LSA Research Administrators Information Network RAIN Proposal Day

LSA Research Administrators Information Network (RAIN) Proposal Day #1: Managing the Proposal Process September 2, 2015 Presented by: Peggy Westrick, Senior RP Manager Steven Beach, Research Process Coordinator College of LSA Research Office 1

Know A 21 rules Cost Acctg. Standards Locate resources needed Help make proposals best that can be submitted Advocating for my faculty Being a good steward of funds Keeping my career on track Being a good BIG PICTUR E for Training staff Spend time needed to explain your expectations communicat Shepherding proposals (nagging) or Talking with HR manager about appointments Department and PI Department Research Admin. Keeping up with the rules Attending LSA Res. AG Sponsor sites ORSP. net Word of Mouth 2 Managing the awards Resource commitments 7471 s Appointments Purchasing Submitting proposals Sponsor guidelines e. RPM IRBs Take courses Know the RA track if you want to stay doing research administration Time management Proposals, Have a good Business Process for managing Research Administratio n Renewals, final reports, budgets, 7471 s How many things can I juggle-be realistic Start here Setting expectations for faculty Service plan, Renewals, Deadlines,

LSA RAIN 2015 The LSA RAN meetings this year will have training the first Wednesday of the month: �August 5 th—Overview �September 2 nd—Proposals �October 7 th – Proposals �November 4 th – Proposals �December 2 nd – Awards �January 6 th – Awards (continued) �February 3 rd – Closeouts �March 2 nd -- Electronic systems e. GIF �April 6 th -- Fellowships �May 4 th -- Recap 3

LSA RAIN 2015 The LSA RAN third Wednesday of the month meeting will cover subjects related to LSA RAIN: �August 19 th -- Compliance – Lori Deromedi �September 16 th -- e. RPM -- Steve Beach �October 21 st – ORSP Panel �November 18 -- Research Appointments - Peggy/Deb/Tom �December 16 th – No meeting �January 20 th -- LSA Finance (K. Farmer’s group) �February 17 th – Sponsored Programs �March 16 th – Research Data – Peggy Westrick �April 20 th – Foundation Relations (Maureen Martin) �May 18 th – No meeting 4

Managing the Proposal Process � Putting together a good proposal � 1. Be proactive o Anticipate needs o Help find funding when appropriate o Know and communicate the deadline � 2. Read the sponsor announcement � 3. Put together a good budget for future spending (next month). � 4. Checklists are your friend � Department � College � 5. Use the ORSP Proposal Guide http: //www. orsp. umich. edu/proposals/ � 6. Use the LSA Bs. Process document http: //www. lsa. umich. edu/research/resourcesandlinks/researchad ministrationtoolkit BECOME THE EXPERT 5

Managing the Proposal Process 1. a. Being Proactive Getting faculty to tell you what they are doing using an email solicitation (template below) Dear Faculty and Doctoral Students: If you haven't already done so, please contact me as soon as possible if you are planning to submit a proposal this term. Planning ahead for these deadlines allows us to provide you with the best service possible. We're always happy to receive news of impending proposals even if the deadline is several months away. Proposal Deadlines The College deadline for external proposals is three working days before the sponsor deadline. The final documents must be uploaded into e. RPM before sending to the College for signature. Internal (UM) Proposals through e. GIF. Our office will help you upload (or the appropriate process for your unit) your application into e. GIF. Please note that requests are required to the Dean’s Office two weeks prior to other funding source’s deadlines. This includes cost sharing requests. Please inform our office well in advance of a proposal deadline so we can begin planning an appropriate timeline. Final documents including a draft of the research plan are due to my office 14 days (or whatever Bs. Process you have in place in your unit) before the sponsor deadline. This timeline allows our office, the College, and ORSP adequate time for review and submission of your proposal. We want to do all we can to ensure your proposal will be funded! As always, if you have any questions regarding this message or any other research-related topic, please do not hesitate to contact us me (your email address) 6

Managing the Proposal Process Being Proactive 1. b. Help find funding http: //guides. lib. umich. edu/c. php? g=282783&p=1884254 1 7

Managing the Proposal Process 1. c. Being Proactive Deadlines are there for a reason Department—set one and communicate it. College – http: //www. lsa. umich. edu/research/policiesandprocedures ORSP – http: //orsp. umich. edu/proposal-processingdeadlines Sponsor – Check the sponsor guidelines as each one is different 8

Managing the Proposal Process 2. Sponsor Announcement: What does it tell me �Who is eligible? �What is the deadline? �What resource commitments are allowed? �What resource commitments are required? �Is it complicated—whose advice should I seek? �What can I get by Googling the announcement # � 15 minute exercise on understanding the announcement �Read it �Work as a group to answer questions �Report out to the group 9

Managing the Proposal Process 3. Put Together a Good Budget for Future Spending (This will be the entire topic of Proposal Day #2, October 2 nd. ) � Salaries are 80% of the funds that we receive from external sponsors—start with the right � � � � 10 salary rate and know if a promotion will happen during grant period Understand the Salary Cap if NIH Ensure that other costs like GSRAs are correct Look for A 21 sensitive items Account for all commitments that the sponsor requires—effort, cost sharing, space, room for equipment, etc. Indirect Cost Rate—use the correct rate per the guidelines and understand communicate if it is different that the Federal rate. Space – Verify with your department what their space policy is. Confirm with unit if space requested/required by faculty member deviates from the departments plan. Subaccounts – Track on what is appropriate for other participants or your faculty member if LSA is not the lead. Subcontracts – When and how to use.

