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Administrative Support for Large-Scale Funding Applications – Session 1: Getting Started

Administrative Support for Large-Scale Funding Applications – Session 1: Getting Started . Office of the Vice-President Research & Innovation. Sarah Whitaker, Sr. Research Officer August 21, 2012. Goals.

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Administrative Support for Large-Scale Funding Applications – Session 1: Getting Started

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  1. Administrative Support for Large-Scale Funding Applications – Session 1: Getting Started Office of the Vice-President Research & Innovation Sarah Whitaker, Sr. Research Officer August 21, 2012

  2. Goals • To offer professional development for research administrative staff, enabling continuous improvement in the quality of support for research funding applications. • To increase the number of research support personnel on campus who have the skills and knowledge needed to support the development of large-scale research applications. • To increase the University’s overall capacity to support a growing number of large-scale applications for external research funding.

  3. Session 1 – Getting Started Topics to be addressed include: • What supports are most critical to researchers preparing large scale applications? • Selecting the right funding opportunity • Team building – project team and support team • Project Chartering • 2-stage applications processes • Internal review and submission processes • Common challenges • Strategies for success

  4. Supports for researchers Identification of funding sources Assessment of project scale Budgeting Knowledge of funders and funding opportunity details Knowledge of on-line forms and processes Knowledge of internal supports for project and team development Knowledge of internal review processes and submission details Editing

  5. How do we assess scale? PI Goals and objectives Outcomes Budget Partners Research team size Length of project Organizational chart Activity chart over time

  6. Which funder? Tri-council – CIHR, NSERC, SSHRC Government – municipal, provincial, federal Foundations – Canadian, International Private sector – Canadian, Inter or Multinational Combination?

  7. Team building Application Development Team • PI, research team members • RO, ORU Coordinator, ORS staff, other staff • Dean(s), ADR(s), VPRI, AVP(s), other sr. administrators • York University service providers (central and faculty-based) • KMb, Innovation York, Procurement, Communications, Computing

  8. Team building Research Team Development – People and Organizations • PI • Research team members • Partner organization selection • Project evaluation • Audit • “Receptor” communities

  9. Internal review and submission processes Faculty Deadlines VPRI Deadlines SPORT – review and recommendation processes Internal / External Reviews ORS deadlines

  10. Project Chartering • Purpose • Deadlines • Work plan • Team consensus • Examples

  11. 2-stage applications processes Letter of Intent / Notice of Intent What types of information are required? How detailed should the information be? Do team members and partners need to be confirmed? Does the budget need to be confirmed? Do matching funds / contributions need to be confirmed? Do we need to indicate specific research activities and project outputs?

  12. 2-stage applications processes Full Applications Update – text, team, partners, budget, project outputs, etc. Expand – description, budget detail, etc. Confirm – roles, responsibilities and finances

  13. Common challenges • Relaxed approach to LOI stage • Timelines • Managing partner / research team member expectations • Resistance to budgeting / lack of detail in budget • Securing matching funds • Specialized writing for general committees • Writing by committee / lack of team consultation • Governance structures • Last minute components • Articulation of impact / need for research / benefits to Canadians and others

  14. Strategies for success • Read the instructions and think through associated timelines associated • Timeline / Regular reminders • Use your research team • Support team • Mentors • Know your funder • Write for your reader • Internal / External Review • Define roles clearly for team and partners • Define financial expectations • Budget, budget, budget

  15. Feedback Please complete the feedback form in your kit as your recommendations will help us improve subsequent sessions. Thank you!

  16. Up Next… Session 2 – Communicating Project Goals and Objectives August 22, 2012 from 10 am – 12 pm, 626 YRT Session 3 – Budgeting for Large-scale Projects August 23, 2012 from 10 am – 12 pm, 626 YRT

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