Office of Sponsored Programs
The Office of Sponsored Programs (OSP) at Bradley University supports faculty and staff seeking external funding to conduct research, scholarship, creative work, curricular and pedagogical initiatives, and educational outreach. To ensure that the University remains in federal compliance and to ensure that all extramural proposals and contracts are properly reviewed, several policies have been established. All individuals seeking funding must adhere to the policies for Submitting Extramural Proposals and for Scholarship/Research Compliance and Integrity.
To support scholarly activity, Bradley maintains an institutional membership with the Council for Undergraduate Research (CUR), and we encourage all faculty to join CUR, whose mission is to “support and promote high-quality mentored undergraduate research, scholarship, and creative inquiry.” The Office also administers internal grant programs to which Bradley employees and students may apply. Funds from the Faculty Scholarship Award (FSA) program can be used to support the scholarship and creative production of Bradley employees and promote their professional development. Student Engagement Awards (SEA) are available to support the engagement of Bradley students (undergraduate and graduate) in research, scholarship, creative work, and service opportunities under the mentorship of Bradley employees. Through the Student Travel Award (STA), students can secure funding to cover travel expenses associated with presenting their work at peer-reviewed or juried conferences, meetings, or events. In collaboration with the Office of Interdisciplinary Studies, an Undergraduate Summer Fellowship Program is also available to help recipients pursue projects that make connections across traditional academic boundaries.
Representatives from Caterpillar College of Engineering and Technology
- Dr. Ye Li
- Dr. Suruz Miah
Representatives from College of Education and Health Sciences
- Dr. Deitra Kuester
- Dr. Kat Bloompott
Representatives from College of Liberal Arts and Sciences
- Dr. Patricia Saleeby
- Dr. John Marino
Representatives from Foster College of Business
- Dr. Jim Foley
- Dr. Mehdi Nezami
Representatives from Slane College of Communication and Fine Arts
- Prof. Alison Meuth
- Prof. Brent Wiley
Library
- Prof. Michelle Nielsen Ott
CTEL Director
NSF GRANTED Project

Award No. 2347159
Project Period: June 1, 2024, to May 31, 2029
PIs: Dr. Brad Andersh and Dr. Jenny Gruening Burge
The objectives of the PEER project are to:
- Enhance the function of the Office of Sponsored Programs (OSP) through tailored investments in human capital and training
- Foment a campus culture that encourages and celebrates research and grant-seeking
- Research, evaluate, and disseminate results on program effectiveness
The planned activities to accomplish these objectives are:
Objective 1 Activities:
- Hire an Associate Director of Sponsored Programs
- Improve document management process through the purchase and implementation of OneAegis
- Increase post-award support for grant-funded PIs and program directors
Objective 2 Activities:
- Establish the OSP Fellows program, a team of OSP partners across the university who will advocate for change and be additional points of contact regarding institutional policies around research and grant seeking
- Introduce all Fellows to the fundamentals of sponsored programs administration through Sponsored Programs Administration Level 1 (SPA 1) training through NCURA
- Partner with Western Illinois University to implement a cross-institution, intramural review program
Objective 3 Activities:
- Perform formative and summative program evaluation (see Evaluation) using mixed-methods data collection tools
- Conduct research on the effectiveness of (1) an OSP Fellows program that distributes knowledge on research administration in a feasible way for an institution of this size and (2) a multi-institution, intramural review program
- Disseminate program evaluation and study results to key stakeholders and peer institutions
Resources For Seeking External Funding
Searching for extramural funding sources and preparing proposals can be very rewarding, but it can also be overwhelming for individuals with limited experience in this arena. Several resources are provided to help you navigate the grant writing process. We encourage you to engage OSP early in the grant writing process so that we can provide recommendations and ensure that all necessary approvals are obtained. Without these approvals, the proposal cannot be submitted.
Step one in the grant writing process is finding the appropriate funding opportunities. Select links are provided, but to do a more comprehensive search, we recommend using the federal opportunity repository Grants.gov or GrantForward, which provides access to Requests for Proposals (RFP) from federal and state agencies and private foundations. GrantForward is available to use by Bradley University faculty, staff, and students.
