Identifying Funding Opportunities

OSP provides a library of information on funding sources for your review. We have files containing information and applications for both federal and non-federal sponsors. In addition, numerous research information periodicals and funding directories are on display. Feel free to come by and "research" a potential sponsor.

At your request, OSP can identify a number of potential sponsors for your project. Utilizing the Illinois Researcher Information System (IRIS), we can conduct a computerized database search. Based on keywords which describe your research interests and those given by the potential sponsor, a match may be obtained. The result will be a printout compiling the most appropriate programs for you. Should this search fail to identify a sufficient number of opportunities, we will be pleased to conduct a manual search of funding directories and current research bulletins. With our expertise and funding resources, we can provide you with information on many potential sponsors.

Sponsor Guidelines and Application Kits

Once you have identified sponsors that may be interested in your research, OSP can provide additional material. For example, our files contain items such as guidelines, annual listings of previous awardees, annual reports, lists of potential reviewers and, of course, application kits. A current supply of the most popular kits is available including Public Health Service (PHS) 398, PHS 2590 (for continuations), National Research Service Award (PHS 416-1) and the National Science Foundation (NSF) Grant Proposal Guide (GPG).

Every day, OSP staff reviews numerous funding and regulatory policy publications. Examples of those publications include the Federal Register, the NSF Bulletin, Federal Grants and Contracts Weekly and the NIH Guide for Grants and Contracts. Sponsors frequently announce upcoming funding opportunities in these various publications. OSP will forward any information relevant to your research interests.

We are also pleased to be a participant in the Community of Science, a national database system for researchers (formally known as BEST Norh America). COS allows us access to personalized records describing research interests for Emory faculty as well as for researchers across the country. Through COS, OSP can quickly and easily match investigators with potential sources of funding.

Proposal Development

Once you have located a potential sponsor, your next step will be to develop a successful proposal. Please note, however, that OSP staff does not provide technical writing or editing assistance.

Information on the Sponsor

OSP is involved with many agencies and is ready to assist you in preparing a budget or interpreting guidelines. If you are applying to the National Institutes of Health (NIH), the rosters of review groups are available via internet to assist in targeting your proposal to the appropriate review panel. OSP staff can help you to access this information.

Preparation of Forms

Frequently, an application will involve the preparation of standard forms. OSP can answer your questions about any institutional details to be included. Faculty may also find it helpful to view the current version of OSP's Emory Proposal Information sheet (formerly the OSP Fact Sheet) which provides information likely to be requested in an application.

Writing the Proposal

As mentioned earlier, OSP does not provide any technical writing, editing, or typing assistance when you prepare the body of your application. However, OSP's Program Information library includes "how to" and "helpful information" books to facilitate writing grant proposals. We encourage you to take advantage of these resources.

The most important aspect of proposal preparation is completely following application instructions. It is also important to have someone else read your technical section. Your colleagues are often some of the same reviewers that agencies call upon to make funding decisions. We urge you to seek their counsel.

Budget Preparation

OSP can assist you in preparing the proposal budget. Help is available in determining your cost estimates or checking the mathematical accuracy of your calculations. We will also keep you up-to-date on Emory's fringe benefit rate and appropriate indirect cost rate.

Proposal Processing

Internal Routing and Review

Your proposal must be reviewed for its scientific merit and adherence to University and agency guidelines. To facilitate this process, you are required to use the Sponsored Programs Approval Form (SPAF) or "routing sheet". Multiple copies of this form are available in your department's administrative office or in OSP. In most cases you will be asked to have your chairperson, dean, and OSP sign off on your proposal. Note also that OSP acts as the authorized office to sign applications for the institution.

Copying and Mailing Services

After your proposal has been routed and reviewed, OSP will assist you by providing copies as required by a potential sponsor. The proposal text can be duplicated, free of cost, for the required number of copies. You must provide the appendix copies.

Planning Time for Processing

Remember that the process of routing, reviewing, copying, and mailing may take longer than you think. It is important to plan ahead. Frequently, there are bottlenecks at major deadlines dates. It is important to start routing as soon as possible.

Do not wait until the day before your application is due.

We will make every attempt to ensure your proposal is processed and received by an agency on time. However, you can help by having your application in our office as early as possible.

Proposal File Maintenance

Once a proposal has been forwarded to the sponsor, OSP retains a complete copy. All acknowledgments of receipt by a sponsor or any further correspondence will be housed in our files. In addition, a computer record will be made of this information. The record will become part of our proposal database, which is used to generate monthly reports of all proposal and grant activity on campus.

