A. Getting Started (Six to Three Months Before Deadline)

How do I know which agencies have funds available?

Agencies will announce Request for Proposals (RFPs), Requests for Applications (RFAs) and Notices of Funding Availability (NOFAs) when their funding cycles begin. To obtain the latest information on available funds from state, federal, and private agencies call, fax, or e-mail the Office of Pre-Awards. (Keep in mind that you may submit your proposal to several agencies). The office will have information on deadlines, agencies requesting proposals and the university departments that are suitable for respective announcements. Funders post new opportunities on the World Wide Web daily. You should begin your process at least six months in advance.

You may contact:

Cynthia Lister or Eundene G. Brown
Office of Sponsored Programs
Campus Box 864, University Station
Elizabeth City, NC 27909
Phones: 252-335-3108 or 3246
Fax: 252-335-3106
e-mail: clister@mail.ecsu.edu or egbrown@mail.ecsu.edu

How do I obtain the application materials for the funding agency?

 Once you have identified an agency, you may request application materials from the SPCG office, or go to the agencies' websites. If you need help with the World Wide Web, call the SPCG office. We will help you find the appropriate sites.

 NOTE: If you are submitting a proposal for the first time, you should contact Pre-Awards at this stage to schedule a conference to discuss your project and its fundability.

 What forms must I complete to initiate my project?

 Once you have identified an agency you should complete the following forms:

Letter of Intent

You must submit a letter of intent to submit a proposal as soon as you decide to write a proposal to a specific funder, no less than sixty days before the proposal deadline, to SPCG. This will give the Office of Pre-Awards the opportunity to plan for your deadlines and help you in obtaining university "boilerplate" or background information, and other necessary items for your project.

NOTE:The funding agency may also require a letter of intent. Be sure to check the guidelines for timely submission.

Proposal Abstract

Once you have identified an agency whose goals and objectives are compatible with your project, obtain a proposal abstract form from Pre-Awards. This form requests information on the principal investigator(s), release time, matching funds and the university's commitment or part in this project. The proposal abstract form must be completed before the submission of applications to the agency. This form must be signed by the principal investigator, department chairperson and the Vice Chancellor of the respective division, and returned to Sponsored Programs. If the project includes more than one department or division, you must obtain signatures of each department chairperson and/or Vice Chancellor.

NOTE: The funding agency may also request a proposal abstract on its particular form. Be sure to check theguidelines for timely submission.

Internal Processing Forms

This form must be completed to report your application for funds to the University of North Carolina System(General Administration). Although this form is a part of the Post-Awards process, it must be returned with your completed proposal before submission. Contact Post-Awards at 335-3747 or 3108 for assistance.

NOTE: Arrange to have someone from your department to walk your forms through to obtain signatures at least ten
working days before the deadline. You should also call ahead to assure that the appropriate officials or representatives are available to sign.

The funding agency may have additional forms to be completed. The Office of Pre-Awards should review theseforms to insure that the information provided is accurate. If you are using human or animal subjects or hazardous materials you must obtain consent forms from this office.

What do I do with the completed forms?

Once you have obtained signatures, return ALL original forms to SPCG. Turn in ALL forms prior to submission of the proposal to the funding agency.

B. Project Preparation (Three Months to Eight Weeks before Deadline)

Where do I begin?

At this point you should have researched the problem, identified goals, objectives, strategies, activities, and a target audience. You have collected background information. Your draft proposal should have a Title Page, an Abstract, a Table of Contents, an Introduction to the Proposal, a project or program description, and a detailedbudget. (For more information on these components see the Manual of Policies and Procedures Governing Sponsored Programs).

NOTE: At this stage you should schedule another conference with Pre-Awards to review your proposal. Your
proposal will still be in draft form. For easier review you should save your proposal on a diskette.

My deadline is approaching, who will review my application?

Have your proposal read by one of your colleagues, your department chair, and a Pre-Awards representative.
Each of these people will have suggestions from different perspectives that will help your proposal.

C. Final Conferences (Four and Three Weeks Before Deadline)

At this stage you will need to schedule the final conferences to review your proposal. If there are changes or additional information required, SPCG will help you. Once you have completed the final draft of your proposal you should schedule another meeting with Pre-Awards. At this meeting you will need to bring a hard copy of the proposal and a copy on a diskette, all application materials from the agency, a cover letter, and the Internal Processing Forms (if they have not been completed before this point).

