The OSU Research Office Supporting Faculty Success What WhatDoes DoesSponsored SponsoredPrograms ProgramsDo? Do? OSU’s Office of Sponsored Programs (OSP) • Central proposal submission responsibility for sponsored research, scholarship, instructional activities • Award review, negotiation, acceptance • Resources for identifying and developing external funding • Policy and procedure development • Training, outreach • Preparation, negotiation, and approval of any outgoing subagreements Office of Sponsored Programs Office of Sponsored Programs Organizational & Functional Structure Pat Hawk Director Vacant Senior Grant and Contract Officer (large projects) Lin Reilly Sr. Grant and Contract Officer (team leader) Eric Anundson Grant and Contract Officer Vacant Asst. Grant and Contract Officer Effective 10/1/14 (functionally split between ORI and OSP) Aedra McCarthy Sr. Grant and Contract Officer (team leader) Vickie Watkins Grant and Contract Officer Cindy Rasberry Grant and Contract Officer Cleo Klepzig Asst. Grant and Contract Officer Larry Weymouth Asst. Grant and Contract Officer Assignments: Division of Arts and Sciences Division of Health and Human Sciences Division of Business and Engineering All Other Units (Colleges: Vet. Med., Science, Pharmacy, Liberal Arts, HHS, Engineering, Education, Business) Julie Meier Admin. Asst. Lesley Lazerus Research Data Analyst Lydia Perry Asst. Grant and Contract Officer Assignments: Division of Earth Sciences (Colleges: Forestry, COAS, Ag. Sciences, CIMRS and HMSC) Who Handles What at OSU? Office of Sponsored Programs (OSP) - Reviews & approves proposals - Approves PI changes for OSU - Approves PI transfers for OSU - Secures F&A waiver approvals before award is made - Accepts awards needing signature* - Negotiates and accepts contracts - Approves IPAs - Issues subawards Office of Post Award Administration (OPAA) - Accepts NSF, NIH and ONR awards - Approves pre-award spending - Sets up awards - Receives subaward invoices - Submits financial reports/invoices - Monitors and closes out awards ***OCCD accepts industry-funded agreements From Proposal to Research Results Step 1 Step 2 Step 3 • Proposal is written • Proposal is routed to Sponsored Programs for review & approval • Proposal is submitted to Sponsor • Award is received in OSP or OCCD; proposal is retrieved • Award is matched with proposal, reviewed, negotiated and accepted • Award package is sent to Office of Post Award Administration • Award is set up in Banner Financial System • Principal Investigator begins work • Business Center works with PI to process expenses Cayuse has come to OSU Office of Sponsored Programs SF 424 FORM SET THESE ARE USED BY OSP ONLY Auto-fills Click here to access error links Cayuse Training for New Faculty When: November 11, 2:00pm – 3:30pm Where: Memorial Union, Room 211 Class size is limited – register for a space by calling OSP (7-4933) or sending an e-mail to [email protected] Guiding submissions, negotiations, awards so your research is supported Tips from Vince – Tip 1 • Be sure that you are set up on Cayuse, Fastlane and eCommons. Do this well in advance of even starting to write up your idea. It should be a straightforward process, but if you are time-constrained it is sure to be problematic instead. So hedge your bets and get signed up right away. Here’s the link to a good starting point: http://oregonstate.edu/research/osp/forms Tips from Vince – Tip 2 • Prepare your budget early. When I started my academic career I had a habit of focusing intently on the new idea that I wanted to pitch in response to an RFP and leaving the budget part for later. “Later” usually turned out to be at the last possible minute. And invariably that’s when I’d find out that I did not have the latest data to inform me in preparing a draft budget. So, start early with a good general idea of what the budget will be. Then, when you are past the writing crunch and on to refining the budget, you know you will be starting from a solid set of numbers. An additional idea: Save this template and use it as your starting point for future applications – you can simply scale the personnel, supplies and equipment components to meet the needs of the proposed project, making it more likely that your budget will review well. Here’s a link to a good starting point: http://oregonstate.edu/research/osp/budgetdevelopment-0 Many times your Department or business office will have a template they can share with you as a starting point, too. It’s worth asking. Tips from Vince – Tip 3 • The numbers – make sure you are using current rates. It’s frustrating to invest time and energy in preparing what seems to be a rock solid budget, only to have it reviewed and learn that the rates you used were not current. So, visit the OSP website early in the process (when you make that DRAFT BUDGET) to plug in the right values. Here’s a link to a good starting point: http://oregonstate.edu/research/osp/sites/default/files/c urrent_rates_fy14.pdf Tips from Vince – Tip 4 • Don’t be afraid to ask for help – just ask EARLY. Finding the right person to ask is pretty straightforward – start with your senior colleagues. Your colleagues are a great resource for “intelligence” on funding agencies, opportunities, and budget preparation. Getting together with a colleague for a discussion – over coffee or tea, or while taking a walk around campus, can be tremendously helpful. For budget preparation, a good first question is “Can you share with me an example budget for [name the funding organization] that I could use as a starting point?” Armed with that, you are more likely to be successful in assembling a budget. Tips from Vince – Tip 5 • To review your budget, work with your business center [or College Grant Coordinator] first. Tips from Vince – Tip 6 • When you are close to being ready to submit – ideally a couple of weeks prior to the deadline (go ahead, groan now, I know the feeling) – “punch the button” to trigger the OSP review. Recognize that OSP may be able to work with only a very rough draft of the technical part of the proposal (so long as it is a good match for the budget piece) and your best effort, using current rates, for the budget. By now, that part will have been reviewed by your business center, so it’s likely to be in reasonably good shape. Here’s a link to the OSP org chart, to guide you as to whom in OSP is your best point of contact: http://oregonstate.edu/research/osp/sites/default/files/osp_fu nctional_structure_0.pptx Tips from Vince – Tip 7 • Recognize that the person on the other end of the phone, or responding to your email, is also helping lots of other people with needs as dire as your own. They’ll be much more inclined to jump on your problem if it’s clear that you have done your part fully.