Grant Preparation
and Management
Wendy G. Harris,
Director of Budget and Resource Planning
Agenda
• Current status of UIUC Math funding
• Resources
• External funding:
• Deadlines
• Budget
• Content
• Submission
• Management
• Internal funding:
• As above
UIUC Mathematics Funding
• Currently:
• 80 external grants (58 NSF; 10 Simons Foundation, 4
NSA, 3 via other universities, 1 US Dept Ed, 1 ONR, 1
Air Force, 1 Noyce Foundation, 1 Sloan Foundation)
• $13,807,223 direct total (Math)
• $19,539,743 direct plus indirect total (Math)
• $244,247 average (direct plus indirect)
• 6 internal grants (Research Board)
• $77,110 total
• $12,852 average
• 54 faculty, postdocs, emeritus, other academics
Getting started
• Find funding opportunities and deadlines
• Department website:
http://www.math.illinois.edu/Businessoffice/
• Grant Forward: http://www.grantforward.com/index
• Federal Government: http://www.grants.gov
• Campus Research Board (faculty):
http://crb.research.illinois.edu/
• Scholars’ Travel Fund (faculty, lecturers):
http://research.illinois.edu/stf/
• Fellowships/grants (grad students):
http://www.grad.uiuc.edu/funding-jobs
Getting started
• Sample Deadlines (due to Wendy)
• September 19: Simons Fellow
• September 24: MSRI Research Professor
• September 25: NSF Analysis, Foundations, Combinatorics
• October 8: NSA, Algebra/Number Theory, NSF PostDoc
Fellow
• October 31: NSF Topology, Geometric Analysis,
Probability
• November 7: NSF Grad Research Fellow
• November 8: NSF Applied Math
• November 26: MSRI Research Member, PostDoc
• December 9 (estimated): DARPA Young Faculty
Getting started: External funding
• Review the guidelines
• Margins, font, font size, page limits
• Budget restrictions
• Special attachments to include
• Watch for eligibility:
• NSA: Algebra, No. Theory, Discrete Math, Probability; citizen or
permanent resident; PIs, PDs, and RAs must be citizens or
permanent residents
• Young Investigators: up to 10 years after PhD
• NSF: REU, REGs, Grad Research Fellow, Postdoctoral Research
fellow: funding for citizens or permanent residents
• NSF Postdoctoral Research Fellow: PhD less than 2 years ago
• MSRI Research Professor: tenured associate professor with PhD
before 2003
• Ask for assistance
• Budget/budget justification: Wendy Harris
• Content: your mentor, other faculty, and your program officer
• Examples to be uploaded to Business Office site soon
The budget
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PI salary (up to 2 mos summer)
Research assistants (2, 4.5, 9, or 11 months at 25%+)
Research Experience for Undergraduates (REUs)
Benefits (5.99% to 44.67%)
Tuition remission (62%)
Supplies
Services/collaborator travel
Foreign and domestic (including Canada) travel
Participant costs for conferences
Equipment
Facilities and administration costs (58.6%) on all except
tuition and participant costs
Keep in mind…
• Hard to justify:
• Supplies
• Printers
• Computers
• Cannot fund:
• Books
• Meals with visitors
Example budget (1 year)
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2 mos salary @ $5,555.55/mo: $11,111
50% RA 9 mos @ $2,061.70/mo: $18,555
benefits: $6,075
tuition remission (62% RA): $11,504
supplies/computer: $1,500
collaborator travel: $1,000
domestic travel: $1,000
foreign travel: $2,000
Indirect costs (58.6%): $24,167
TOTAL: $76,912
Typical content: external funding
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Stick to the guidelines (margins, pages, font size, font, etc.)
Summary
Description
Biographical sketch
Current and pending grants
Facilities and Resources
Budget
Budget justification
Data management plan (NSF GPG IIC2j)
Data Management Plan
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Supplementary document-under 2 pages
Types of data to be produced
Standards for data/metadata format
Policies for access/sharing of data
Policies for re-use, re-distribution and production of
derivatives
• Plans for archiving
• **Can state that no plan is needed, but justify why
More to keep in mind…
• Summary
• Broader impact/intellectual merit
• http://www.nsf.gov/pubs/gpg/broaderimpacts.pdf
• Description
• Use images (examples, breaks up text)
• Can use URLs, but the reviewers are not obligated to follow
them
• Biographical sketch
• Very specific format
• Budget justification
• What will student do?
• Who might you invite here?
• Where might you travel?
Submitting
• Most submitted online
• https://www.fastlane.nsf.gov/fastlane.jsp
• www.grants.gov
• http://pjm.math.berkeley.edu/nsa-ams/
• Complete a week before agency deadline due to routing:
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PI and department signatures
Sent to UIUC Grants and Contracts
Revisions/corrections
Submission to funding agency
Got it!
• Forward letter to Wendy
• Adjusting the budget
• Revise budget
• Impact statement
• Abstract (to NSF)
• Review the agreement: reporting, citation in publications, foreign
travel limitations
• Fund set up
Grant management
• Funded incrementally or all at once
• Know policies for spending money:
• See guidelines at
http://www.math.illinois.edu/Businessoffice/
• Questionable: books, computers, supplies
• Plan ahead: foreign travel (NSA; US Carriers)
• Unallowable: your own meal when eating with a
visitor
• Ask for help in advance:
• We pay for flights, conference registration, visitor
flights, visitor hotels
• Reimbursing foreign visitors
Grant management, cont’d
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Read your statements
Expenditure confirmations
Reporting
Rebudgeting
Extension requests
Getting started: Internal Grants
• Campus Research Board
• Eligible: full-time tenured and tenure track
faculty; full-time academic professionals
• Purpose:
• Helps new faculty initiate research
• Seeds work in a new direction
• Supports preliminary studies
• Supplements other resources
• Guidelines:
• $30,000 limit (or $10,000 for pilot projects)
• 5 page narrative
• Budget and budget justification
• Due October 4, January 24, February 28
Campus Research Board cont’d
• Submission process:
• Submit online
• Do not need to know current RA rate
• No department review needed
• Review process:
• 2 Campus Research Board members plus 3 peers
review application
• Look at quality and importance of research;
probable impact on field; value to applicant’s
development; quality and productivity of
applicant; budget appropriateness
• Once awarded:
• Business office notified
• Account set up
Scholars’ Travel
• Eligible: full-time tenured or tenure-track faculty, fulltime lecturers
• Purpose:
• Support for conferences where you will present
• Guidelines:
• 1 trip per fiscal year: full/associate professors
• 2 trips per fiscal year: assistant professors, lecturers
• Foreign travel supported every other year (per person)
• CAN have an external grant
• Must plan in advance
• Amounts are predetermined: $100-$775 domestic;
$530-$2000 international; supplements also possible
Scholars’ Travel cont’d
• Due dates:
• Oct 3, Nov 7, Dec 5, Jan 2, Feb 6, Mar 6, Apr 3, May 1,
Jun 5
• Submission process:
• Application is online
• No department copy needed
• Once awarded:
• Bring notice along with receipts for reimbursement
Questions?