1

CSBS Fourth Friday Faculty Workshop 1:

Grant ManagementCSBS: Frances Solano

ORSP: Stefanie Friesen

TUC: Stacey Lord / Maryann Camarillo

1/23/2015

2Agenda

• Welcome and Introductions

• Review Proposal Process• PI Responsibilities

• Award Negotiation / Acceptance & Execution / Setup

• Initiating subcontracts to collaborators

• Progress Reports

• Budget Revisions

• Carry-forward Requests / No-cost extensions

• Indirect Costs

• ORSP System Implementation1/23/2015

3Introductions

• Your name

• Your department

• Current or past grants

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4The CSBS / CSUN Proposal Process

Formulate Idea

• Define research/program goals• Identify collaborators• Communicate with Department

Chair

Identify Funding

•Identify specific sponsor and program•Discuss with CSBS Grants & Contracts Officer•If private/non-profit sponsor, obtain clearance from CSUN Foundation.•Match project to sponsor goals. Contact sponsor’s Program Officer.•Develop plan for preparing proposal

Draft Budget

• Contact ORSP Grants Coordinator• Develop project timeline, abstract • Draft subcontract scope of work, budget• Define your effort to be devoted to

project• Contact ORSP Grants Coordinator to draft

budget

Review and Approvals•Complete PAF, COI or Form 700U, supplemental COI.•Attach abstract, budget, budget justification•Obtain Chair signature - 3 weeks prior to deadline•Forward to CSBS Grants Officer for dean’s signature - 14 days prior to deadline

Write and Finalize Narrative

•If human subjects involved, contact CSUN Compliance Officer for preliminary IRB guidance.•Finalize all sections of proposal and upload to sponsor system - 4 days prior to deadline.

Submit Proposal •Submit final proposal to ORSP or CSUN Foundation - 4 days prior to deadline•After submission, prepare IRB protocol.

5The CSBS / CSUN Proposal Process:

PI Responsibilities• Identify potential sponsor(s).

• Become familiar with RFP requirements.

• Design and write up project to address sponsor’s goals.

• Develop budget with ORSP Grants Coordinator as early as possible.

• Work with ORSP Grants Coordinator on documents for external collaborators (subcontracts) as early as possible.

• Initiate administrative review EARLY. PAF, Budget and Budget Justification • to Chair at least 3 weeks prior to deadline.• to G&C Officer at least 14 days prior to deadline.

• Deliver final proposal at least 4 days prior to deadline. Includes final narrative sections, formatted, and

• Emailed to ORSP in Word attachment, according to sections specified by sponsor instructions• OR uploaded in correct format to sponsor system (e.g. Grants.gov, NSF FastLane, etc.)

• Prepare protocol and submit to IRB for review and approval. • Award will not be accepted without IRB approval. 1/23/2015

6Award Negotiation / Acceptance / Setup

• IRB approval is required prior to acceptance of award.

• ORSP will review and negotiate terms.

• Once accepted, agreement will be signed and fully executed.• Institutional authority resides with Scott Perez, Director, ORSP.

• Notice sent to PI and Dean for eligibility for large grant release time.

• ORSP will forward agreement and final budgets to TUC.• Budgets for sponsor-paid costs and costshare.

• TUC will set up project ID.• TUC will send notice to PI and CSBS dean’s office of assigned project ID and budget.

• TUC will request confirmation of costshare budget (if any)

7Subcontracts

• Upon acceptance of award, • ORSP

• generates and executes subaward.• notifies TUC Sponsored Projects Liaison

• TUC • prepares purchase order• Encumbers amount of subcontract in project budget

• Payments to subrecipient• Subrecipient submits invoice to PI.• PI reviews and signs invoice, certifying that services were provided.• PI completes check request, attaches invoice, sends to TUC

• Audits and Monitoring• ORSP determines risk category.• PI responsible for monitoring subcontractor activities in accordance with grant.• TUC manages federal A-133 audit process

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8Progress Reports

• The PI is responsible for preparing and submitting progress reports (interim and final) to the sponsor according to terms of grant agreement.

• Please send copies to TUC, ORSP and CSBS G&C Officer.

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9Budget Revisions

• PI initiates budget revision and submits to ORSP.

• ORSP reviews grant agreement for allowability

• ORSP Director signs. Sends to TUC.

• PI is responsible for knowing restrictions on budget revisions.• Each agency is different, with different thresholds, • Sponsor pre-approval may be required.

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10Carry-forward RequestsNo-cost Extensions

• Carry-forward is the budget amount not spent in one project period, and PI requests to use in future project period.• Expected amount must be calculated, and justification as to why not

spent and how it will be spent must be provided.• Request must be submitted to Director, ORSP, for approval and

signature at least 90 days prior to end of budget period.

• No-cost extension is requesting additional time to complete project with no additional dollars being awarded by sponsor.• Sponsor expects same level of effort during NCE period.• Certain sponsors allow ORSP to grant ONE NCE.• Request must be submitted to Director, ORSP, for approval and

signature at least 45 days prior to end of budget period. 1/23/2015

11Indirect Costs

• Costs that university has incurred but not specific to one project. (Eg. Space, utilities, accounting, legal, human resources, etc.)

• IDC negotiated with federal government (DHHS)• On-campus: 45%

• Off-campus: 26%

• Any reductions in IDC rate must be approved by Director of ORSP and the Executive Director of TUC.• Refer all questions/discussions with sponsor directly to ORSP.

• IDC revenue funds the TUC Sponsored Programs Accounting Office, as well as:• the ORSP Large Grant Release Program

• internal grant competitions,

• other university initiatives, i.e. Faculty Writing Bootcamp, Faculty Scholars Academy, etc.

1/23/2015

12NEW ORSP System: Cayuse

ModuleExpected

Implementation Date

Purpose

424 CY 2015, Q3 Electronic proposal development and submission

IRB CY 2015, Q3 Online human subject protocol creation, submission and management

SP CY 2015, Q3 Overall online management of sponsored projects.

1/23/2015

13Resources

• CSBS Grants & Contracts website:• http://www.csun.edu/social-behavioral-sciences/college-grants-office

• ORSP website:• http://www.csun.edu/research-graduate-studies/research-and-sponsored-projects

• Call ORSP for samples

• TUC website:• http://www.csun.edu/sponsoredprograms

• Handouts• Proposal Approval Form (PAF)

• PI Proposal Checklist

• Conflict of Interest Disclosure

• Conflict of Interest Supplement (for PHS agencies)

• Form 700U

14CSUN Contacts

CSBS• Frances Solano, Grants & Contracts Officer (ext. 6135)

ORSP• Stefanie Friesen, Grant Coordinator (ext. 2901)

• Jennifer Reifsneider, Grant Coordinator (ext. 2901)

• Kat Sohn, Compliance Officer (IRB), (ext. 2901)

TUC• Stacey Lord, SP Liaison (ext. 7289)

• Maryann Camarillo, Accounting (ext. 3061)