Grant Development Workshop

Grant Development Workshop Office of Research Noёl Gregg, Associate Dean Kim Wright, COE Grants Officer Grace Thornton, COE Grants Development Specialist

Grant Seeking Process • Research • Relationship Building • Writing • Submitting • Reporting • Not necessarily sequential • Sometimes happening simultaneously

Research • We can assist you with finding funding sources • Issues to consider: • Am I eligible to apply? • Grants can take 6-9 months (sometimes 12) to be awarded, so is the funding coming in time for the project? • Does my project meet the goals of the funder? • Is the average funding amount enough to carry out my research? • RFP Review

College of Education Resources Grant Writing Information and Resources Kim Wright – Grants Officer Assists with making budgets, checks for compliance with RFP, CASB, UGA accounting standards, and completion of all forms Signs on behalf of the Dean and the College Paula Alexander – Accountant Assists with making budgets and preparing documents for submission Grace Thornton – Grant Development Specialist Available to discuss research interests and to assist with professional development plans Assist with finding funding opportunities Reviews and edits proposal narratives

College of Education Resources • Troy Bassett - Grants Technology Support Specialist • Graphic support, Format review • Julie Sartor - Editor • Editing support • Web Resources • http://www.ovpr.uga.edu/osp/proposal/write-proposal • http://foundationcenter.org/getstarted/guides/proposal.html

If the Funding Source is Private Corporate and Foundation Relations (CFR) Approval Grace or Kim contacts CFR on your behalf – this is UGA Protocol – Examples: Coca-Cola and Watson-Brown Foundation PLEASE do not contact private Foundations or Corporations without Approval There are exceptions to the contact protocol IF the foundation or private funder contacts you Register with the site if necessary Spencer dissertation support, Janet and Harry Knowles Foundation, the National Writing Project, etc.

If the Funding Source is a Government Agency You do NOT need to Register with grants.gov NSF - You will need to register for Fastlane - Need to provide full name, degree type, year received, and preferred email address. NIH- You will need an eRA Commons login - Need to provide full name, email address, social security number, degree specialty, year received, and institution. Kim Wright or Jake Maas will assist you with registering for FastLane and eRA Commons CAYUSE

Relationship Building • YES, you do want to be in contact with the agency program officer • Read the funding announcement, think about the project you have in mind, and prepare questions to ask • Most often email is the best first contact to ask for a phone meeting • Kim Wright or I can sit in if you prefer • PO can provide important insight into project design, methodology issues, possibly be available for review

Writing • Project title • Abstract/Executive Summary • Project Narrative • Statement of need • Literature review • Research Questions/Hypotheses • Methodology • Evaluation • Budget

ReviewingPreviously Funded Proposals • Informs your writing • Has your research study or something strikingly similar been previously funded under this particular call? • How can your research further inform the field? • Enables you to situate your work in the context of what has already been done

Shaping the Federal Role in Education • Focus on federal funding & value in pursuing these research dollars for COE • Allows us to help shape federal and national research in given areas • We need to think nationally about the research (e.g., multi-state sample) w/national policy importance (e.g., immigration in GA) and cutting edge research methods

Audience • Who is reviewing your proposal and making funding decisions? • Those who are thoroughly knowledgeable about your field and • Those who represent a spectrum of content areas but who are not directly involved in your field

Editing • Does it matter if your proposal is not well-edited? • You are often competing with senior scholars for research dollars • Proper formatting can be as important as strong editing • Troy Bassett can assist with graphic design and format review; Grace Thornton can assist with narrative editing during writing process and Grace and Julie Sartor can assist with final editing

Proposal Preparation • Suggested Sequence for preparing proposal sections • Project Narrative: • Statement of need/Purpose of study • Research Questions/Hypotheses • The preceding sections drive the search for funding opportunities. It is important to determine if your project meets the goals and objectives of the funder/funding opportunity • Literature Review • From NIH Guide “… demonstrate in the narrative that you have a broad knowledge of current scholarship and activities in your field and how this is relevant to your project’s design. This knowledge should include current research in teaching and learning practices. However, do not focus entirely on this aspect and fail to adequately describe the components of your project.”

Proposal Preparation • Methodology & Simultaneously Budget Development Time • What will be done? • Tasks and Timeline (Timeline often required w/i body of narrative) • Required Resources

Proposal Preparation • Methodology-continued • Well thought out strategy to collect, analyze, and report findings • Adhere to required components for methodology section • Evaluation - what does RFP/RFA/ call require? • Goals-based • Process – Formative evaluation • Outcomes – Summative evaluation • Abstract

Logic Models • The WHAT: Logic Model Definition • Basically, a logic model is a systematic and visual way to present and share your understanding of the relationships among the resources you have to operate your program, the activities you plan, and the changes or results you hope to achieve (W. K. Kellogg Foundation Logic Model Development Guide, page 1). • W. K. Kellogg Foundation Logic Model Development Guide • http://www.wkkf.org/Pubs/Tools/Evaluation/Pub3669.pdf • Increasingly, funding announcements are requiring the Logic Model be included in the narrative. If not required, it can be useful to guide your project – check to see if it could go into the Appendices

Budget Meeting • What to think about: • Personnel – PI, Co-PI, senior personnel, GA’s • Equipment – things over $5,000 • Travel – to sites, conferences, mandatory meetings • Participant Support – Stipends, sustenance, travel • Materials and Supplies – workbooks for PD, software, tests, lab supplies, etc. • Consultants – experts (fee includes travel and hotel, etc.) • Subcontracts – are other institutions involved? • Other Direct Costs – transcription, dissemination, etc. • Indirect Costs – Sometimes mandated in RFP or institution might have regular federally negotiated rates?

