An Overview of the Grant Application Process at Rowan University

An Overview of
the Grant
Application
Process at
Rowan
University
Presented by University
Advancement
and the Office of
Sponsored Programs
Introductions
University Advancement
 Deanne Farrell, Director of Corporate and Foundation
Relations, x5418 farrelld@rowan.edu
 Rachael Swierzewski, Associate Director of Corporate and
Foundation Relations, x2408 swierzewski@rowan.edu
Office for Research
 Dr. Shreek Mandayam, Vice President for Research, x5333
shreek@rowan.edu
Tech Commercialization

Mina Zion, Director, x5097 zion@rowan.edu
Research Compliance

Dr. Sree Murthy, Chief Research Compliance Officer, x5853
murthy@rowan.edu
Office of Sponsored Programs (Glassboro/Camden)
 Sarah Piddington, Director, x5482 piddington@rowan.edu
 Stephanie Lezotte, Assistant Director, x4124 lezotte@rowan.edu
 Kristy Carpenter, Post-Award Specialist, x5497 carpenterk@rowan.edu
 Jamie Foody, Post-Award Analyst x5198 foodyj@rowan.edu
 Eric Gregory, Compliance and Contracts Specialist, x4058
gregorye@rowan.edu
Office of Research & Sponsored Programs (SOM)
 Todd Regn, Director, 566-6075 regntd@rowan.edu
 Jeannine Voll, Program Admin, 566-6071 voll@rowan.edu
Grants and Contracts (SOM)
 Gerald Sabawa, Manager, 566-6102 sabawagw@rowan.edu
 Tammy DelleFave, Analyst, 566-6103 martinta@rowan.edu
 Sheila Lewis, Analyst, 566-6104 lewissj@rowan.edu
*If you are a CMSRU
employee, please talk
with Harry Mazurek to get
a copy of their Flowchart,
as it differs slightly.
*If you are an SOM
employee, please
contact your ORSP office.
We are working on a
uniform internal routing
form.
Internal Processes


