Planning and Timeline

Definition of a Sponsored Project

"Sponsored Research Project" is a specific research, training, service, or similar activity for which funding is provided by an external sponsor under an agreement with the University.  Proposals meeting any of the following criteria are treated as a Sponsored Project and must be reviewed and endorsed by OSRG and signed by authorized individual before submission to a sponsor.

• The award requires a line-item financial report to the grantor/sponsor at any time during the life of the project;
• The award has a cost-sharing component (University, school, or department matching funds);
• The award is one of several to a project for which there is a project-wide financial reporting requirement (i.e., any of the granting/sponsoring entities require a financial report for the entire project);
• The grantor/sponsor controls the scope of the project and/or requires scientific or technical reporting of specific milestones as a condition of the grant/award;
• The award includes funds that will be re-granted or subcontracted by the University to non-SUU entities;
• The award includes indirect costs recoveries;
• The grantor/sponsor states in its award letter that it maintains the right to perform a detailed financial audit of the award expenditures;
• The proposal indicates a conflict of interest;
• The proposal contains the use of animals, human subjects, or hazardous agents requiring internal review by the appropriate committee;
• There are conditional obligations of the funding indicated in the award document or solicitation (e.g., time and effort, space, budget restrictions, return of unused funds, contingent payments, employment requirements);
• The award or solicitation contains intellectual property provisions, indemnification, hold harmless, provisions containing restrictions on publication of research results and other contractual provisions that place a degree of risk on the University.

Types of Awards

Grants

A grant is an assistance instrument, the primary purpose of which is to support the University in the pursuit of its mission. The project is initiated by the SUU Principal Investigator or Project Director, and the sponsor generally has no substantial involvement in the conduct of the project.

Cooperative Agreements

A cooperative agreement is an assistance instrument used by federal agencies in cases where the agency anticipates being substantially involved with the awardee in the programmatic aspects of the work.

Contracts

A contract is a procurement instrument. The primary purpose of a contract is to enable the sponsor to purchase services or goods from the University. Typically, the sponsor determines the scope of work and the desired outcomes and often specifies the methodology as well. Contract performance is closely monitored by the sponsor to ensure that the purpose of the contract is met.  Title to equipment purchased under a federal contract will vest with the government and not SUU.

Gifts

The OSRG does not involve itself with gifts or unrestricted funds that are administered by the Advancement Office. The following definition is important in distinguishing between a gift or a grant.

Sponsored Programs are research, training or instructional projects involving funds, materials or other forms of compensation or exchanges of in-kind efforts from sources external to the Southern Utah University under awards or agreements which contain any one of the following criteria:

• The award is made by a governmental agency;
• The award binds the University to a scope of work that is specified to a substantial level of detail. This would, for example, include funding that is dedicated to an investigator’s particular research project, a grant to a department under which seed money for particular projects would be distributed, and the training of graduate students on specific projects. It would not include funding that provides general research support.
• A line item budget is involved. A line item budget details expenses by activity, function or project period. The designation of indirect or administrative costs qualifies a budget as a “line item”;
• Financial reports are required and/or expenses are subject to audit;
• The sponsor defines a period of performance during which the funds may be used and/or unused funds must be returned to the sponsor;
• The award or agreement provides for the disposition of either intangible or tangible properties which may result from the project. Tangible properties include equipment, records, formal activity reports, thesis, and dissertations. Intangible properties include rights in data, copyrights, inventions or research related materials.

Sponsored Programs

Rsearch, training or instructional projects involving funds, materials or other forms of compensation or exchanges of in-kind efforts from sources external to the Southern Utah University under awards or agreements which contain any one of the following criteria:

• The award is made by a governmental agency;
• The award binds the University to a scope of work that is specified to a substantial level of detail. This would, for example, include funding that is dedicated to an investigator’s particular research project, a grant to a department under which seed money for particular projects would be distributed, and the training of graduate students on specific projects. It would not include funding that provides general research support;
• A line item budget is involved. A line item budget details expenses by activity, function or project period. The designation of indirect or administrative costs qualifies a budget as a “line item”;
• Financial reports are required and/or expenses are subject to audit;
• The sponsor defines a period of performance during which the funds may be used and/or unused funds must be returned to the sponsor;
• The award or agreement provides for the disposition of either intangible or tangible properties which may result from the project. Tangible properties include equipment, records, formal activity reports, thesis, and dissertations. Intangible properties include rights in data, copyrights, inventions or research related materials.

Pre-Proposal Considerations

• Is there is sufficient time to prepare a high-quality proposal. If unsure, consult with OSRG;
• Is there a demonstrable need? The lack of your project is not the need.
• Are facilities and space available are appropriate and sufficient for the project to be proposed. If not, discuss your needs with your department chair and/or dean early in the process;
• Assess your own strengths and weaknesses:
  • Do you have the time? Is there a potential co-PI or collaborator at another institution?
  • Do you have required lab space?
• Will the sponsor allow full recovery of facilities and administrative (indirect costs)? If not, discuss with your department chair and/or dean for approval;
• Does the sponsor require cost sharing of direct costs? If so, any commitment of University funds must be discussed with your chair and/or dean;
• Are human subjects or animals necessary for this project, or other compliance requirements such as HAZMAT, radiation, rDNA? If so, consult the OSRG and the IRB;
• Is there a limit on the number of proposals SUU can submit for this competition? If so, please notify the OSRG;
• Are Letters of Intent, preliminary proposals or other pre-proposal activities are required? If so, consult with OSRG;
• Are there potential conflict of interest issues with this proposal? See Section 5.07 of the SUU Policies and Procedures Manual.
• Do you have a clear, high level project definition
  • Ask who will benefit? Is the benefit measurable?
  • Is the project consistent with the mission of SUU?

Timeline

• Timeline Chart