D. Submission

(Two Weeks Before Deadline) Submit all Internal Processing Forms to SPCG, with a copy of the complete proposal in hard copy and on disk. SPCG, Your department chair, your Vice Chancellor, the Vice Chancellor for Business and Finance, and, possibly, the Chancellor, will need to see all of this before you mail your proposal.

When do I mail my proposal?

You should not mail your proposal until SPCG has approved it and all forms have been signed. Most agenciesrequire a signature of a designated university representative, usually the director of SPCG, or Dr. Mickey L. Burnim, Chancellor. If the forms request Dr. Burnim's signature, we still require you to bring them to SPCG for review.

If I have to mail my proposal overnight, will SPCG pay the fees?

No. You may send your proposal overnight via Federal Express from SPCG, but we will require your academicdepartment to reimburse this office.

When will I be notified by the agency?

You should allow three to six months for notification, or the time that the funding agency designates.

What should I do if they fund my proposal?

Once the agency funds your proposal, the office of Post-Awards will contact you. There you will receivestep-by-step information on processing paperwork, setting up accounts and implementing your project.

What should I do if they do not fund my proposal?

If your proposal is not funded, you should request a review from the agency to see the strengths and weaknesses of your proposal. At this point you should prepare to resubmit your proposal in the next funding cycle. You will be required to complete the same process when resubmitting a proposal. You may also submit your proposal to other agencies.

NOTE: Three (3) is the unofficial "magic number." After the third rejection from the same agency you should seek other funding sources.

Post-Awards

1. Review the award document for budget consistency, determine applicable standard and special instructions to PI.

2. Conduct an in-depth review of each award agreement.

Highlight special terms, conditions, and agency requirements explicit in the award agreement or implied due to the nature of the agency. Ensure congruence between proposal and award document. Consult with PI and/or project director, university official and/or subcontractors as needed for additional information or clarification of the provision of sub-agreement. Secure the necessary agency approval for each subcontract and monitor the approval process.

3. Meet with PI to discuss the Notice of Award. Discuss administrative project profile and schedule of deliverable reports to the funding agency.

4. Establish liaison relationship between agency and PI.

5. Review and analyze forms required for technical and financial reporting to ensure that the agreement meets applicable sponsor regulations and requirements.

6. Input data to create and print out an administrative profile of each sponsored project.

7. Use standard distribution lists to forward copies of the information to other administrative support units as appropriate.
Maintain copies or reference information concerning reporting and financial expenditures.

8. Create and maintain project files using unique record identifiers and including source documents and correspondence.

9. Establish and maintain a separate official hard copy and computer file for each subcontract to include the approved proposal and budget, fully executed agreement, signed sub-agreement, and computer generated print-out of the administrative profile of the project.

Proposed Faculty Release Time Guidelines

At the discretion of an academic chairperson, program director, or immediate supervisor and the Vice Chancellor for Academic Affairs, a member of the faculty may be partially or fully released for instructionalduties to carry out a special assignment.

The amount of the release time granted for a special assignment will be mutually agreed upon by faculty member, the appropriate chairperson, director, or immediate supervisor and the Vice Chancellor for Academic Affairs.

Proposed Procedures for Obtaining Release Time

1. Faculty member writes grant proposal containing release time.

2. Academic Department Chairperson reviews and approves proposed release time.

3. Vice Chancellor of Academic Affairs reviews and approves proposed release time.

4. Proposal is completed.

5. SPCG Pre-Awards Office is notified of proposed release time.

 6. Department Chairperson, SPCG Director and Vice Chancellor of Academic Affairs sign proposal's internal processing forms containing pre-approved release time.

7. Proposal is funded.

8. SPCG Post-Awards Office verifies release time percentages.

9. Department Chairperson completes recommendation for personnel action for released faculty member (PI).

10. Replacement instructor chosen. Personnel paperwork:

a. Applications

b. Resumes

c. Transcripts

d. Recommendations

11. Chairperson completes recommendation for personnel action form for released faculty.

12. Chairperson contracts replacement instructor, completes recommendation for personnel action form.

13. Personnel office notifies payroll of change in account billing for release faculty/principal investigator.

14. Accounting office requests funds from agency, draws funds down and posts to appropriate account.

15. Time sheets are recommended by personnel, payroll, and SPCG, though not required by accounting office.

16. Replacement faculty paid through regular salary funds.