Wayne State University School of Social Work Pre

Wayne State University School of Social Work Pre & Post Award Supports 1 OVERVIEW PRE AWARD From idea generation to study design Proposal development and support Proposal submission POST AWARD Account establishment Monitoring Grant/contract closure

Pre Award From Idea Generation to Research Study 2 Discussion with Associate Dean for Research and your Research Facilitator Discussion with Research Mentor & colleagues (internal & external) Identification of funding sources Potential collaborators Faculty and other scholars Community organizations Forum for brainstorming and feedback on ideas

Pre Award Proposal Development and Support 3 Identification of required consultants (e. g. , methodologist, statistician, and grant writer (in special circumstances). Facilitate to OVPR (Office of the Vice President for Research) to pay for reviews (internal $300, external $600), editing, travel for funds for meeting with funders or matching funds from OVPR. Review by WSU Development (for corporate or foundation proposals) Budget development and budget justification Completion of forms and boilerplate language Editing Coordination of submission (electronically or paper copy)

Pre Award Proposal Submission 4 Completion of WSU approval process (e. Prop/Coeus) Organization of requisite forms & assurances Clerical and graphic support Electronic or mail submission

Pre Award Proposed Time Frame 5 Activity Weeks Planning meeting 15 Approval from Associate Dean for Academic Affairs re: course buy out Draft initial budget 10 SSW Research Center initial review 10 10 Internal WSU review 8 External review 8

Pre Award Proposed Time Frame 6 Activity Weeks Assembly forms/assurances 4 Final budget & Research Center review 3 Associate Dean for Research sign off 3 Submission of materials to SPA – final materials Arrange for delivery of proposal if paper 3 -5 days 3 days

Pre Award Planning Meetings 7 Meetings with PI, facilitator and Coordinator of Research Schedule for development and submission Research summary and budget implications Consultants/reviewers needed Projected personnel for grant Review of specific instructions for submission Identify any potential subcontractors

Pre Award – Roles and Responsibilities Principal Investigator 8 Review of RFP Proposal development Contact Associate Dean for Research about plans to submit Contact Associate Dean Academic Affairs – if requesting course buy out Collaborate with Research Center staff to secure support Final writing and editing of proposal

Pre Award – Roles and Responsibilities Associate Dean for Research 9 Determine with PI need for support Arrange for support Review proposal before going to SPA or Development for content Assure compliance with WSU and SSW policies Sign off on proposal for SSW

Pre Award – Roles and Responsibilities Coordinator of Research 10 Organize and schedule support for SPA and funder submission Contact SPA or Development about upcoming submissions Assist with budget development and writing budget narrative Pulling forms and assurance packets off internet Assist PI with format/conversion to PDF for electronic submission

Pre Award – Roles and Responsibilities Others 11 Internal & external reviewer - content input Coordinator of Research coordinates: SSW Business Manager – final budget approval SSW clerical Typing forms, pagination, table of contents, translation of materials into pdf Copying and collating Arrange for proposal delivery (with hard copy) Other SSW RC staff – as needed

POST AWARD 12 Phase I: Start up Phase II: Ongoing during grant period Phase III: Preparation for grant closure

Post Award Phase I: Start up 13 Official notification of award needs to get to the Business Manager and SPA Preparation of an Internal Review Board (IRB) application – get assistance from Coordinator of Research Assembling materials for account request – PI and Business Manager Award letter Affirmation Memo Possibly a draft contract

Post Award Phase I: Start up (continued) 14 Request account from SPA – Business manager Distinguish between tentative versus full acccount Facilitate contract review and approval – Business manager with assistance from Coordinator of Research Expenditure planning meeting (PI, Business Manager and Coordinator for Research) Development of expenditure action plan Adoption of expenditure action plan

Post Award – Phase I: Start Up Expenditure Planning meeting 15 Personnel (internal to Social Work): Course buy out? Summer Salary? . What other staff? (Research assistants, graduate research assistants, student assistants, technicians) Staff outside of SW in other University departments

Post Award – Phase I: Start Up Expenditure Planning meeting 16 Contracts & Sub Accounts What work will be conducted through sub-contracts or personal service contracts(external to WSU) or through sub-accounts (internal to WSU)? Supplies What are the major items to be purchased and what are the policies? (gift cards, computers, software, food, etc. ) Travel o What are the expected travel plans and by whom? Other Planned expenses or administrative actions?

Post Award Phase II: Ongoing Monitoring 17 The Research Dashboard (www. pipeline. wayne. edu, research tab) provides PIs with information about grant expenditures. Coordinator of Research can provide assistance with accessing. The Coordinator of Research will maintain a calendar for expenditure planning dates. Other dates should be maintained by the PI. Follow up expenditure-planning meetings can be convened by the PI, Business Manager or Coordinator of Research as needed.

Post Award Phase III: Preparation for Closure 18 2 -4 months before the account is set to be closed, another expenditureplanning meeting will be held to be sure that spending is on track, to make changes with appropriate approvals, and to determine if a nocost extension is required. Grant Length # months before closure 1 year or less 2 2 -3 years 3 4 years or longer 4

Post Award – Roles and Responsibilities Principal Investigator 19 Develops and submits IRB application Provides Business Manager and Coordinator for Research with award notifications Interfaces with staff for purchasing and hiring Reviews Dashboard regularly Initiates requests to sponsor for modifications (e. g. , budget revisions, no cost extensions, etc. ) Ensures grant deliverables are on schedule Completes effort reports

Post Award – Roles and Responsibilities Business Manager 20 Submits account request Tracks both actual and planned expenditures Oversees SSW’s business operations to ensure support to PI With PI, projects account balance Closes account

Post Award – Roles and Responsibilities Coordinator of Research 21 Assists PI with IRB application Approves IRB application before Associate Dean for Research signs off Produces updated status of budget (usually for expenditure planning meeting) Produces documentation from expenditure planning Maintains calendar for expenditure planning meetings Trouble shooting