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The Grant Lifecycle is the cyclical process research can follow throughout it's lifetime.  As simple as finding, applying for and receiving a single research grant or building upon different phases of a multi-faceted research topic.  The stages of the Grant Lifecycle are:

Each stage has process owners and contains various phases.

uw-icons-pen.pngGrant Writing Process

Process owners:

  • Office of Research
  • Principal Investigator
  • School/Program
  • Office of Budget & Planning/Human Resources

Phase I: Initial meetings and grant start-up

  1. Meetings with PI and Office of Research
  2. Assessment of grant competitiveness
  3. Initialize eGC1 and other documentation (SAGE)
  4. Grant application schedule mark-up

 Phase II: Grant writing

(Grant Writers available)

  1. Regular meetings with PI and Program
  2. Application assembly
  3. Initial estimated budget
  4. Meetings and interaction with all UWB key personnel
  5. Office of Research mid-review
  6. Application: final document assembly
  7. Final budget review

Phase III: Grant submission

  1. Final application review and adjustments
  2. Submission to Office of Sponsored Programs (7 days prior to sponsor deadline)

uw-icons-mouse.pngGrant Submission

Process owners:

  • Office of Research
  • School/Program
  • University shared functions (GCA, OSP, HSD, IACUC)

The proposal must receive OSP approval prior to submission.  Here are the steps:

  1. Completion of the eGC1 by Office of Research - a copy of the budget and proposal are required
  2. Are there human subjects, stem cells or research on animals? HSD/IACUC
  3. Cost sharing - if present, program and UWB administration are notified for planning and implementation
  4. Faculty effort - program reviews for accuracy in completing the research project

uw-icons-trophy.pngAward

Process owners:
  • Office of Research
  • Principal Investigator
  • School/Program
  • University shared functions (OSP, GCA, HSD, IACUC)
  • Office of Budget & Planning/Human Resources
  • Sponsor
If a project is awarded, this is a crucial time to get the project off and running smoothly.  If a project is not awarded, then we need see if there are lessons to be learned.  Did the project fit within the sponsors funding goals?  Also review the summaries from the reviewers.  Valuable information can be gleaned from these.
If awarded:
  1. Kickoff meeting
  2. Determine if an Advance Budget is needed
  3. Possible negotiations with sponsor

uw-icons-gears.pngProject Implementation

Process owners:

  • Office of Research
  • Principal Investigator
  • School/Program
  • University shared functions (GCA, OSP, HSD, IACUC)
  • Office of Budget & Planning/Human Resources
  • Sponsor

This is the day-to-day administration of the grant.

  1. Approving expenditures
  2. Processing expenditures
  3. Monthly reconciliations
  4. Monthly status reports (for UWB)/Projections
  5. Faculty Effort Certifications
  6. Grant & Contract Certifications
  7. Submit no-cost extension
  8. Sponsor required reporting
  9. Monitor budget
  10. Interpreting rules/compliance
  11. Budget activities - hiring, equipment purchases, construction, space use

uw-icons-page.pngProject Conclusion

Process owners:

  • Office of Research
  • Principal Investigator
  • School/Program
  • University shared functions (GCA, OSP, HSD, IACUC)
  • Office of Budget and Planning/Human Resources
  • Sponsor

Steps to closing out a project:

  1. Budget closeout - making sure all expenses are appropriate
  2. Report to sponsor - detailed report of the research
  3. Report to campus - publicizing research through forums, faculty meetings, etc.
  4. Lessons learned - not every project runs smoothly - must always looks for process improvements

Even when a project is concluded, the process will continue through either extension grants to continue research or projects, as well as to create visibility on and off campus about the research that was done and the impact it is having.

 

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