This manual has been prepared as a resource for faculty and staff who are seeking, or have received, funding from external sources (e.g., federal agencies and private foundations) in support of their research, equipment acquisition, or other projects. Its goal is to provide information covering the submission of a proposal, the administration of a grant and the closeout of an award and to answer the most commonly asked questions relating to grants.
Choose a Funder.
Submit intent to Apply Form.
Meet a member of CFR staff.
File IRB or IACUC if necessary.
Arrange letters of recommendation.
Prepare your budget.
Write narrative, letter or other required materials
Ask CFR for other required documents.
Bring all materials to CFR staff member for review.
Resolve any issues that emerge.
Package proposal doe submission.
Work with CFR staff to submit.
Have routing form signed.
If using grants gov submit 3 days early.
||1 week prior
Who does what?
At Bowdoin, multiple offices work collaboratively to support you and your project team in your grant-seeking and grant administration efforts:
A Principal Investigator (PI) or Project Director is the individual with primary responsibility for the design, conduct and reporting of a research project.
A. Roles and Responsibilities of Principal Investigators / Project Directors
- Develop the proposal narrative and project budget (independently or in collaboration with the CFR office).
- Complete a Proposal Endorsement Form and Conflict of Interest Form to accompany a draft statement of work and budget to begin the internal review process.
- Participate in negotiation of the grant award or contract as appropriate.
- Participate in a meeting to establish a formal project account at the Business Office, plan and initiate campus notification of the award, create an ongoing communication process with the funding source, and establish a formal project management plan to ensure satisfactory progress in the technical conduct of the project
- Comply with Bowdoin College policies and procedures including ethical conduct, financial conflict of interest, scientific misconduct, intellectual property, the use of human subjects in research, animal welfare and subcontractor oversight.
- Comply with state regulations and institutional policies and procedures including those related to human resource management, procurement, travel, and safety
- Responsibly manage project funds, including expending funds within the project period and within designated budget categories
- Request budget modifications and no-cost extensions through the CFR in collaboration with the Office for Research and Sponsored Projects
- Complete and submit required reports according to established time schedules
- Provide documentation of grant/contract expenditures and matching contributions to the Controller’s Office in a timely manner, including certification of time and effort for in-kind matching effortsimely manner, including certification of time and effort for in-kind matching efforts
The Office of Corporate and Foundation Relations (CFR) helps faculty and staff identify grant opportunities, comply with guidelines and submit proposals.
A. Responsibilities of CFR.
- Provide leadership, guidance and necessary support to you in the development of your research projects and in the preparation and submission of applications for funding
- Monitor, manage and disseminate all relevant information related to grant application and management
- Provide leadership in all grant administration functions defined in relevant policies and procedures
- Coordinate the grant application and administration activities with the Controller’s Office, Deans, Academic Departments, and College Administration
- Monitor and interpret for use at Bowdoin College all relevant regulations and practices associated with federal, state, local and private funding sources
- Work collaboratively with the Controller’s Office to coordinate grant and external funding efforts
- Provide troubleshooting assistance and intervention for all aspects of grant application and administration
- Maintain a database of information for faculty research activity and all aspects of the grant application and administration processes and generate activity reports each semester
The Dean for Academic Affairs authorizes all proposed budgets and activities and the submission of academic proposals.
Roles and Responsibilities of Deans and Academic Coordinators
- Encourage faculty and staff to seek external funding for research, curriculum development, training, and service projects
- Serve as a mentor for junior faculty and faculty and staff members who have not had extensive experience in seeking and managing external funds
- Assist the principal investigator/project director as necessary in preparing the proposal, with particular emphasis on technical aspects of the project, the budget (as it relates to the business unit's budget and faculty/staff effort), and with special attention to proposed protocols involving human subjects or the use of animals in research
- Assess departmental or unit personnel needs in light of grant and contract activity and approving faculty and staff effort proposed for the project
- Assist the principal investigator/project director in identifying source(s) of matching funds (cash and in-kind) if required by the sponsor
- Approve the principal investigator's/project director's request to the sponsoring agency via signature on the KSC Grant Proposal Clearance Form
- As necessary, participate in negotiation of a grant or contract
- Consult with the principal investigator/project director as necessary to ensure that work on the sponsored project is progressing satisfactorily
- For sponsored projects involving human subjects, the use of animals in research, or the use of biohazards, provide sufficient oversight to ensure compliance with governmental regulations and institutional and professional standards
- Assist the principal investigator/project director as necessary in solving technical problems with the conduct of the sponsored project
- To the extent necessary, assist the principal investigator/project director in completing and submitting technical reports on time
- Assist the principal investigator/project director as necessary in managing project funds
- Monitor as necessary to ensure that funds are expended within the project period and that budget categories are not excessively overspent
- In the event of audit exceptions, disallowances, or over-expenditures, seek the provision of funds from departmental, division or college sources (or securing them from some other source) to correct negative sponsored project account balance
The Senior Vice President for Finance and Administration and Treasurer authorizes subaward and contractual agreements binding your grant-funded project to another institution..
The Grants Administrator in the Controller’s Office works with you, the Principal Investigator to ensure accurate financial administration of the grant and compliance with federal regulations.