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Office of Corporate, Foundation and Government
Grants
Policy and Procedures
1. Purpose of Grants
2. University Grant Approval
3. Work Performed in Grant Preparation and Execution
4. Ownership of Grant Products
5. Internal Proposal Approval Process/Responsibilities
6. Grant Writing and Submission Responsibilities/Assistance
7. Post-Award Responsibilities
1. Purpose of Grants
Benedictine University encourages the efforts of faculty members
and departments to secure funding for research and special projects
that enhance teaching and learning through grants and contracts.
Grant funds received from governmental agencies, corporations
and private foundations provide the University, its faculty, staff,
students and community with program opportunities not ordinarily
funded by the University budget. By obtaining grants to fund teaching,
research and other programs and projects, faculty members and
staff enhance their service to students as well as their own professional
development.
The Director of Corporate, Foundation and Government Grants is
Benedictine University's representative and delegated coordinator
and liaison for all grant submissions by faculty/staff/departments.
The Office of Corporate, Foundation and Government Grants serves
as the University's central registration office for all grant
applications and awards, including collaborative and subcontract
grant awards. The Office maintains University records on these
grant submissions, awards, renewals and reports. Therefore,
all new grant applications must be submitted through the Office
of Corporate, Foundation and Government Grants, and all renewal/continuation
grants must be reviewed and recorded by this Office before the
President's signature is obtained and the renewal/continuation
application is submitted.
2. University Grant Approval
Programs funded by grants involve the efforts of Benedictine
University faculty, administration, staff, and occasionally, students
- as well as the use of University facilities and resources -
in order to advance the mission of the University. Grants are
awarded to Benedictine University, not to individual faculty,
staff or departments. Accordingly, the University has the responsibility
of monitoring the grant process to assure that no proposal is
submitted that would impose budgetary or academic obligations
on the University that it is not completely prepared to fulfill,
or that the University finds to be inconsistent with its mission.
Therefore, all grant proposals for new research, programs,
projects, etc. must be approved by appropriate University officials,
including the President, before being submitted to a funding prospect.
Work performed by faculty or staff members in preparing grant
proposals and in carrying out grant programs/research on behalf
of Benedictine University is considered to be part of the faculty/staff
member's duties and responsibilities. Funds requested for salary
reimbursement for time spent on a grant project must reflect the
actual salary(ies) of the individual faculty/staff involved.
At times, the University may enter into agreements with faculty/staff
to provide additional compensation, time, or resources to assist
them in developing grant proposals or running grant programs/research
on the University's behalf.
4. Ownership of Grant Products
Benedictine University encourages research and scholarship and
upholds the basic right of any individual within the University
to write and publish. On work performed during normal contract
periods, all grant products (including copyrights and patents)
shall be shared equally between Benedictine University
and the individual Principal Investigator/Project Director, unless
otherwise specified in the grant, contract or research agreement.
Any royalties or other revenues resulting from these grant products
shall also be divided equally between Benedictine University
and the Principal Investigator/Project Director. The University's
share of these funds (50% of total revenues) shall be divided
between (1) the department or unit submitting the grant [15%];
(2) the College or School submitting the grant [10%]; and (3)
the University Operating Budget (as budget-relief) or as otherwise
directed by the University President [25%].
At times, due to unusual circumstances, other arrangements for
the division of the ownership of grant products and revenues may
be made, but these arrangements must be made by the mutual agreement
of all parties concerned and must be specified in advance, at
the time of the grant submission.
STEP ONE: Approval of project within Department and College
Discuss with: Department Head, then Dean
Questions to be answered: Is this compatible with the departmental
and college objectives and priorities, and with the University's
Mission and Vision?
Desired outcome: Approval by the Department Head and Dean
STEP TWO: Preliminary University Approval
Discuss with: Fr. James, O.S.B.
Questions to be answered: What are the possibilities for
funding? Can the Grants office help find funding? Is this project
one the University wishes to request from this funding source,
or are there conflicts or higher priorities?
What obligations (financial, space, released time, etc.) would
this impose upon the University?
NB: If a grant would impose any obligations upon the University
or anyone within it, this needs to be known, discussed and accepted
by all parties at this point in the process
Desired Outcomes: Suitable funding sources identified -
Tentative approval to go ahead from Provost & President -
Receive Grant Approval Form and Grant Summary Form
STEP THREE: Additional Funding Possibilities
Discuss with: Embedded Advancement Person
Question to be answered: Can Advancement help find funding?
Desired Outcome: Suitable funding sources identified
STEP FOUR: Write grant, with any help Fr. James, Advancement,
or others can provide
STEP FIVE: Obtain Signatures on Grant Approval Form from
Department Head & Dean
STEP SIX: Complete Grant Summary Form
Discuss with: Allan Gozum
Question to be answered: Would the grant be financially
acceptable to the University?
Desired Outcome: Allan Gozum's Signature on Grant Approval
Form
STEP SEVEN: Final Approval
Discuss with: Fr. James, O.S.B.
Question to be answered: Is everything ready for submission?
Desired outcome: Fr. James obtains Signatures of Provost
& President
NB: To whatever degree Step Two has been by-passed, a far longer
time must be anticipated to complete this step, as the Provost
& President will require more time to study whatever commitments
are involved
STEP EIGHT: Submission of grant application by Grants
Office
NB: If, for any reason, a grant application is not submitted through
the Grants
Office, a copy of the application must be provided to that office
6. Grant Writing and Submission Responsibilities/Assistance
A. The Office of Corporate, Foundation and Government Grants
provides advice on the most effective presentation of the material
in the proposal and is available for consultation and assistance
with the development of the proposal throughout the grant writing
process. However, there is no substitute for the Principal Investigator's/Project
Director's expertise in the discipline covered by the proposal.
B. The Office of Corporate, Foundation and Government Grants
is responsible for providing all necessary assurances, compliance
statements, etc. and is responsible for ensuring that the University
has on file all appropriate compliance assurances required by
funding agencies.
C. The ultimate responsibility for meeting the funding agency's
submission deadline lies with the Principal Investigator/Project
Director. If the funding agency specifies a deadline date
for submission, the Principal Investigator is responsible for
delivering the proposal and any required copies (plus one copy
for University records) to the Office of Corporate, Foundation
and Government Grants three to five days before the proposal
deadline. The Office of Corporate, Foundation and Government
Grants will mail the proposal and copies to the prospective funder,
and will handle all follow-up contacts prior to a funding decision.
If the proposal and required materials are not received in
the Office of Corporate, Foundation and Government Grants at least
two days prior to the funding deadline, the mailing responsibility
is transferred to the Principal Investigator/Project Director.
However, one copy of the proposal will still be required for University
files.
7. Post-Award Responsibilities
A. The Principal Investigator/Project Director has the primary
responsibility for managing the budget of the grant. The Director
of Corporate, Foundation and Government Grants, along with the
Departmental Accounting Manager of the Financial Services Office,
will assist the Principal Investigator/Project Director in setting
up the grant budget account(s). Unless otherwise stipulated, the
Principal Investigator/Project Director is accountable to his/her
Dean or Director and Benedictine University for managing the affairs
of the grant.
B. The Principal Investigator/Project Director is responsible
for meeting the deadlines for all grant project reports required
by the funding agency. The Office of Corporate, Foundation and
Government Grants will be available to provide advice and editorial
and other assistance, if requested. A copy of all project reports
must be forwarded to the Office of Corporate, Foundation and Government
Grants for University records.
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