Grant Preparation and Management

Wendy G. Harris, Director of Budget and Resource Planning

Agenda• Current status of UIUC Math funding• Resources• External funding:• Deadlines• Budget• Content• Submission• Management

• Internal funding:• As above

UIUC Mathematics Funding

• Currently: • 80 external grants (58 NSF; 10 Simons Foundation, 4

NSA, 3 via other universities, 1 US Dept Ed, 1 ONR, 1 Air Force, 1 Noyce Foundation, 1 Sloan Foundation)• $13,807,223 direct total (Math)• $19,539,743 direct plus indirect total (Math)• $244,247 average (direct plus indirect)

• 6 internal grants (Research Board)• $77,110 total• $12,852 average

• 54 faculty, postdocs, emeritus, other academics

Getting started• Find funding opportunities and deadlines• Department website:

http://www.math.illinois.edu/Businessoffice/• Grant Forward: http://www.grantforward.com/index• Federal Government: http://www.grants.gov• Campus Research Board (faculty):

http://crb.research.illinois.edu/• Scholars’ Travel Fund (faculty, lecturers):

http://research.illinois.edu/stf/• Fellowships/grants (grad students):

http://www.grad.uiuc.edu/funding-jobs

Getting started• Sample Deadlines (due to Wendy)• September 19: Simons Fellow• September 24: MSRI Research Professor• September 25: NSF Analysis, Foundations, Combinatorics• October 8: NSA, Algebra/Number Theory, NSF PostDoc

Fellow• October 31: NSF Topology, Geometric Analysis,

Probability• November 7: NSF Grad Research Fellow• November 8: NSF Applied Math• November 26: MSRI Research Member, PostDoc• December 9 (estimated): DARPA Young Faculty

Getting started: External funding• Review the guidelines• Margins, font, font size, page limits• Budget restrictions• Special attachments to include • Watch for eligibility:

• NSA: Algebra, No. Theory, Discrete Math, Probability; citizen or permanent resident; PIs, PDs, and RAs must be citizens or permanent residents • Young Investigators: up to 10 years after PhD

• NSF: REU, REGs, Grad Research Fellow, Postdoctoral Research fellow: funding for citizens or permanent residents• NSF Postdoctoral Research Fellow: PhD less than 2 years ago

• MSRI Research Professor: tenured associate professor with PhD before 2003

• Ask for assistance• Budget/budget justification: Wendy Harris• Content: your mentor, other faculty, and your program officer• Examples to be uploaded to Business Office site soon

The budget• PI salary (up to 2 mos summer)• Research assistants (2, 4.5, 9, or 11 months at 25%+)• Research Experience for Undergraduates (REUs)• Benefits (5.99% to 44.67%)• Tuition remission (62%)• Supplies• Services/collaborator travel• Foreign and domestic (including Canada) travel• Participant costs for conferences• Equipment• Facilities and administration costs (58.6%) on all except

tuition and participant costs

Keep in mind…

• Hard to justify:• Supplies• Printers• Computers

• Cannot fund:• Books• Meals with visitors

Example budget (1 year)• 2 mos salary @ $5,555.55/mo: $11,111• 50% RA 9 mos @ $2,061.70/mo: $18,555• benefits: $6,075• tuition remission (62% RA): $11,504• supplies/computer: $1,500• collaborator travel: $1,000• domestic travel: $1,000• foreign travel: $2,000• Indirect costs (58.6%): $24,167• TOTAL: $76,912

Typical content: external funding

• Stick to the guidelines (margins, pages, font size, font, etc.)• Summary • Description• Biographical sketch• Current and pending grants• Facilities and Resources• Budget• Budget justification• Data management plan (NSF GPG IIC2j)

Data Management Plan

• Supplementary document-under 2 pages• Types of data to be produced• Standards for data/metadata format• Policies for access/sharing of data• Policies for re-use, re-distribution and production of

derivatives• Plans for archiving• **Can state that no plan is needed, but justify why

More to keep in mind…• Summary • Broader impact/intellectual merit• http://www.nsf.gov/pubs/gpg/broaderimpacts.pdf

• Description• Use images (examples, breaks up text)• Can use URLs, but the reviewers are not obligated to follow

them• Biographical sketch• Very specific format

• Budget justification• What will student do? • Who might you invite here? • Where might you travel?

Submitting• Most submitted online• https://www.fastlane.nsf.gov/fastlane.jsp• www.grants.gov• http://pjm.math.berkeley.edu/nsa-ams/

• Complete a week before agency deadline due to routing:• PI and department signatures• Sent to UIUC Grants and Contracts• Revisions/corrections• Submission to funding agency

Got it!• Forward letter to Wendy• Adjusting the budget• Revise budget• Impact statement• Abstract (to NSF)

• Review the agreement: reporting, citation in publications, foreign travel limitations

• Fund set up

Grant management• Funded incrementally or all at once• Know policies for spending money:• See guidelines at

http://www.math.illinois.edu/Businessoffice/• Questionable: books, computers, supplies• Plan ahead: foreign travel (NSA; US Carriers)• Unallowable: your own meal when eating with a

visitor• Ask for help in advance: • We pay for flights, conference registration, visitor

flights, visitor hotels• Reimbursing foreign visitors

Grant management, cont’d• Read your statements• Expenditure confirmations• Reporting• Rebudgeting• Extension requests

Getting started: Internal Grants• Campus Research Board• Eligible: full-time tenured and tenure track

faculty; full-time academic professionals• Purpose:• Helps new faculty initiate research• Seeds work in a new direction• Supports preliminary studies• Supplements other resources

• Guidelines:• $30,000 limit (or $10,000 for pilot projects)• 5 page narrative• Budget and budget justification• Due October 4, January 24, February 28

Campus Research Board cont’d• Submission process:

• Submit online• Do not need to know current RA rate• No department review needed

• Review process:• 2 Campus Research Board members plus 3 peers

review application• Look at quality and importance of research;

probable impact on field; value to applicant’s development; quality and productivity of applicant; budget appropriateness

• Once awarded: • Business office notified• Account set up

Scholars’ Travel• Eligible: full-time tenured or tenure-track faculty, full-

time lecturers• Purpose:• Support for conferences where you will present

• Guidelines:• 1 trip per fiscal year: full/associate professors• 2 trips per fiscal year: assistant professors, lecturers• Foreign travel supported every other year (per person)• CAN have an external grant• Must plan in advance• Amounts are predetermined: $100-$775 domestic;

$530-$2000 international; supplements also possible

Scholars’ Travel cont’d• Due dates: • Oct 3, Nov 7, Dec 5, Jan 2, Feb 6, Mar 6, Apr 3, May 1,

Jun 5• Submission process:• Application is online• No department copy needed

• Once awarded: • Bring notice along with receipts for reimbursement

Questions?