Overview

We encourage you to take advantage of the many funding search opportunities available to you. Washington University’s Office of the Vice Chancellor for Research (OVCR) provides resources that can aid you in setting up personalized funding searches based on your specific research interests.

Washington University keeps the research community abreast of opportunities through an internal listserv called Research News.

You may also contact the Research Development Manager in the Office of Sponsored Research Services (OSRS) to assist with building custom funding searches.

Please keep the Brown School Office of Research Administration informed of your current research interests so that we may notify you of corresponding opportunities we become aware of.

Proposals must be approved by the Brown School and the university prior to submission. Applications for sponsored funding must be routed through the Brown School Office of Research Administration for appropriate institutional approval via the required university clearance process. Notify your Contract & Grant Coordinator (CGC) when you are first considering submitting a proposal. An initial consultation with your CGC must take place a minimum of 6 – 8 weeks prior to the submission deadline to ensure sufficient planning and timely submission of your proposal. 

This important consultation with your CGC provides the opportunity to:

• Review proposal requirements, guidelines and deadlines 
• Identify submission criteria unique to the funding opportunity
• Review steps for obtaining required authorization and approvals
• Develop a timeline for proposal components and budget preparation
• Discuss budget guidelines and categories 
• Review procedure for utilizing the SHARED proposal folder in the U:drive

Federal Funding

Complete proposal components should be provided to your CGC via your SHARED folder in the U:drive a minimum of 5 – 10  business days prior to the submission deadline. This important deadline ensures adequate time for finalization of formatting configuration for electronic submission, and obtaining applicable institutional approvals.

Your CGC will route the finalized proposal to OSRS for Washington University institutional approval. Upon university approval the application is cleared for submission to the agency and the CGC will complete the electronic submission process. You will receive email confirmation upon completion.

Non-Federal Funding

Non-federal funding opportunities vary in submission guidelines and procedures. It is important that you work closely with your CGC to determine specific approval processes, deadlines, and appropriate mechanism for proposal submissions. 

Funding agencies may request information to clarify or supplement your proposal, or to document regulatory compliance. Your CGC is available to assist in preparing information requested during this critical phase of the application process. Most awards are issued to the university rather than directly to an individual applicant. As the official awardee, only the university can formally accept an award. Please do not sign anything or otherwise accept an award, as only the authorized institutional signatories may sign and accept on behalf of the university.

The CGC works closely with university officials and the Brown School Business Office to ensure that you have the supports and resources required to effectively manage your award.

Hire Personnel

Prior to making an offer to an individual for a new position, either verbal or written, work with your CGC and Brown School Human Resources to ensure that you recruit appropriate personnel and follow applicable protocol.

Conduct Transactions (Purchasing, Travel, Check Requests, etc.)

Funding agencies and programs vary in the types of expenses that can be supported by grant or contract budgets. Some agencies and programs are more restrictive and require that prior approval be obtained before certain expenses are incurred. To help manage appropriate transactions, please do the following:

• Verify allowability of uncertain charges with your CGC.
• Contact your CGC for updates regarding balance and available funds, especially prior to significant expenditures. 
• Work with your CGC to determine if or when funds can be re-budgeted from other categories.
• Utilize the appropriate forms, which can be downloaded from the central forms repository.
• Submit completed forms and any necessary supporting documentation to the Brown School Business Office in a timely manner.

Manage Changes in Project Scope

Typically, grants and contracts require that approval be obtained in advance before changes are made from what was originally proposed or awarded.  Significant reductions in the effort of key personnel, changes in the scientific design of a protocol, and the reallocation of funds within a budget may all require prior approval.  It is important to know what changes require approval.  If you have questions, contact your CGC.

Comply with Guidelines

The university and/or funding agencies may establish compliance expectations. Compliance requirements are designed to protect scientific integrity, research volunteers and partners, faculty and staff, and the institution. Information about the university’s research oversight procedures and compliance committees can be found on the OVCR website. If you have questions, contact your CGC.

Reporting is an important component of effective research administration, providing a means to consistently review financial activities and scientific progress.

Internal Reporting

Principal Investigators should set up recurring meetings with their CGC to review fund budget balances and payroll sourcing levels. The frequency of these meetings will be determined by the PI and their CGC. 

External Reporting

Reporting requirements vary greatly across funding agencies and programs. Become familiar with the terms and conditions of your award and work with your CGC to determine specific reporting requirements.

The proper closeout of an award is an important responsibility, potentially affecting funding agency relationships and audit findings. Upon the conclusion of a project it is important to follow final reporting guidelines. Common required closeout documentation includes:

• ​Final financial report sent directly to the agency by​ Sponsored Projects Accounting (SPA).
• Final scientific report typically sent by the PI directly to the program manager of the funding agency.
• Provision of a copy of the final scientific report to your CGC.
• Recipients of federal grants may be required to complete a form disclosing inventions and patents.