Grants the WU Way Stepping Through the Grant Internal Approval Process

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Grants the WU WayStepping Through the Grant
Internal Approval Process

• Kristi Wilson, Grants Facilitator
• Grants Office
• Division of Continuing Education

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What is the Grant Internal Approval Process?

• The Grant Internal Approval Process is the
  routing and signature process required for a
  grant proposal which is being submitted to an
  external funder on behalf of Washburn University.

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What is the difference between a personal grant
proposal and a proposal submitted ..on behalf
of the University?

• Are you an employee of WU?
• Will you be using work time to develop the
  proposal?
• Will you be using WU resources to develop and
  implement the proposed project?

• Will you be utilizing students, staff or other
  faculty to assist in the completion of the
  project?
• If you are not sure, ASK!

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When is it permissible NOT to go through the IA
Process?

• It is determined that the project is not on
  behalf of WU.
• Letter of Inquiry
• Concept Paper

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Why does it matter if a grant proposal is
approved or not before it is submitted?

• The Internal Approval Process MUST be completed
  before any grant proposal is submitted to an
  external funder.
• Failure to receive prior approval from an
  Authorized Organizational Representative of WU
  may result in grant contracts that are NOT
  legally binding.

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When do I begin the IA Process?

• When the proposal is complete and in a ready to
  submit state.
• Routing incomplete proposals is the EXCEPTION,
  not the RULE.
• Include time for the IA process when you are
  determining your timetable for completing and
  submitting your proposal.

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Where do I begin?

• Obtain and fill out an Internal Approval Form,
  which serves as the routing sheet for your
  proposal.
• Forms on Grants Office website
  www.washburn.edu/php/grants-office
• Fill out form on-line, but you will need to print
  it out to get original signatures.
• Guide to Completing IA Form (also on website)

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Considerations

• Section 4 Do NOT put See Proposal.
• Section 5B FOAPAL-Accounting Code for matching
  funds.
• Section 7J If you will be ATTENDING conferences
  or training as part of the proposed project.
• Section 8 Benefits-Add explanations to Section
  6.

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What about Section 7K?Institutional Review Board

• If you check Yes on Section 7K, you will need
  to receive approval from the Institutional Review
  Board (animal and human subjects).
• Conducting research on humans or animals without
  prior approval from the IRB could lead to legal
  issues and the loss of your grant funding.
• For more information, please contact
• Dr. Barbara Bowman
• WU Extension 1572
• psychprof2_at_hotmail.com

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Who is involved in the IA process?

• Principal Investigator
• Department Chair (if applicable)
• Dean (or Director/General Manager of Unit)
• Grants Facilitator (acknowledgement)
• Grants Accountant (acknowledgement)
• VP of Academic Affairs
• VP of Administration and Treasurer

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How long does this process take?

• The process can take anywhere from 2 days to 2
  weeks, depending on certain factors.
• How complete is your proposal?
• Are those who need to sign the IA form aware of
  your proposal (what it is about, funding, when it
  is due, etc.)?
• Have you contacted those who need to sign your
  proposal beforehand to make sure they will be
  available to do so when you are ready?

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So, what is the conclusion?

• TRY NOT TO WAIT UNTIL THE LAST MINUTE!
• Allow time for the Glitch Factor.
• Think of this as a final paper you assign to your
  students. What advice would you give to them?
  The same advice usually applies to grants as well!

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We are here to help you!

• The IA process is necessary-all grant programs
  require a paper trail.
• This is a simple process! It is only difficult
  if you wait until the last minute.
• Please feel free to contact me if you are
  interested in finding grant opportunities for
  projects or need assistance with a proposal.

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Questions?
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Thank You for Attending!

• For Grant Proposal Assistance and Searches
• Kristi Wilson, Grants Facilitator
• Extension 1403
• kristi.wilson_at_washburn.edu
• For Assistance With Budget Preparation
• Jeannette Luedke, Grants Accountant
• Extension 2040
• jeannette.luedke_at_washburn.edu