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Grant Preparation and Management

Grant Preparation and Management. Wendy G. Harris, Director of Budget and Resource Planning. Agenda. Current status of Illinois Math funding Resources External funding: Deadlines Budget Content Submission Management Internal funding: As above. Illinois Mathematics Funding.

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Grant Preparation and Management

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  1. Grant Preparation and Management Wendy G. Harris, Director of Budget and Resource Planning

  2. Agenda • Current status of Illinois Math funding • Resources • External funding: • Deadlines • Budget • Content • Submission • Management • Internal funding: • As above

  3. Illinois Mathematics Funding • Currently: • 69 external grants (46 NSF; 17 Simons Foundation, 2 NSA, 1 via UPenn, 1 US Dept Ed, 1 Actuarial Foundation, 1 Sloan Foundation) • $10,284,596 direct total (Math) • $13,701,979 direct plus indirect total (Math) • $198,579 average (direct plus indirect) • 6 internal grants (Research Board) • $104,579 total • $14,940 average • 64 faculty, postdocs, emeritus, other academics

  4. Getting started • Find funding opportunities and deadlines • Department website: http://www.math.illinois.edu/Businessoffice/ • Grant Forward: http://www.grantforward.com/index • Federal Government: http://www.grants.gov • Campus Research Board (faculty): http://crb.research.illinois.edu/ • Scholars’ Travel Fund (faculty, lecturers): http://research.illinois.edu/stf/ • Fellowships/grants (grad students): http://www.grad.uiuc.edu/funding-jobs

  5. Getting started • Sample Deadlines (due to Wendy) • September 9: Sloan Foundation Fellow • September 16: NSF Focused Research Groups • September 23: Simons Foundation Fellow; NSF Analysis, Foundations, Combinatorics • October 3: NSF Algebra/Number Theory • October 7: National Security Agency • October 29: NSF Topology, Geometric Analysis • October 31: NSF Probability • November 7: Simons Foundation Symposia; NSF Applied Math, Computational Math, Math Bio

  6. Getting started • Deadlines that do not go through Wendy • September 4: Scholars Travel • October 1: MSRI Research Professor • October 2: Campus Research Board, Scholars Travel • October 16: NSF PostDoc Fellowship • October 31: MSRI Summer workshop • November 5: NSF Grad Research Fellowship • November 6: Scholars Travel • December 1: MSRI Research Member, MSRI Research PostDoc

  7. Getting started: External funding • Review the guidelines • Margins, font, font size, page limits • Budget restrictions • Eligibility: • NSA: Algebra, No. Theory, Discrete Math, Probability; citizen or permanent resident; PIs, PDs, and RAs must be citizens or permanent residents • NSA: Young Investigators: up to 10 years after PhD • MSRI Research Professor: tenured associate professor with PhD before 2004

  8. External funding, cont’d • Eligibility: • NSF: REU, REGs, Grad Research Fellow, Postdoctoral Research fellow: funding for citizens or permanent residents • NSF Postdoctoral Research Fellow: PhD less than 2 years ago • Special attachments to include • Special formatting • See step by step guides on Business Office website • Budget/budget justification: Wendy Harris • Content: your mentor, other faculty, and your program officer

  9. Typical content: external funding • Stick to the guidelines (margins, pages, font size, font, etc.) • Summary • Description • Biographical sketch • Current and pending grants • Facilities and Resources • Budget • Budget justification

  10. NSF changes • Summary: • Broader impact/intellectual merit http://www.nsf.gov/pubs/gpg/broaderimpacts.pdf • 3rd person; understandable by lay reader; cut and paste into 3 sections • Proposal: section: broader impacts of project, results from prior NSF support (including intellectual merit and broader impacts) • Biography: products, not publications; specific requirements for who to include as collaborators; certain format • Data management plan

  11. NSF: Data Management Plan • Supplementary document-under 2 pages • Types of data to be produced • Standards for data/metadata format • Policies for access/sharing of data • Policies for re-use, re-distribution and production of derivatives • Plans for archiving • **Can state that no plan is needed, but justify why

  12. The NSF budget • PI salary (up to 2 mos summer) • Research assistants (2, 4.5, 9, or 11 months at 25%+) • Research Experience for Undergraduates (REUs) • Benefits (6.36% to 42.94%) • Tuition remission (64%) • Services/collaborator travel • Foreign and domestic (including Canada) travel • Participant costs for conferences • Equipment • Facilities and administration costs (58.6%) on all except tuition and participant costs

  13. Keep in mind… • Nearly impossible to justify: • Supplies • Printers • Computers • Cannot fund: • Books • Meals with visitors • Budget justification: • What will student do? • Who might you invite here? • Where might you travel?

