Policies and Procedures for Submission of Grants Through CNS

  1. Issues regarding Grant matches
    • CNS Dean’s Office must be notified as soon as possible, but at least five working days prior to submission deadline of any grant application which requires matching funds; this will allow the College to review the request and the PI to receive assurance that a match will be provided by the College and by offices in the central administration.
    • CNS Dean’s Office will not approve non-required matches starting February, 2003, except in very unusual circumstances. Renewal of a grant for which a non-required match was provided in the past is not one of those circumstances.
    • Required grant matches should always include contributed faculty and staff time. This should include the fringe benefits AND the lost indirect costs.

  2. Issues regarding Indirect costs on Grants and Contracts
    • As has been the College policy, CNS will distribute 10% of indirect costs to units and retain 10% in the College. The College will not return its share of overhead to units or PI’s for any grant except in very unusual circumstances. Renewal of grants for which indirect costs were returned in the past is not one of those circumstances.
    • Except in very unusual circumstances, the CNS Dean’s Office will not approve a request for a waiver of indirect costs unless the funding agency explicitly indicates that it will not provide overhead.

  3. Reviewing CNS grant applications
    • he CNS Dean’s Office must have a copy of the proposal abstract and budget at least 48 hr before receiving the transmittal sheet for signature. Signed transmittal sheets for NSF grants can be sent by Fax to CGA from the CNS Dean’s Office (CNS budget office fax number: 432-8227).
    • If allowed by the funding agency, PI and Co-PI’s should request salaries at levels that match their percentage effort. Note that NSF does not, in most cases, allow faculty to put AY salaries on grants.
    • If allowed and appropriate, clerical staff support should be included in the budget of grant applications. For applications to agencies that provide no overhead, clerical staff support should be included in the budget.
    • Contracts and Grants should be contacted at least two weeks prior to the submission of any contract.

  4. Submission of grants which require space renovations
    • The CNS Dean’s Office must be notified as soon as possible, but at least five working days prior to the submission deadline, of any grant application that requires renovations for which funds are being requested from the College and/or from Central Administration. This will allow the College to review the request and to contact the Office of the Provost and the OVPRGS to secure commitment of funds for necessary renovations.