Managing the Proposal Process 4. a. Department Proposal Creation Checklist 1. Who is the sponsor NSF, DOE, ARO, DARPA, NIH, private foundations and etc. If the sponsor is NSF and the PI is new make sure he/she filled out the Fastlane new user profile information. If the sponsor is NIH make sure the PI registered for e. RA commons. To register please go to http: //era. nih. gov/ 8. 2. Solicitation number - confirm the solicitation number with the PI once retrieved. 9. Check space for the PI your department 3. Time needed for proposal At least one month Department requires 5 business days before the deadlines (each dept might be different) LSA requires 3 business days before sponsor deadlines ORSP requires 2 business days before sponsor Entire proposal, budget and budget justification has to be finalized. 10. If other departments are involved make sure you communicate with them at the beginning stage of the proposal. 4. Due date of proposal – confirm sponsor deadlines with the PI and communicate with PI the LSA & ORSP’s deadlines. 11. Once most of these documents are created use e. RPM to create the PAF so proposal can be routed to all the proper offices for approval 5. Budget Ask PI if: Ithey have a budget in mind Beginning and end date of the proposal budget Intended PI effort Will there be equipment Will there be cost sharing involved (if so request it through e. GIF immediately) Are there post docs and what will be the effort amount Will there be GSRAs What is the status of the GSRA-- candidate or pre-candidate Are there other PI collaborators or departments Are there subcontracts involves If so, who is the lead organization 12. Before routing proposal attach the relevant documents: Project summary/abstract (read guidelines for page limit) Project narrative (read guidelines for page limit) Budget justification Copy of Fastlane or Grants. gov form package if appropriate Reference cited Facilities & other resources Equipment (if any) Bibliography (read guidelines for page limit) Current & Pending (if co-PI’s are involved they will each need a CP and Bio) Sponsor announcement loaded as a PDDF Proposal document converted to a PDF and uploaded if using Grants. gov or FASTLANE. 6. If equipment is involved such as computer cluster IT state it on PAF. For example IT will be in charge of ordering the computer and other IT responsibilities. Facilities will be in charge of renovating the area. 13. Routing the proposal PI will need to electronically sign the PAF proposal first The department chair or designated department signer will review the proposal. Proposal will then route for the college for review. ORSP will review the proposal and submit the final documents (or how the department guides them on the PAF per the sponsor guidelines for submission) 7. Read sponsor guidelines for rules and regulations 14. Completion An email confirmation will generate stating the proposal has been submitted to the sponsor. Refer to ORSP and LSA business rules and guidelines as necessary. One thing to made aware of, LSA does not waive indirect cost unless it is indicated in the sponsor guidelines Physics Proposal Submission Guide 11

Managing the Proposal Process 4. a. Department responsibilities: �Make the review process as easy as possible for the signers along the way. �Post notes on the PAF to communicate to the signers so they don’t have to guess. �If there is something unusual like a different IDC rate or short deadline, let folks know. �Remember that any compliance issues like Human Subject in Research approval, or M-Inform disclosures, PEERRS certification, etc. need to have you remind the faculty along the way. �Special attention should be given to resource commitments �Space, Cost sharing, faculty effort, subawards, subaccounts, 12 PI eligibility, budget, and budget justification, indirect rate, DMP. Upload supporting emails �e. GIF—Ask early. Commitment documentation is critical!!! Upload supporting e-mails

Managing the Proposal Process 4. a. Department -- Sponsor Compliance elements �Human Subjects in Research �Animals �Mentoring plans �Responsible Conduct of Research �Data Management Plans �PHS-Co. I COMMUNICATION--Can’t always email! 13

Managing the Proposal Process 4. b. Remember the College Review Team is Looking at Different Things in your Proposal than your department (Use the College Checklist) 14

Things we don’t look at � Not looking formatting or that the sponsor forms are filled out correctly—that’s the PI/department’s responsibility to read and understand the Sponsor’s rules � We never go into the sponsor’s grant application systems to look at applications (we can’t even if we wanted to) � Not looking at specific budget $’s (If the amount budgeted for someone’s salary or tuition, etc is wrong we won’t catch that. ) � Situations covered by departmental rules (i. e. course buyouts and space) 15

Recap 1. What is in the second ball in the Big Picture map? �A. Time Management �B. Advocating for my faculty �C. Submitting proposals 16

Recap 2. What are three things in Being Proactive? �A. Anticipate needs, Put together a good budget, and Use the LSA Bs. Process document. �B. Anticipate needs, Help find funding when appropriate, and Know and communicate the deadline. �C. Budget, ORSP Proposal guide, and LSA Bs. Process document. 17

Recap 3. Which sponsor’s Program Solicitation did we use for our exercise? �A. NIH �B. DOD �C. NSF 18