  14. Example NSF budget (1 year) • 2 mos salary @ $6,000/mo: $12,000 • 50% RA 9 mos @ $2,118.40/mo: $19,066 • benefits: $6,366 • tuition remission (64% RA): $11,821 • collaborator travel: $1,000 • domestic travel: $1,000 • foreign travel: $2,000 • Indirect costs (58.6%): $24,279 • TOTAL: $77,532

  15. NSF Terminology • Renewal: “additional funding for a support period subsequent to that provided by a standard or continuing grant” • Talk to program officer first • Include human-resources development of those on grant within Results from Prior NSF Support • Treated as a new grant • Continuation: optional additional funding that was noted in award documents; received based on progress/funds/timely annual report

  16. NSF Terminology • Target date: proposals may be accepted after this, but you may miss a panel • Deadline date: will not be reviewed after this date • Window: period in which proposals will be accepted, with final date being a deadline I treat all as deadlines!!

  17. NSA (due Oct 7) • Young Investigator: • $20,000 per year for two years • If $6,000/mo salary: • 2 mos salary, no student, no travel • 1.25 mos salary, 1 mos 50% RA, $4,000 travel • 1 mos salary, 1.5 mos 50% RA, $4,000 travel, $1,200 computer • Standard Grant: • $40,000 for one year • If $8,000/mo salary and $6,000/mo PD: • 1 mos salary, 1.66 mos RA, $2000 equipment/supplies, $4,000 travel • 1 mos salary, 1 mos PD salary, 1 mos RA, $1,920 travel • Also funding for conferences, workshops, REUs

  18. Simons Collaboration (Jan 22) • Purpose: increase collaborative contacts • Eligibility: tenured, tenure track, professor emeritus; active research/publications; cannot hold grant of over $3,000/yr that allows travel; no citizenship requirements • Funding: $7,000 per year for 5 years • $5,000 for PI: travel, computers, computer support, supplies, books • $1,000 for department: “enhance research atmosphere”; • $1,000 indirect costs

  19. Submitting • Most submitted online • https://www.fastlane.nsf.gov/fastlane.jsp • www.grants.gov • http://pjm.math.berkeley.edu/nsa-ams/ • https://proposalcentral.altum.com • Complete a week before agency deadline due to routing: • PI and department signatures • Sent to UIUC Grants and Contracts • Revisions/corrections • Submission to funding agency

  20. Got it! • Forward letter to Wendy • Adjusting the budget • Revise budget • Impact statement • Abstract (to NSF) • Review the agreement: reporting, citation in publications, foreign travel limitations • Fund set up

  21. Grant management • Funded incrementally or all at once • Know policies for spending money: • See guidelines at http://www.math.illinois.edu/Businessoffice/ • Questionable: books, computers, supplies • Plan ahead: foreign travel (NSA; US Carriers) • Unallowable: your own meal when eating with a visitor • Ask for help in advance: • We pay for flights, conference registration, visitor flights, visitor hotels • Reimbursing foreign visitors

  22. Grant management, cont’d • Read your statements • Expenditure confirmations • Reporting • Rebudgeting • Extension requests

  23. Getting started: Internal Grants • Campus Research Board • Eligible: full-time tenured and tenure track faculty; others may also be considered • Purpose: • Faculty focus • New initiatives/directions • Supports preliminary studies • Supplements other resources • Guidelines: • $30,000 limit (or $10,000 for pilot projects) • 5 page narrative • Budget and budget justification • Due October 2, January 22, February 26

  24. Campus Research Board cont’d • Submission process: • Submit online • See Research Board RA rates on Math website • No department review needed • Review process: • 2 Campus Research Board members plus 3 peers review application • Look at quality and importance of research; probable impact on field; value to applicant’s development; quality and productivity of applicant; budget appropriateness • Once awarded: • Business office notified • Account set up

  25. Scholars’ Travel • Eligible: full-time tenured or tenure-track faculty, full-time lecturers • Purpose: • Support for conferences where you will present • Guidelines: • 1 trip per fiscal year: full/associate professors, lecturers (may be foreign or domestic) • 2 trips per fiscal year: assistant professors (one foreign, or both domestic) • CAN have an external grant • Must plan in advance • Amounts are predetermined: $350-$1,050 domestic; $850-$1,950 international

  26. Scholars’ Travel cont’d • Due dates: • Oct 3, Nov 6, Dec 4, Jan 8, Feb 5, Mar 5, Apr 2, May 7, Jun 4 • Submission process: • Application is online • No department copy needed • Once awarded: • Bring notice along with receipts for reimbursement

  27. Questions?

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