To apply for federal funding, you must register to use the appropriate application submission website (grants.gov, Research.gov, or eRA Commons). You must also link your account to Bradley University and have one of Bradley’s Authorized Organization Representatives (AOR) complete your registration. In addition, once the proposal is prepared, and University approvals are obtained (which can take up to TEN days, so start the approval process early), only an AOR can submit a federal proposal. Please contact osp@bradley.edu for assistance. Instructions for registering with the federal websites and the preliminary steps for preparing a proposal are posted. Please do not hesitate to contact osp@bradley.edu with any questions about the registration and application process on the federal sites.
The Office of Sponsored Programs is available to provide training for individuals, departments, and colleges. In addition, if you are unsure how to use GrantForward or one of the Federal websites to identify or prepare proposals, please don’t hesitate to reach out to osp@bradley.edu to arrange a time to meet.
In collaboration with the Jump Trading Simulation and Education Center, the University of Illinois College of Medicine in Peoria, and Illinois State University, a multi-week grant writing training workshop is offered during the spring semester. Please watch out for announcements in B-News or emails from our office.
Training is also available through numerous organizations, and federal agencies regularly hold and post webinars describing funding opportunities. The two organizations listed below offer training sessions that Bradley faculty have attended in the past.
The Grantsmanship Center
Live Online Training Sessions (See Website for start dates)
- Grantsmanship Training Program (5-day Program)
Grant Training Center
Live Online Training Sessions (See Website for start dates)
- Professional Grant Development (2-day)
- Professional NIH Grant Development (2-day)
- Writing/Designing DOD Proposals (1-day)
Self-Paced Online Training Sessions (See website for start dates)
- Professional Proposal Writing
- NSF Proposal Writing
- NIH Proposal Writing
- DOD Proposal Writing
- Finding the Right Grant Donors
- Strategically Planning Your Grant Request
- Key Proposal Pieces: Abstracts and Need Statements
- Key Proposal Pieces: Goals, Objective and Activities
- Key Proposal Pieces: Outcomes, Evaluations and Budgets
- How to Persuade Grant Reviewers
GrantForward is an extramural funding database available to all Bradley University employees and students. After creating a user account, GrantForward can be used to:
- Search currently open Requests for Proposals (RFPs) and Pre-solicitations from over 15,000 federal and private foundations and narrow the search results using intuitive filters.
- Identify previously funded projects, which allows users to know which foundations fund projects similar to the user’s proposed project.
- Establish a profile based upon research interests, publications, and other information, that allows users to receive grant recommendations via email.
Options for creating a user account with GrantForward
- You can use Single Sign On (SSO) authentication. When you use the GrantForward.com site, select Log In, NOT Sign Up. In the resulting window, enter your Bradley email address, but do not enter a password. The sentence “Institution account detected. Click here to use Single Sign-On” should appear. By choosing this, you will be directed to an interface to log in using your Bradley account information and a GrantForward account will be automatically created.
- You can also create an account using your institutional email (bradley.edu) and a unique password. Select Sign Up on the GrantForward.com site and complete the form. You would then use these credentials to log in to GrantForward when using their site.
Once logged in, go to the Grants menu and select Search Grant Opportunities to get started. You must be logged in, for the site to provide all of the information for the funding opportunity.
GrantForward has prepared several tutorials on the use of its services.
Air Force Office of Scientific Research: Young Investigator Research Program (YIP)
- For scientists and engineers who have received Ph.D. or equivalent degrees within the past seven years
- “[O]bjective is to foster creative basic research in science and engineering; enhance early career development of outstanding young investigators; and increase opportunities for the young investigator to recognize the Air Force mission and related challenges in science and engineering.”
American Chemical Society Petroleum Research Fund: Doctoral New Investigator (DNI) Grants
- Provides start-up funding for scientists and engineers in the United States who are within the first three years of their first academic appointment as an Assistant Professor.
- “Applicants may have limited or no preliminary results for a research project they wish to pursue, with the intention of using the preliminary results obtained to seek continuation funding from other agencies. The DNI grants are to be used to illustrate proof of principle or concept, to test a hypothesis, or to demonstrate feasibility of an approach.”
American Foundation for Suicide Prevention: Early Career Researcher Innovation Grants
- Investigators must be “at or below the level of assistant professor.”
- “must allocate $10,000 ($5,000 per year) of their award for an established researcher to mentor the Early Career Researcher. AFSP is available to assist you in identifying a suitable mentor.”
