Grant lifecycle
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: Research & Visibility, Grant Writing Process, Grant Submission, Award, Project Implementation, and Project Conclusion.
Grant Writing Process
Process owners:
- Office of Sponsored Research
- Principal Investigator
- School/Program
- Office of Budget & Planning/Human Resources
Phase I: Initial meetings and grant start-up
- Meetings with PI and Office of Sponsored Research
- Assessment of grant competitiveness
- Initialize eGC1 and other documentation (SAGE)
- Grant application schedule mark-up
Phase II: Grant writing
- Regular meetings with PI and Program
- Application assembly
- Initial estimated budget
- Meetings and interaction with all UW Bothell key personnel
- Office of Sponsored Research mid-review
- Application: final document assembly
- Final budget review
Phase III: Grant submission
- Final application review and adjustments
- Submission to Office of Sponsored Programs (7 days prior to sponsor deadline)
Grant Submission
Process owners:
- Office of Sponsored Research
- School/Program
- University shared functions (GCA, OSP, HSD, IACUC)
The proposal must receive OSP approval prior to submission. Here are the steps:
- Completion of the eGC1 by Office of Sponsored Research or Center Administrator – a copy of the budget and proposal are required
- Are there human subjects, stem cells or research on animals? HSD/IACUC
- Cost sharing – if present, program and UW Bothell administration are notified for planning and implementation
- Faculty effort – program reviews for accuracy in completing the research project
Award
Process owners:
- Office of Sponsored 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:
Project Implementation
Process owners:
- Office of Sponsored 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.
- Approving expenditures
- Processing expenditures
- Monthly status reports (for UW Bothell)/Projections
- Faculty Effort Certifications
- Grant & Contract Certifications
- Submit no-cost extension
- Sponsor required reporting
- Monitor budget
- Interpreting rules/compliance
- Budget activities – hiring, equipment purchases, construction, space use
Project Conclusion
Process owners:
- Office of Sponsored 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:
- Budget closeout – making sure all expenses are appropriate
- Report to sponsor – detailed report of the research
- Report to campus – publicizing research through forums, faculty meetings, etc.
- Lessons learned – not every project runs smoothly so look for process improvements for the next project
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.