The Budget Justification Each expense must be justified -- you must explain how each expense is reasonable and allocable to this specific project Effective Example: Senior Personnel Dr. Smith, PI is requesting 11.111% of his academic salary ( 1 academic month). Dr. Smith will provide the overall direction of the project, including making arrangements for and directing the (_____symposium, conference, research, etc._______) and coordinating the schedule of work to further (_______develop the project, meet the goals of the grant, develop the scholarship, complete the project, etc.________).

The Budget Justification Less Effective: Dr. Smith is the PI. He will devote sufficient time and energy to the project. No salary is requested. Contact Cathy Cuppett for suggested wording and templates for Budget Justifications that currently comply with NSF guidelines-- if applying to a different funder, she will modify them to comply with that funder’s requirements The Office of the Vice President for Research has examples of CASB exceptions on their website: http://www.ovpr.uga.edu/docs/policies/osp/CASB-Non-Admin-Exception.pdf http://www.ovpr.uga.edu/docs/policies/osp/CASB-Admin-Exception.pdf

Bio-Sketches May or may not be required- depends on the agency. Can vary in length from a full Vita to a short 2- page synopsis. Kim has templates for some agencies’ bio-sketches. Current and Pending Support May or may not be required- depends on the agency. Formats and contents will vary. NSF always requires it and requires you to list the proposal you are submitting in the pending support section. Support is listed in person months. NIH uses a "Just in Time" mechanism in which certain components, including Current & Pending, are not required at proposal time but may be requested later. Submitting Your Proposal- Other Forms You May Need

References Cited Again- depends on the agency for where to place the references, format, spacing, etc. The RFP is your best guide to learn these things. For example - NSF references cited section has certain formatting requirements. Kim has a template for this. Other agencies allow you to handle your references cited sections as you see fit. Letter of Support RFP will state whether Letters of Support are required, allowed, or not allowed. Submitting Your Proposal- Other Forms You May Need

Institutional Letter of Support Different than other letters of support Is provided by the Sponsored Programs Office and signed by an Institutional Representative such as Jacob Maas. Institutional Letters of Support are always required when UGA is a subcontract to another institution of higher education. They may also be required by the RFP but not always. Submitting Your Proposal- Other Forms You May Need

Internal Forms The Transmittal Form - Essential for UGA – but does not go with your proposal to the Agency. Allows your proposal to be tracked in UGA’s accounting system. Allows for you to receive an account number if and when you proposal is awarded. Shows that your department head is in support of your project and if there is cost share. Shows by your signature that you have no conflict of interest. Should be turned in when your proposal is submitted. http://www.ovpr.uga.edu/docs/forms/osp/Transmittal-Form.pdf

Proposal Submission • Internal Requirements – Who can be the PI? • Any employee who holds one of the following ranks and who has signed the University of Georgia Intellectual Property Agreement may serve as a Principal Investigator or a Co-Principal Investigator and submit proposals for external funding. • A. Tenured or Tenure-Track Faculty - Assistant Professor, Associate Professor, Professor, Professor Emeritus • B. Non-Tenure-Track or Temporary Faculty - Assistant Research Scientist, Associate Research Scientist, Senior Research Scientist, Public Service Representative , Public Service Assistant, Public Service Associate, Senior Public Service Associate, Academic Professionals, Clinical Assistant Professor, Clinical Associate Professor, Clinical Professor, Temporary Assistant Professor (with Dean's Approval), Adjunct Faculty with Primary Federal Appointments, Instructor/Lecturer • If a Graduate Student wants to apply for funding they can do it in conjunction with a faculty member or for projects which are specifically geared toward them such as dissertation funding.

Proposal Submission • Time Limits on Effort of PI • Sometimes the Agency limits the effort of senior personnel • NSF has a 2 month limit on Senior Personnel without additional justification • Other times the RFP limits effort of PI or other senior personnel • There is also the UGA concern that senior personnel do not commit themselves to more time than they have available.

Proposal Submission • Internal Deadlines • Kim Wright needs your completed proposal no later than 10 business days before the due date listed on the RFP. She must review the proposal for compliance with the RFP, the agency standards and internal standards of UGA as well as Federal Spending guidelines and circulars applicable to institutions of higher education. • Sponsored Programs will receive your proposal 5 business days before the due date to allow time to review the proposal as well according to all the same guidelines stated above. Jacob Maas in Sponsored Programs signs the proposal on behalf of the University and officially approves it for submission to the Agency.

Proposal Submission Format of submitted documents Microsoft Word and Excel Files Research Office requests all proposal components be sent in Microsoft Word or Excel files. Do not send files in PDF. CAYUSE For faculty, if you are not familiar w/Cayuse, the Research Office will assist you Grants.gov Applications Please do not load proposal info to grants.gov Mail in Applications Even when the applications are sent via postal services, the Research Office would like to receive an electronic copy for our records

Don’t Forget Always check with the COE Office of Research before: Making official contact with a private foundation or corporation Submitting a proposal Adhere to all required deadlines – COE Grants Officer 10 days prior to RFP deadline / Sponsored Programs 5 days before RFP deadline

Contact Information Kim Wright: kawright@uga.edu /2-3873 Have general questions Would like assistance with creating a budget Have any other needs related to budget creation, compliance, or proposal submission Grace Thornton: gthorn@uga.edu / 2-9068 Finding and reviewing funding opportunities Proposal writing and review Contacting agencies Troy Bassett: tbassett@uga.edu / 2-0894 Graphic assistance Format review Julie Sartor: jsartor@uga.edu / 2-4693 Final editing

Grant Development Workshop