PRF to routing chain (10 days* before sponsor deadline). </li></ul><ul><li>P.I. is responsible for delivering to SPA according to SPA deadlines. </li></ul>*add 5 days for proposals
  15. 15. Actual Submission <ul><li>There are 3 proposal types: </li></ul><ul><ul><li> </li></ul></ul><ul><ul><li>Other Electronic ( </li></ul></ul><ul><ul><li>All Other Proposals </li></ul></ul>
  16. 16. <ul><li>P.I.s do not register in </li></ul><ul><li>SPA must submit all proposals </li></ul><ul><li>Your Grants Preparer will deliver to SPA, who will submit </li></ul><ul><li>If self-preparing: </li></ul><ul><ul><li>5 days prior to sponsor deadline, make your application package into a PDF. Email the complete package and (fully-approved) PRF number to SPA, who will submit </li></ul></ul>
  17. 17. Other Electronic <ul><li>Electronic system that allows the P.I. or Grants Preparer to “push the button” </li></ul><ul><li>These proposals still require PRF approval and review by SPA </li></ul><ul><li>Complete application package with fully-signed PRF is emailed to SPA 24 hours before sponsor deadline </li></ul><ul><li>P.I. and/or Grants Preparer will receive authorization from SPA to submit </li></ul>
  18. 18. All Other Proposals <ul><li>Grants Preparer or P.I. (if self-preparing) will submit the application package to SPA 24 hours before the application must be in the mail/e-mail. </li></ul><ul><li>SPA will submit the proposal to the sponsor, either by mail or electronically. </li></ul>
  19. 19. A Submission Timeline <ul><li>A good guide for anyone to follow </li></ul><ul><li>Required if you want guarantees that sponsor deadline is met when using an Extension Grants Preparer </li></ul><ul><li>Grant Submission Timeline </li></ul>
  20. 20. Tangent: What is in a PRF? <ul><li>Regardless of who prepares PRF (you or Grants Preparer), you need to be familiar with contents </li></ul><ul><li>Incorrect info on PRF can hold up approval and submission </li></ul>
  21. 21. Tangent: What is in a PRF? <ul><li>PRF walk-through, item by item </li></ul>
  22. 22. PRF Walk-Through
  23. 23. PRF Walk-Through <ul><li>So far… piece of cake </li></ul>
  24. 24. PRF Walk-Through
  25. 25. PRF Walk-Through
  26. 26. PRF Walk-Through
  27. 27. PRF Walk-Through
  28. 28. PRF Walk-Through
  29. 29. PRF Walk-Through
  30. 30. PRF Walk-Through
  31. 31. PRF Walk-Through
  32. 32. <ul><li>Here Endeth the PRF Walk-Through </li></ul>
  33. 33. Hurry Up and Wait <ul><li>Typical Review Period: </li></ul><ul><ul><li>1-2 Months, non-federal </li></ul></ul><ul><ul><li>6-12 Months, federal </li></ul></ul>
  34. 34. Possible Notifications <ul><li>Proposal NOT selected for funding </li></ul><ul><li>Sponsor has requested revisions </li></ul><ul><li>Proposal WAS selected for funding </li></ul>
  35. 35. Proposal Rejected <ul><li>SPA will notify the P.I. immediately </li></ul>
  36. 36. Revisions Requested <ul><li>Any significant* revisions require a new PRF process. </li></ul><ul><li>Any revised proposal (significant revisions or not) must be resubmitted through SPA </li></ul>*Examples of significant: changes to level of effort, alterations in cost-sharing agreements, or a 25% or more change in budget.
  37. 37. Proposal Accepted! <ul><li>Negotiation: Sponsor & SPA come to an agreement </li></ul><ul><li>Notification: Official agreement from sponsor. This belongs with SPA. </li></ul><ul><li>Account Establishment: P.I. will receive account info from SPA </li></ul>
  38. 38. More Information <ul><li>Talk to your Grants Preparer </li></ul><ul><li>Consult Extension Employee site, under “Program Resources” </li></ul><ul><li>Watch for your invitation to an online course, “Grantsmanship Fundamentals for Extension”—coming soon </li></ul>
  39. 39. Question and Answer