Wayne State University School of Social Work Pre & Post Award Supports

1. Wayne State University School of Social WorkPre & Post Award Supports OVERVIEW Pre award From idea generation to study design Proposal development and support Proposal submission Post award Account establishment Monitoring Grant/contract closure

2. Pre AwardFrom Idea Generation to Research Study • Discussion with Associate Dean for Research and your Research Facilitator • Discussion with Research Mentor & colleagues (internal & external) • Identification of funding sources • Potential collaborators • Faculty and other scholars • Community organizations • Forum for brainstorming and feedback on ideas

3. Pre AwardProposal Development and Support • Identification of required consultants (e.g., methodologist, statistician, and grant writer (in special circumstances). • Facilitate to OVPR (Office of the Vice President for Research) to pay for reviews (internal $300, external $600), editing, travel for funds for meeting with funders or matching funds from OVPR. • Review by WSU Development (for corporate or foundation proposals) • Budget development and budget justification • Completion of forms and boilerplate language • Editing • Coordination of submission (electronically or paper copy)

4. Pre AwardProposal Submission • Completion of WSU approval process (eProp/Coeus) • Organization of requisite forms & assurances • Clerical and graphic support • Electronic or mail submission

5. Pre AwardProposed Time Frame

6. Pre AwardProposed Time Frame

7. Pre AwardPlanning Meetings Meetings with PI, facilitator and Coordinator of Research • Schedule for development and submission • Research summary and budget implications • Consultants/reviewers needed • Projected personnel for grant • Review of specific instructions for submission • Identify any potential subcontractors

8. Pre Award – Roles and ResponsibilitiesPrincipal Investigator • Review of RFP • Proposal development • Contact Associate Dean for Research about plans to submit • Contact Associate Dean Academic Affairs – if requesting course buy out • Collaborate with Research Center staff to secure support • Final writing and editing of proposal

9. Pre Award – Roles and ResponsibilitiesAssociate Dean for Research • Determine with PI need for support • Arrange for support • Review proposal before going to SPA or Development for content • Assure compliance with WSU and SSW policies • Sign off on proposal for SSW

10. Pre Award – Roles and ResponsibilitiesCoordinator of Research • Organize and schedule support for SPA and funder submission • Contact SPA or Development about upcoming submissions • Assist with budget development and writing budget narrative • Pulling forms and assurance packets off internet • Assist PI with format/conversion to PDF for electronic submission

11. Pre Award – Roles and ResponsibilitiesOthers • Internal & external reviewer - content input • Coordinator of Research coordinates: • SSW Business Manager – final budget approval • SSW clerical • Typing forms, pagination, table of contents, translation of materials into pdf • Copying and collating • Arrange for proposal delivery (with hard copy) • Other SSW RC staff – as needed

12. POST AWARD • Phase I: Start up • Phase II: Ongoing during grant period • Phase III: Preparation for grant closure

13. Post Award Phase I: Start up • Official notification of award needs to get to the Business Manager and SPA • Preparation of an Internal Review Board (IRB) application – get assistance from Coordinator of Research • Assembling materials for account request – PI and Business Manager • Award letter • Affirmation Memo • Possibly a draft contract

14. Post Award Phase I: Start up (continued) • Request account from SPA – Business manager • Distinguish between tentative versus full acccount • Facilitate contract review and approval – Business manager with assistance from Coordinator of Research • Expenditure planning meeting (PI, Business Manager and Coordinator for Research) • Development of expenditure action plan • Adoption of expenditure action plan

15. Post Award – Phase I: Start Up Expenditure Planning meeting Personnel (internal to Social Work): • Course buy out? Summer Salary?. • What other staff? (Research assistants, graduate research assistants, student assistants, technicians) • Staff outside of SW in other University departments

16. Post Award – Phase I: Start Up Expenditure Planning meeting • Contracts & Sub Accounts • What work will be conducted through sub-contracts or personal service contracts(external to WSU) or through sub-accounts (internal to WSU)? • Supplies • What are the major items to be purchased and what are the policies? (gift cards, computers, software, food, etc.) • Travel • What are the expected travel plans and by whom? • Other Planned expenses or administrative actions?

17. Post Award Phase II: Ongoing Monitoring • The Research Dashboard (www.pipeline.wayne.edu, research tab) provides PIs with information about grant expenditures. Coordinator of Research can provide assistance with accessing. • The Coordinator of Research will maintain a calendar for expenditure planning dates. Other dates should be maintained by the PI. • Follow up expenditure-planning meetings can be convened by the PI, Business Manager or Coordinator of Research as needed.

18. Post AwardPhase III: Preparation for Closure • 2-4 months before the account is set to be closed, another expenditure-planning meeting will be held to be sure that spending is on track, to make changes with appropriate approvals, and to determine if a no-cost extension is required.

19. Post Award – Roles and ResponsibilitiesPrincipal Investigator • Develops and submits IRB application • Provides Business Manager and Coordinator for Research with award notifications • Interfaces with staff for purchasing and hiring • Reviews Dashboard regularly • Initiates requests to sponsor for modifications (e.g., budget revisions, no cost extensions, etc.) • Ensures grant deliverables are on schedule • Completes effort reports

20. Post Award – Roles and ResponsibilitiesBusiness Manager • Submits account request • Tracks both actual and planned expenditures • Oversees SSW’s business operations to ensure support to PI • With PI, projects account balance • Closes account

21. Post Award – Roles and ResponsibilitiesCoordinator of Research • Assists PI with IRB application • Approves IRB application before Associate Dean for Research signs off • Produces updated status of budget (usually for expenditure planning meeting) • Produces documentation from expenditure planning • Maintains calendar for expenditure planning meetings • Trouble shooting