American Mathematical Society: Centennial Fellowships
- Applicants must:
- “have earned their doctoral degree at least three years prior to applying, but no more than twelve years prior to receiving a Fellowship.”
- “Preference will be given to candidates who have not had extensive fellowship support in the past, and recipients cannot hold a Centennial Fellowship concurrently with another major research award.”
- “The AMS Centennial Research Fellowship Program makes an award annually to an outstanding mathematician to help further their career in research. The primary selection criterion for the Centennial Fellowship is the excellence of the candidate’s research.”
American Society for Mass Spectrometry: Research Awards
- “Research awards promote the research of academic scientists within the first four years of joining the tenure track or research faculty of a North American University at the time the award is conferred.”
Arnold and Mabel Beckman Foundation: Beckman Young Investigator Program
- Must be in your first four years of a tenure-track position
- At the time of application, applicants cannot have more than $225,000 per year in external funding.
- “The Beckman Young Investigator (BYI) Program provides research support to the most promising young faculty members in the early stages of their academic careers in the chemical and life sciences, particularly to foster the invention of methods, instruments and materials that will open up new avenues of research in science.”
The Brain & Behavior Research Foundation: Young Investigator Grant (YI)
- Applicant must:
- have a doctoral-level degree
- be an assistant professor
- “have an on-site mentor OR senior collaborator who is an established investigator in areas relevant to psychiatric disorders.”
- “The goal of the YI program is to help researchers launch careers in neuroscience and psychiatry and gather pilot data to apply for larger federal and university grants.”
Defense Advanced Research Projects Agency (DARPA): Young Faculty Award (YFA)
- Proposers must be one of the following (excluding any personal leaves of absence) by the full proposal deadline
- current untenured Assistant/Associate Professors
- current tenured faculty within 3 years of their tenure date
- “[P]rogram aims to identify and engage rising stars in junior research positions in academia and equivalent positions at non-profit research institutions, particularly those without prior DARPA funding, to expose them to Department of Defense (DoD) needs and DARPA’s mission to create and prevent technological surprise.”
Department of Energy Early Career Research Program
- “For untenured, tenure-track assistant or associate professor who received a Ph.D. within the past 10 years.”
- “[D]esigned to bolster the nation’s scientific workforce by providing support to exceptional researchers during crucial early career years, when many scientists do their most formative work.”
Edward Mallinckrodt Jr. Foundation Grant Program
- Applicant must:
- hold M.D. and/or Ph.D.
- be in first through fourth year of tenure track faculty appointment
- Objective is to provide start-up support to move the project forward to the point where R01 or other independent funding can be obtained.
- “The Edward Mallinckrodt, Jr. Foundation supports early-stage biomedical investigators engaged in basic and translational research that has the potential to make fundamental advances in biomedical science.”
Edward Mallinckrodt Jr. Foundation Scholar Program
- Applicant must:
- hold M.D. and/or Ph.D.
- be in fifth through eighth year of tenure track faculty appointment
- Objective is to provide start-up support to move the project forward to the point where R01 or other independent funding can be obtained.
- “The Edward Mallinckrodt, Jr. Foundation supports early-stage biomedical investigators engaged in basic and translational research that has the potential to make fundamental advances in biomedical science.
Foundation for Food and Agriculture Research: New Innovator in Food and Agriculture Research
- Applicant must be:
- in the first three years of their scientific career
- within eight years of receiving their Ph.D.
- “[P]rovides early-career scientists the investment needed to propel them into successful research careers”
Foundation for Child Development: Young Scholars Program
- Applicant must: have received their doctoral degrees within the past eight years.
- “[F]unds implementation research that is policy- and practice-relevant and that examines the preparation, competency, compensation, well-being, and ongoing professional learning of the early care and education (ECE) workforce.”
Greenwall Foundation: Faculty Scholars Program in Bioethics
- Applicant must:
- be “junior” faculty members
- hold a faculty appointment that allows at least 50 percent of their effort to perform research.
- “Priority will be given to applicants who have not yet been considered for tenure or an equivalent promotion; whose research will have an impact on clinical, biomedical, and public health decision-making, policy, and practice; and who will make important contributions to the field of bioethics over their careers.”
