The OSU Research Office
Supporting Faculty Success
What
WhatDoes
DoesSponsored
SponsoredPrograms
ProgramsDo?
Do?
OSU’s Office of Sponsored Programs (OSP)
• Central proposal submission responsibility for
sponsored research, scholarship, instructional
activities
• Award review, negotiation, acceptance
• Resources for identifying and developing external
funding
• Policy and procedure development
• Training, outreach
• Preparation, negotiation, and approval of any
outgoing subagreements
Office of Sponsored Programs
Office of Sponsored Programs
Organizational & Functional Structure
Pat Hawk
Director
Vacant
Senior Grant and
Contract Officer
(large projects)
Lin Reilly
Sr. Grant and Contract
Officer
(team leader)
Eric Anundson
Grant and Contract
Officer
Vacant
Asst. Grant and Contract
Officer
Effective 10/1/14
(functionally split between ORI and OSP)
Aedra McCarthy
Sr. Grant and Contract
Officer
(team leader)
Vickie Watkins
Grant and Contract
Officer
Cindy Rasberry
Grant and Contract
Officer
Cleo Klepzig
Asst. Grant and Contract
Officer
Larry Weymouth
Asst. Grant and Contract
Officer
Assignments:
Division of Arts and Sciences
Division of Health and Human Sciences
Division of Business and Engineering
All Other Units
(Colleges: Vet. Med., Science, Pharmacy,
Liberal Arts, HHS, Engineering, Education,
Business)
Julie Meier
Admin. Asst.
Lesley Lazerus
Research Data
Analyst
Lydia Perry
Asst. Grant and Contract
Officer
Assignments:
Division of Earth Sciences
(Colleges: Forestry, COAS, Ag. Sciences,
CIMRS and HMSC)
Who Handles What at OSU?
Office of
Sponsored
Programs
(OSP)
- Reviews & approves proposals
- Approves PI changes for OSU
- Approves PI transfers for OSU
- Secures F&A waiver approvals before award is
made
- Accepts awards needing signature*
- Negotiates and accepts contracts
- Approves IPAs
- Issues subawards
Office of Post
Award
Administration
(OPAA)
- Accepts NSF, NIH and ONR awards
- Approves pre-award spending
- Sets up awards
- Receives subaward invoices
- Submits financial reports/invoices
- Monitors and closes out awards
***OCCD accepts industry-funded agreements
From Proposal to Research Results
Step 1
Step 2
Step 3
• Proposal is written
• Proposal is routed to Sponsored Programs for review & approval
• Proposal is submitted to Sponsor
• Award is received in OSP or OCCD; proposal is retrieved
• Award is matched with proposal, reviewed, negotiated and accepted
• Award package is sent to Office of Post Award Administration
• Award is set up in Banner Financial System
• Principal Investigator begins work
• Business Center works with PI to process expenses
Cayuse has come to OSU
Office of Sponsored Programs
SF 424 FORM SET
THESE ARE USED BY OSP ONLY
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Cayuse Training for New Faculty
When: November 11, 2:00pm – 3:30pm
Where: Memorial Union, Room 211
Class size is limited – register for a space by calling
OSP (7-4933) or sending an e-mail to
sponsored.programs@oregonstate.edu
Guiding submissions, negotiations,
awards
so your research is supported
Tips from Vince – Tip 1
• Be sure that you are set up on Cayuse, Fastlane and
eCommons. Do this well in advance of even starting to
write up your idea. It should be a straightforward process,
but if you are time-constrained it is sure to be problematic
instead. So hedge your bets and get signed up right away.
Here’s the link to a good starting point:
http://oregonstate.edu/research/osp/forms
Tips from Vince – Tip 2
• Prepare your budget early. When I started my academic career I had a
habit of focusing intently on the new idea that I wanted to pitch in
response to an RFP and leaving the budget part for later. “Later” usually
turned out to be at the last possible minute. And invariably that’s when
I’d find out that I did not have the latest data to inform me in preparing a
draft budget. So, start early with a good general idea of what the budget
will be. Then, when you are past the writing crunch and on to refining the
budget, you know you will be starting from a solid set of numbers. An
additional idea: Save this template and use it as your starting point for
future applications – you can simply scale the personnel, supplies and
equipment components to meet the needs of the proposed project,
making it more likely that your budget will review well. Here’s a link to a
good starting point: http://oregonstate.edu/research/osp/budgetdevelopment-0 Many times your Department or business office will have
a template they can share with you as a starting point, too. It’s worth
asking.
Tips from Vince – Tip 3
• The numbers – make sure you are using current rates. It’s
frustrating to invest time and energy in preparing what
seems to be a rock solid budget, only to have it reviewed
and learn that the rates you used were not current. So,
visit the OSP website early in the process (when you make
that DRAFT BUDGET) to plug in the right values. Here’s a
link to a good starting point:
http://oregonstate.edu/research/osp/sites/default/files/c
urrent_rates_fy14.pdf
Tips from Vince – Tip 4
• Don’t be afraid to ask for help – just ask EARLY. Finding the
right person to ask is pretty straightforward – start with
your senior colleagues. Your colleagues are a great
resource for “intelligence” on funding agencies,
opportunities, and budget preparation. Getting together
with a colleague for a discussion – over coffee or tea, or
while taking a walk around campus, can be tremendously
helpful. For budget preparation, a good first question is
“Can you share with me an example budget for [name the
funding organization] that I could use as a starting point?”
Armed with that, you are more likely to be successful in
assembling a budget.
Tips from Vince – Tip 5
• To review your budget, work with your business center [or
College Grant Coordinator] first.
Tips from Vince – Tip 6
• When you are close to being ready to submit – ideally a couple of
weeks prior to the deadline (go ahead, groan now, I know the
feeling) – “punch the button” to trigger the OSP review.
Recognize that OSP may be able to work with only a very rough
draft of the technical part of the proposal (so long as it is a good
match for the budget piece) and your best effort, using current
rates, for the budget. By now, that part will have been reviewed
by your business center, so it’s likely to be in reasonably good
shape. Here’s a link to the OSP org chart, to guide you as to
whom in OSP is your best point of contact:
http://oregonstate.edu/research/osp/sites/default/files/osp_fu
nctional_structure_0.pptx
Tips from Vince – Tip 7
• Recognize that the person on the other end of the phone, or
responding to your email, is also helping lots of other
people with needs as dire as your own. They’ll be much
more inclined to jump on your problem if it’s clear that you
have done your part fully.