Coordination with Campus Committees

On the SPAF, you must indicate if your proposal involves: human subjects, animals, radiation, or biohazards. If so, you will need to submit your proposal to the appropriate campus committee for authorization. If you indicate that approval is pending as of proposal submission, you will receive a reminder letter from OSP to obtain such approval. In addition, OSP generates a computerized listing which alerts the appropriate committee that your proposal requires review. The campus committee will notify you and OSP of it's approval, once it has been obtained. As required, OSP will forward this notification to the potential sponsor. Information regarding approvals is also entered into our proposal database.

For information on the specific committee and its review procedures, please refer to the Emory Proposal Information Sheet (formerly the OSP Fact Sheet).

Award Administration

Negotiating the Funding

Should a potential sponsor recommend funding for your proposal, OSP will work with you during the negotiation of an award. This might include verification of salary levels and equipment costs, and you may be required to submit a revised budget. If a contract is to be awarded, then the terms of that contract must be acceptable to Emory University. OSP will provide guidance regarding those terms (with help from Emory's Office of General Counsel) and will negotiate directly with the sponsor on your behalf.

Awards Acceptance

Once the terms of an award are acceptable, OSP will execute all necessary documents (e.g., contracts) on behalf of Emory University. Next, we will establish an account and alert you, your chairperson, dean and the Office of Grants and Contracts Accounting (OGCA) of the funding. The internal document used for this notification is called a Notification of Acceptance (NOA), and is prepared and distributed by OSP.

Once an account is established, you can make expenditures in order to conduct your project. Note that the NOA provides details that you should review, such as account number, budget beginning and ending dates, the direct and indirect amount of funding, and the OGCA accountant that you will work with on all fiscal matters.

A monthly ledger report will be sent to you by OGCA indicating that month's expenditures and the cumulative amount spent to date. Should you have any questions regarding this ledger, please call your OGCA accountant, as noted on the NOA.

Award File Maintenance

OSP will maintain a record of all the funding documentation and regulatory requirements. Feel free to contact us with your questions. Details on current grants and contracts are entered into an award database. This information is then distributed to the President, Vice Presidents, Chairpersons and the Deans of the University on a monthly basis.

Federal Demonstration Partnership (FDP)

Emory University is one of the institutions selected nationwide to participate in the Federal Demonstration Project (FDP). Should your funding fall under the FDP terms and conditions, the remarks section of your Notification of Acceptance (NOA) will state this. Questions or additional details on this program may be addressed to OSP or OGCA.

Project Requirements

Report Requirements

As the Principal Investigator (PI) of a project, you will probably be required periodically to supply information regarding the technical progress of your research. Pay careful attention to your award document for the frequency with which you must report this information.

OGCA will report your expenditures directly to the sponsor. OGCA will also oversee all fiscal aspects of your award. However, as the investigator, you will ultimately be responsible for all expenditures associated with your grant.

Continuation Funding

Often you will be funded for a project period but must request the individual budget periods at a predetermined interval (e.g., NIH requires annual submission). Remember, continuation proposals must also be routed.

Project Closeout

Technical

The project's PI is required to deliver any final technical reports that may be required by the agency. You do not need to supply this report to OSP, but a copy of your transmittal letter for our files would be most appreciated.

Fiscal

The fiscal closeout of your award will be made by OGCA. Remember that you will receive a preliminary notification of your expenditure amounts from OGCA. You should carefully review this information to ensure accurate reporting of your expenses.

Invention(s)

Normally, the PI must report to the sponsor whether or not any research has led to a patentable discovery. You may be required to file a report if no invention has been developed. You must have the endorsement of the institution, which is obtained at OSP. Contact OSP for the proper report form.

For information about disclosing inventions and copyrights, contact the Office of Technology Transfer at 727-2211.

Et Cetera

Many other functions are performed by OSP each day that have not been mentioned in this short brochure. OSP is also involved in: subcontracts; review of material transfer, nondisclosure, and consulting agreements; activation notices for fellowships; and in developing all necessary agreements for transfer of your research to or from this institution.

In Conclusion

Sponsored research at Emory University has increased dramatically in recent years and is recognized as an important element of this educational institution. Many persons and departments contribute to supporting your research and scholarly activities. We hope that you will fully utilize OSP's services so that we may continue to work together for Emory University. Feel free to contact us with your questions or for referral to a more appropriate office. Our telephone number is:
(404) 727-2503.