Required internal paperwork
1.
Project Description Template (UA only)- Submitted to
Deanne Farrell or Rachael Swierzewski. Used in the process
of finding appropriate funding opportunities.
2.
Project Summary Form (CMSRU only) – Submitted to Harry
Mazurek used to approve CMSRU projects.
3.
Proposal Planning Form/Proposal Cover Page (all) - Filled
out after the budget has been finalized. Requires
departmental and institutional signatures as noted.
Proposals cannot be submitted without fully signed
paperwork.
Forms can be at found:
http://www.rowan.edu/provost/grants/index.cfm
OFFICE OF SPONSORED PROGRAMS
PROPOSAL PLANNING FORM
OFFICE OF SPONSORED PROGRAMS
PROPOSAL PLANNING FORM
Proposal Planning Form
Required internal paperwork MUST BE SUBMITTED TO OSP FIVE WORKING DAYS before sponsor’s (or collaborating
institution’s) submission deadline.
NOTE: The College of Science & Mathematics requires this form to be submitted to the Dean FIFTEEN WORKING DAYS before
sponsor’s submission deadline (or SEVEN WORKING DAYS before, if new equipment or space are NOT requested).
Project Title:
Rowan Principal Investigator (PI):
Dept. ORG #
Rowan Co-PI #1:
Dept. ORG #
Rowan Co-PI #3:
Dept. ORG #
Rowan Co-PI #4:
Dept. ORG #
On a separate sheet, please list external key personnel who are responsible for the design, conduct, or reporting of research. Note: This
might include any person identified as a collaborator or consultant.
Required internal paperwork MUST BE SUBMITTED TO OSP FIVE WORKING DAYS before sponsor’s (or collaborating
institution’s) submission deadline.
NOTE: The College of Science & Mathematics requires this form to be submitted to the Dean FIFTEEN WORKING DAYS before
sponsor’s submission deadline (or SEVEN WORKING DAYS before, if new equipment or space are NOT requested).
CONFLICT OF INTEREST:
If yes, please describe on a separate sheet of paper.
Yes
No
PI AND CO-PI FACULTY COURSE RELEASE:
Does this proposal require any release from teaching responsibilities?
Number of credits for release: _________
Yes
No
Yes
Yes
No
No
SUMMER SUPPORT:
Are you requesting summer salary?
Do you have summer salary currently?
If yes, number of months: _________
BUDGET: Complete budget sheet required by sponsor and attach to this paperwork.
Sponsor’s Request University Cost Share
Third Party Cost Share
Direct Costs
F&A Costs @ insert%
Total Project Costs
Agency or organization to which proposal will be submitted:
Prime Sponsor (if different from above):
TOTAL
Submission Deadline:
Project Period (mm/dd/yyyy to mm/dd/yyyy):
PROPOSAL CATEGORIES (choose 1 item in each section):
Category:
Research
Fee-for-Service
Public Service
Instruction: General Academic
Instruction: Occupational/Vocational
Instruction: Community Education
Academic Support: Course/Curriculum Development
Student Services: Counseling and/or Career Guidance
Student Services: Athletics
Operations: Construction
Operations: Equipment
Student Aid: Scholarships
Student Aid: Fellowships
Student Aid: Student Work Programs
Source:
Federal
Federal/State
Federal/Other
State
Foundation
Industry
Other (please specify):
REQUIRED INFORMATION
Catalog of Federal Domestic Assistance
#: ____________
Or Solicitation #:____________
Type:
New Competitive
New Non-Competitive
Continuation
Prior Yr BANNER ACCOUNT#: ____________________
Supplemental
Form:
Grant
Contract
Cooperative Agreement
Subaward
Other (please specify):
PROJECT ABSTRACT (You may copy this directly from your Intent to Propose form or Proposal. NOTE: this is the final abstract
that will appear in all official documents and publications related to this project):
COST SHARING: (Amounts in the table below should equal the total provided in the University Cost Share column above)
Source
Amount ($)
Department funds (FOAPAL)
College funds
University funds
NEW COMMITMENTS AND REQUIREMENTS:
Personnel
Space
Equipment
Renovations
Post-Project Commitments (e.g., equipment maintenance)
Animal Subjects
Human Subjects
Hazardous Materials
PI CERTIFICATION: I certify that the information to be submitted for this application will be true, complete and accurate to the
best of my knowledge and that any knowingly providing false, fictitious, or fraudulent statements/claims may result in criminal, civil,
or administrative penalties. The project fits within the mission of the department/college, requirements for facilities/space have been
discussed with the appropriate administrators, any Conflict of Interest has been disclosed, and the project will be administered in
accordance with University and sponsor guidelines, policies, and procedures. If funded, I will accept responsibility for the scientific
conduct of the project and provide the required progress reports if a grant is awarded as a result of the application.
_________________________________________________ ___________________________________
PI
Date
APPROVALS: This proposal is in accord with policies, capabilities and interests of the department/college, and I agree to the
commitment of resources and personnel described in the proposed budget.
_________________________________________________ ___________________________________
Department Chair
Date
_________________________________________________ ___________________________________
College Dean
Date
Proposal Cover Page
Sponsor Submission Deadline PCP ID (PI Initials and Current Date)
Proposal Cover Page (PCP) for Grants and Contracts
Project Title
Principal Investigator
Department
Phone
Total Requested Budget
Requested Start Date
Funding Agency
Agency Program Title
Purpose
☐ Research ☐ Service
Type
☐ New Application ☐ Competing
☐ Supplement ☐ Revision
☐ Other
☐ Non-Competing ☐ Resubmission ☐ Modification ☐ Subcontract
Human Subjects
Animals
Radioisotopes
Biohazards
Recombinant DNA
☐ NO
☐ NO
☐ NO
☐ NO
☐ NO
☐ Training/Education ☐ Research/Service ☐ Planning
☐ PENDING
☐ PENDING
☐ PENDING
☐ PENDING
☐ PENDING
☐ APPROVED ON
☐ APPROVED ON
☐ APPROVED ON
☐ APPROVED ON
☐ APPROVED ON
PROTOCOL #
PROTOCOL #
PROTOCOL #
PROTOCOL #
PROTOCOL #
NEED FOR COMMITMENT OF ADDITIONAL INSTITUTIONAL RESOURCES BEYOND GRANT/CONTRACT BUDGET REQUEST
1. Salaries
☐ NO
☐ YES
NOTE: IF ANSWER IS “YES” TO ONE OR
2. Laboratory Space/Office Space/Other Space
☐ NO
☐ YES MORE OF THESE ITEMS, ATTACH
3. Mechanical, Electrical, Plumbing (HVAC) Services
☐ NO
☐ YES SHEET(S) PROVIDING DETAILS INCLUDING
4. Space Alteration or Renovation
☐ NO
☐ YES WHO WILL PAY THE ADDITIONAL COSTS.
5. Major Equipment
☐ NO
☐ YES DOCUMENT APPROVAL BY THE
APPROPRIATE AUTHORIZED PERSON.
6. Hospital/Mental Health Services/Facilities
☐ NO
☐ YES
7. Research Includes or Impacts Urban/Minorities
☐ NO
☐ YES
Review and Approval
Date
Date
Principal Investigator/Program Director*
Department Chair/Unit Head
Manager, Grants & Contracts
Dean/Research Dean
* As PI, you are certifying to the following: The information submitted within this application is true, complete and accurate to the best of my
knowledge. I understand that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. I
agree to accept responsibility for the scientific conduct of the project and to provide the required progress reports if a grant is awarded as a result of
the application.
Revised 7/23/13
Project Description Template
Project One- to Two-Page Description for Funders
Project Name:
Primary Contact:
Associated Department within the College:
Total Project Cost:
Timeline, if any:
Project Status: (Is this a new or ongoing project? Has it been approved by your Dean?)
Project One- to Two-Page Description for Funders
Other Sources of Support
(Briefly describe any sources of financial support for the project. Use the Project Budget
Template to detail expenses.)
Project Background/ History
(Briefly describe the proposed project and its history.)
Constituency Served
(Describe who and how many individuals will benefit, directly or indirectly, from the project.
Provide demographic information such as gender, age, ethnicity, socio-economic status, etc, if
available. Feel free to use a table with percentages or other visual aid.)
For Prospective Donor Research Purposes
Key Word Search:
Current Need
(What problem or challenge will this project address?)
Suggested Areas of Interest/Applications of Research:
Project Goals/ Objectives
(What do you intend to accomplish?)
Anticipated Outcomes/ Deliverables
(Provide measurable, action-oriented, time sensitive, specific outcomes. Outcomes are usually
defined as changes in behaviors. Identify the specific deliverables from your project.
Deliverables are products such as databases, software, curricula, flyers, reports, etc.)
Method to Accomplish Goals/ Workplan
(What activities, when, by whom – including key staff bios)
Evaluation
(Summarize how you will determine the achievement of your outcomes and measure overall
effectiveness of the project.)
Required for requests for
prospect research through
University Advancement
Project Summary Form
Project Summary Form
Date: _______________
CMSRU Faculty Principal Investigator (PI):
__________________________________________
Dept: ______________________________
Email: _____________________________
Short Title: ______________________________________________________________________
Funding Agency: _______________________________________________________
Grant Submission Due Date: _______________
Length of Grant (years): _______________
Proposed Percent Effort for the PI to be Covered by this Grant: _______________
Expected CMSRU Resources Needed:
Space (e.g. open or closed lab and square feet) ________________________________________
Personnel (e.g. co-investigators or technicians) ________________________________________
Special equipment or instruments ___________________________________________________
Laboratory animals (type and number) ______________________________________________
Human Subjects (yes or no) _______________
Simple Estimated Budget:
Personnel costs _______________
Equipment _______________
Supplies _______________
All other direct costs _______________
Estimated Total Direct Costs _______________
Project Abstract:
Please e-mail completed form to: mazurek@rowan.edu
Required for all CMSRU
faculty submissions
I want to submit a
Letter of Inquiry
Pre-proposals, preliminary applications, or
letters of inquiry.
Although OSP/ORSP or UA do not required
signed internal paperwork for these types
of submissions, please notify our offices so
we can assist. Guidelines vary.
I want to submit a proposal

