THE OFFICE OF SPONSORED PROGRAMS
The Office of Sponsored Programs (OSP) assists all members of the College community with the
submission of proposals for external support of research, creative, instructional, and service
activities.
OSP is responsible for assuring that submitted proposals conform to sponsor guidelines and
College policies, and if funded, that projects comply with sponsor requirements and applicable
College policies and procedures.
Deadlines drive the grantseeking process, and successful applicants plan ahead. Help is
available for identifying potential funders, developing strong proposals and budgets,
navigating the pre-submission internal review process, and maintaining post-award
compliance.
Philander Smith College faculty and staff seek funding from a range of governmental and
private sources for their research, educational, and scholarly projects. Faculty/staff who
anticipate a proposal submission should contact the Office of Sponsored Programs as early in the
process as possible, especially if they will need assistance with identifying funding opportunities,
or if they are considering a multi-year proposal or a collaborative proposal with another
institution. At a minimum, 3-4 weeks are required to process applications or proposals that are
relatively small in scope and budgetary requirements. Depending on the nature of the project and
need for assistance, a faculty member may require consultation and assistance from the Office
for several weeks or even months.
An internal review form and appropriate budget form must be completed before a
proposal can be submitted. All budget worksheets reflect correct fringe and indirect rates
for FY 2014-15 (worksheets available upon request).
The President of Philander Smith College and the Vice President for Fiscal Affairs are the
only Philander Smith College officers with authority to sign ANY grant or contract to
which the College is a party.
The Business Office is responsible for administration of the fiscal aspects of grants and contracts
such as grant accounting, development and negotiation of indirect cost rates and review of
budget proposals. All other aspects of grant and contract administration are coordinated through
the Office of Sponsored Programs. Federal grant manuals and regulations pertaining to federal
grants and contracts are available in the Business Office, and many are now available on-line.
For example, OMB Circular A-110 is available at
http://www.whitehouse.gov/omb/circulars/a110/a110.html
For each grant, the person responsible for insuring compliance with the guidelines of the
granting agency or foundation is specified in advance. Some grants allow wide latitude in
making budgetary changes during the grant period, while others require advance approval by the
agency or foundation. It is essential that these guidelines be followed accurately. In case of
questions about whether a proposed change requires approval by the granting agency or
foundation, please consult the Vice President of Academic Affairs for federal grants, or the Vice
President for Institutional Advancement for foundation and corporation grants.
For National Science Foundation grants, the following still require prior approval by the
Foundation: changes in objectives or scope of the work; changes in the principal investigator or
the level of effort (including any increase in salary paid to the PI) and reallocation of budgeted
funds for participant or trainee support costs. Prior approval requests must be submitted through
the NSF FastLane system.
INTERNAL PROPOSAL REVIEW SHEET
Grants and Contracts
A. Proposal Information
Project Investigator _____________________________________ Date_______________
Project Title _________________________________________________________________________
Department ___________________________Phone ________________ email ____________________
Funding Entity ________________________________Deadline ____________________
Expected Decision Date __________ Proposed Project Period ___________________________
Project Type:
Grant _____ Contract _____ Subcontract _____ Other ____
Proposal Type:
New_____ Renewal _____
Briefly Describe Project:
B. Goal(s) in Division and/or Department to be achieved with this grant, contract, subcontract,
or other.
C. Budget Information
Type
Salaries - Total Faculty/Staff
Salaries - Students
Fringe Benefit (faculty/staff 22%, students 10%)
Stipends
Travel
Materials & Supplies
Equipment
Other (Describe)
Other (Describe)
Total Cost
Total Indirect Cost (PSC rate is 53% on salary fringe)
Total Project Cost
Year 1
Year 2
Year 3
Year 4
5 Year
Total
Year 5
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labs, etc…
D. Approvals
1. My signature below confirms that I assume responsibility for the project described in the proposal,
including its technical content, budget and quality. I agree to be bound by the terms and conditions of the
grant or contract which supports this proposal, and all other College policies related to grants or
contractual agreements.
Principal Investigator__________________________________________ Date _____________________
2. Our signatures below certify that we reviewed this proposal and believe the research or program is
consistent with the educational and research objectives of Philander Smith College. If applicable, release
time and suitable space and cost share will be provided. VPAA certifies compliance with relevant
academic affairs policies.
Division Chair ________________________________ Date __________________________
Date __________________________
3. VPFA signature certifies compliance with college finance policies.
VPFA________________________________
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Please list any in-kind gifts to be included in Grant. This may consist of meeting space, meals, use of
VPAA____________________________________
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Date ____________________________
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