Maryland Governor

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• Maryland Governors Grants Office Higher Ed
  Conference
• Jackie Eberts, Panelist-Process for Handling Gr
  Functions
• Office of Graduate Studies Research
• www.salisbury.edu/jleberts_at_salisbury.edu
• 410-543-6066

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• Located on the Eastern Shore of MD about 30 miles
  from Ocean City, MD
• Founded in 1925 as a Normal School
• Previously known as Salisbury State College,
  Salisbury State University
• SU is one of twelve institutions making up the
  University System of Maryland (UMCP is the
  flagship) 2 System wide Learning Ctrs
• SU currently has about 8600 student body, with
  several masters level programs and one PhD.
  program in Nursing (begins fall-2012)
• SU is considered a PUI (predominately
  undergraduate institution-for teaching) and
• 15th year SU ranked as a top 10 public
  comprehensive in the North by U.S. News World
  Report, currently ranked 9 for Americas Best
  Colleges 2012 Edition, Kiplingers Personal
  Finance ranks SU as one of its 2012, 100 Best
  Values in Public Colleges plus several other
  ratings not mentioned.

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• Grant/Contract Evolution
• 1989 Received lst award (no grants office
  general acct. office received the new
  assignment)
• 1990 PT Post-award Office established reported
  to VP Finance/Administration
• 1991 PT Pre-award office (1 PT faculty)
  reporting to Academic Affairs
• 1994 Hired our lst FT Dir. GSP for Pre-award
• 2006 Pre/Post co-located in suite of offices to
  enhance communications
• 2010 Pre/Post Grants merged into Office of
  Graduate Studies Research under Academic
  Affairs and Post award Dir. maintains dotted
  line relationship to VP-Administration/Finance
  for financial compliance and
• 2012 Grants Office is growing we are
  researching ways to enhance office technology
  since we do most of our processes manually.

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• Grant/Contract Information
• Grant/contract award volume has increased from
  100k to approx. 11 million per year (average)
  since 1989
• SU currently averages about 75 new accounts per
  year about 5-10 sub-awards and
• SU utilizes a centralized grant/contract support
  model.
• All proposals are routed through pre-award
  office.
• Dir./Dean/VP Admin-Fin./Provost does
  review/sign-off of all proposed budgets.
• All project paperwork (to expend funds) is
  processed through post-award office.
• SU does not have any official departmental grant
  management currently.
• The Post award manages projects with PI and
  also completes budget checks on each transaction.
• Dir. randomly samples transactions to provide a
  pre-audit of expenses/compliance.
• Post-award office maintains shadow systems and
  completes monthly reconciliations (to university
  financials), all financial reports/billings, and
  grant closeouts.

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• Grant/Contract Process Procedures
• Pre-award completes proposal prep, internal
  signoffs and submission
• Pre-award handles IRB and IACUC
• Post-award completes (at award inception) account
  setups, manages all projects, works with HR for
  new grant hires, prepares all fiscal
  reports/draws cash and prepares billings,
  reconciles accounts monthly, completes required
  closeout processes on all projects, monitors for
  financial compliance and completes other special
  surveys/reports as required
• Grants Office (pre/post) normally works
  one-on-one with PIs
• Grants Office offers basic grant/contract 101
  training seminars limited research training
  modules and
• All transactions are processed through
  GSR-Post-award.

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• As a Grant/Contract Professional remember to
• Educate yourself and others as much as possible
  on grant/contract
• administrative regulations, allowable costs,
  and A-133 audit
• requirements
• Join as many professional organizations as
  possible (extra benefit is
• networking) and take advantage of training
  opportunities as they
• arise
• Understand each of your grant/contract terms
  conditions
• (including flow-down requirements when using
  sub-awards)
• Learn each federal agencys basic requirements
  and acronyms to
• understand the grant/contract lingo and
• Read your agreements carefully since all
  grants/contracts
• come with compliance requirements or
  baggage.

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• Jackie Eberts, Office of Graduate Studies
  Research
• jleberts_at_salisbury.edu
• 410-543-6066
• Thank you!