Grants and Awards: Libraries Administration
Administration Home| Current Grants & Awards | | Collaborative Activities (Proposals) |
| Grants Procedures and Suggested Timeline |
| University Libraries Grant Participation Cost-Share Form (42 KB PDF File)
|
Previous Grants & Awards: | 2005 - 2009 | | 2000 - 2004 |
| 1990's |
Grants Procedures and Suggested Timeline
Grant Participation Process – When Grant is Centered in Another College
Libraries Approval, 2-3 months before grant application deadline
- Explore the idea in discussions with the grants officer, Pauline Bayne, who will discuss changes to salary accounts, effort certification process, and considerations of library impact
Before agreeing to be a grant participant:
- Prepare the grant participation cost-share form (42 KB PDF file)
- Obtain signatures on approval form from department head, grants officer, and dean of libraries
- Submit signed form to grants officer, who opens an official file for the grant
- Provide copies of the proposal and cost-share forms to grants officer for the official file
Grant Application Process – As Principal Investigator (PI) or Co-PI for Grant Centered in University Libraries
3-12 months before grant application deadline
- Explore the idea in discussions with the grants officer, Pauline Bayne
- Learn the ins and outs of the proposal process by reading the Sponsored Research Manual at http://research.utk.edu/spm/
- Outline the proposed project on paper
- Meet with associate/assistant deans to discuss plans for cost sharing
- Secure approval and support of supervisor, department head, dean, and any partners
- Review funding source requirements carefully, usually set out in a Request for Proposals
2-3 months before deadline
- Write the proposal narrative
- Circulate draft to appropriate faculty and administrators for review
- Library Communications can assist with copy editing and final formatting or charts
- Personnel
- For graduate students, confirm stipend levels, tuition and waivers with Library Personnel
- For staff, prepare a position description in consultation with Library Personnel, department head, and appropriate associate dean
- For all library participants, prepare the grant participation cost-share form (42 KB PDF file); obtain signatures of approvers and submit form(s) to grants officer, who opens an official file for the grant
- Obtain approvals for human subjects or other compliance if needed. The process can take anywhere from one to three months depending on the nature of the research instrument. Contact Libraries Departmental Review Committee chair, http://www.lib.utk.edu/admin/drc/.
- Develop the budget
- Obtain accurate salary information for all collaborators (personnel in other departments or other institutions)
- Get full budgets with institutional approvals from all subcontractors (i.e., if some of the work is to be done at another institution)
- Verify F&A percentage rate (Sponsored Research Accounting): http://web.utk.edu/~spa/forms/CHART.pdf
- Contacts at Office of Research: http://research.utk.edu/about/pdfs/utkor_org_chart.pdf
- Contacts at Sponsored Research Accounting: http://web.utk.edu/~spa/staff.html
3-4 weeks before deadline
- FORMS: http://research.utk.edu/forms/#s1
- Document Review/Approval Sheet - (The Yellow Sheet) and
- Document Review/Approval Sheet - (Instructions)
- As soon as the Document Review/Approval Sheet and budget form are drafted:
- Obtain final approval of the dean for any cost-sharing
- Work with the dean to negotiate the Facilities and Administration (F&A) (indirect) cost rate as appropriate
- Get all needed signatures on the cover sheet
- Meet with a grants officer at the Office of Research to review the draft Document Review/Approval Sheet and budget
Final 2 weeks or earlier
- As early as possible, submit the entire grant proposal to the Research Office for approval: “all electronic proposals must be received by the Office of Research five (5) business days before the proposal deadline date. This includes the proposal itself, the fully signed Document Review/Approval Sheet, any cost sharing request if applicable, supporting documentation from proposed subcontractors, and a copy of the solicitation.” http://research.utk.edu/sp/submit.shtml
- Make and send the appropriate copies (print or electronic, as specified) to the funding agency in ample time for the proposal to reach the funding agency BEFORE the deadline. Send a full print copy to the dean of libraries. Administration will open an official file for this project.
If funded,
- Send draft copies of all performance and financial reports to the dean of libraries and grants officer for their review at least 10 days prior to the report deadline.
- After approval, send reports to the granting agency to meet specified deadlines and to grants officer for official file.
Resources
- Grants & Other Funding Sources by Jane Row
- Office of Research – Questions? Call (865) 974-3466
- Office of Research - Forms
- Library Human Subjects Departmental Review Committee
- Sponsored Research Accounting
- Library Development Director for private foundation opportunities
Funding Opportunities:
UT Libraries
Administration
Steven Smith
Dean of Libraries
Rita Smith
Executive Associate Dean
Sandy Leach
Associate Dean for Collections
Holly Mercer
Associate Dean for Scholarly Communication and Research Services
Erin K. Horeni-Ogle
Development Director
Sheree M. Spoons
Business Services Director
Elizabeth Greene
Manager,
Human Resources
Megan Venable Smith
Manager,
Administration Office
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