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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 UIUC Math funding Resources External funding: Deadlines Budget Content Submission Management Internal funding: As above. UIUC Mathematics Funding. Currently:

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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 UIUC Math funding • Resources • External funding: • Deadlines • Budget • Content • Submission • Management • Internal funding: • As above

  3. UIUC Mathematics Funding • Currently: • 80 external grants (58 NSF; 10 Simons Foundation, 4 NSA, 3 via other universities, 1 US Dept Ed, 1 ONR, 1 Air Force, 1 NoyceFoundation, 1 Sloan Foundation) • $13,807,223 direct total (Math) • $19,539,743 direct plus indirect total (Math) • $244,247 average (direct plus indirect) • 6 internal grants (Research Board) • $77,110 total • $12,852 average • 54 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 19: Simons Fellow • September 24: MSRI Research Professor • September 25: NSF Analysis, Foundations, Combinatorics • October 8: NSA, Algebra/Number Theory, NSF PostDoc Fellow • October 31: NSF Topology, Geometric Analysis, Probability • November 7: NSF Grad Research Fellow • November 8: NSF Applied Math • November 26: MSRI Research Member, PostDoc • December 9 (estimated): DARPA Young Faculty

  6. Getting started: External funding • Review the guidelines • Margins, font, font size, page limits • Budget restrictions • Special attachments to include • Watch for eligibility: • NSA: Algebra, No. Theory, Discrete Math, Probability; citizen or permanent resident; PIs, PDs, and RAs must be citizens or permanent residents • Young Investigators: up to 10 years after PhD • 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 • MSRI Research Professor: tenured associate professor with PhD before 2003 • Ask for assistance • Budget/budget justification: Wendy Harris • Content: your mentor, other faculty, and your program officer • Examples to be uploaded to Business Office site soon

  7. The 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 (5.99% to 44.67%) • Tuition remission (62%) • Supplies • 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

  8. Keep in mind… • Hard to justify: • Supplies • Printers • Computers • Cannot fund: • Books • Meals with visitors

  9. Example budget (1 year) • 2 mos salary @ $5,555.55/mo: $11,111 • 50% RA 9 mos @ $2,061.70/mo: $18,555 • benefits: $6,075 • tuition remission (62% RA): $11,504 • supplies/computer: $1,500 • collaborator travel: $1,000 • domestic travel: $1,000 • foreign travel: $2,000 • Indirect costs (58.6%): $24,167 • TOTAL: $76,912

  10. 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 • Data management plan (NSF GPG IIC2j)

  11. 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. More to keep in mind… • Summary • Broader impact/intellectual merit • http://www.nsf.gov/pubs/gpg/broaderimpacts.pdf • Description • Use images (examples, breaks up text) • Can use URLs, but the reviewers are not obligated to follow them • Biographical sketch • Very specific format • Budget justification • What will student do? • Who might you invite here? • Where might you travel?

  13. Submitting • Most submitted online • https://www.fastlane.nsf.gov/fastlane.jsp • www.grants.gov • http://pjm.math.berkeley.edu/nsa-ams/ • 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

  14. 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

  15. 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

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

  17. Getting started: Internal Grants • Campus Research Board • Eligible: full-time tenured and tenure track faculty; full-time academic professionals • Purpose: • Helps new faculty initiate research • Seeds work in a new direction • 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 4, January 24, February 28

  18. Campus Research Board cont’d • Submission process: • Submit online • Do not need to know current RA rate • 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

  19. 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 • 2 trips per fiscal year: assistant professors, lecturers • Foreign travel supported every other year (per person) • CAN have an external grant • Must plan in advance • Amounts are predetermined: $100-$775 domestic; $530-$2000 international; supplements also possible

  20. Scholars’ Travel cont’d • Due dates: • Oct 3, Nov 7, Dec 5, Jan 2, Feb 6, Mar 6, Apr 3, May 1, Jun 5 • Submission process: • Application is online • No department copy needed • Once awarded: • Bring notice along with receipts for reimbursement

  21. Questions?

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