Only UA or OSP/ORSP may submit proposals or
grant applications on behalf of the university.
Proposals that are not approved prior to
submission or submitted by a non authorized
representative:
 Can be rejected by the university if awarded
with unfavorable terms or conditions.
 May not include the full protection of the
university under the New Jersey Tort Claims
Act.
 Significantly delays processing time. Even
with an award notice, project work cannot
begin until university approval is acquired.
Exceptions: PIs may submit proposals on their own for money that
will be awarded directly to them, not managed by Rowan (i.e.
monetary awards, travel funds, fellowships, scholarships.)
Things to Remember
 Depending
on your project, one or more
training modules may be required
 Research Regulatory committees – IRB,
IACUC, BSC
 Electronic portal registrations
 Allow time for signatures
FAQ
Q: I’ve come from another university. How
do I transfer a grant awarded to me?
A: Since grants are awarded to institutions, not
individuals, your former institution must relinquish rights
by contacting the sponsor. OSP/ORSP will work with
both the former institution and the sponsor to ensure
a smooth transfer.
Q: How can I find grant opportunities?
A: Rowan has access to two funding databases:
InfoEd International and the Foundation Directory
Online. Contact an OSP/UA representative for
instructions on signing up and accessing these sites.
You can also check grants.gov for federal
opportunities and
http://www.nj.gov/nj/gov/njgov/grants.html
for NJ funding opportunities.
Upcoming Workshops
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1/31 & 4/16 Intellectual Property
2/4 & 2/6 Finding Grant Funding
2/6 Finding Grant Funding
2/11 Grant Budgeting 101
2/12 Effort Reporting
2/18 Administering Your Grant Awards
3/5 Promoting Your Projects
3/11 & 3/14 Writing Winning Grants
3/26 Creating Complex Grant Budgets
3/31 Research Regulatory Committees
4/8 Stewardship and Reporting
Check Rowan Announcer for locations and times!
Questions?