Henry Dreyfus Teacher-Scholar Awards Program
- Applicants must:
- hold a full-time tenure-track academic appointment
- be after the fourth and not after the twelfth years of their independent academic careers
- be engaged in research and teaching primarily with undergraduates in the chemical sciences
- Institutions may submit only one Henry Dreyfus nomination annually.
- “[S]upports the research and teaching careers of talented young faculty in the chemical sciences at undergraduate institutions.”
- For tenure-track faculty who have earned a doctoral degree within the past five years.
- The PI must not have served as a PI or Co-PI on a research grant from IES.
- “[S]upports grants that prepare researchers to conduct independent rigorous and relevant early intervention and special education research”
Klingenstein-Simons Neuroscience Fellowship
- Applicants must:
- have a tenure track appointment
- be an independent investigator at a university, medical center, or research institute with a maximum of four years between the completion of last postdoc and the application deadline.
- “[S]upports innovative research by early career investigators. The research should have relevance for understanding the mechanisms underlying any of a wide range of neurological and behavioral disorders, and it may lead to improvements in the diagnosis and treatment of these disorders.”
Leukemia Research Foundation: New Investigator Research Grant Program
- Must be within seven years of first independent faculty-level position
- Applicants who annually have $175K or greater funding (total direct costs) are not eligible
- “[P]rovides grants of up to $100K for new investigator research projects that focus on leukemia.
Mellon Emerging Faculty Leaders Award
- Supports “early-career faculty whose research focuses on contemporary American history, politics, culture, and society.”
- Applicant must “have passed their mid-point review so that they may pursue tenure effectively while continuing to engage in campus leadership and service.”
National Aeronautics and Space Administration (NASA) NASA Early Career Faculty (ECF) Award
- Recommend that a search be performed in NSPIRES to find current solicitations.
- Must be untenured and have a Ph.D. conferred within the past 10 years
- “[D]esigned to support outstanding scientific research and career development of scientists at the early stage of their professional careers.”
National Institute of Health (NIH) Director’s New Innovator Award (DP2)
- Must have completed terminal research degree or end of post-graduate clinical training, whichever date is later, within the past 10 years
- Must not have previously received an NIH independent research award as PD/PI
- “The purpose of this program is to supports early-stage investigators (ESI) of exceptional creativity who propose bold and highly innovative new research approaches that have the potential to produce a major impact on broad, important problems in biomedical and behavioral research.
- Applicants must:
- hold a doctoral degree in the disciplines supported by the Divisions of the Directorate for Mathematical and Physical Sciences AND
- are a new investigator, i.e., in the pre-tenure period, at the time of submission, as a tenure-track (or tenure-track equivalent) faculty member in a U.S. IHE eligible to receive NSF support AND
- have not previously served as Principal Investigator or co-Principal Investigator on an NSF research grant, with the exceptions of Fellowship, Conference/Workshop, Equipment, Travel, Instrumentation infrastructure, and Research Opportunity Award (ROA) grants.
- “Supports the research of pre-tenure faculty in mathematical and physical sciences, with an emphasis on those at institutions that traditionally do not receive significant NSF funding, such as minority-serving, predominantly undergraduate or R2 institutions.”
- Applicants must:
- Hold a primary appointment in computer and/or information science and/or engineering, or in a related field of computational or data science at an institution which is not currently classified as a Carnegie Classification R1 institution
- Untenured and be in the first three years of a tenure-track position
- Not have received any funding in the PI role from any department, agency, or institution of the federal government.
- “Supports early-career scientists in computer and information science and engineering who lack access to adequate organizational or other resources, enabling them to undertake exploratory research and develop collaborations and new approaches.”
National Science Foundation (NSF) Faculty Early Career Development Program (CAREER)
- Applicants must:
- Be an untenured assistant professor in a tenure-track position
- Hold a doctoral degree in a field supported by NSF and be engaged in research in an area of science, engineering, or education supported by NSF
- “[A]wards for faculty members beginning their independent careers. The intent of the program is to provide stable support at a sufficient level and duration to enable awardees to develop careers not only as outstanding researchers but also as educators demonstrating commitment to teaching, learning, and dissemination of knowledge.”
Office of Naval Research (ONR): Young Investigator Program (YIP)
- For academic scientists and engineers who are in their first or second full-time tenure-track and not have received their doctorate or equivalent degree in the past seven years
- “The objectives of this program are to attract outstanding faculty members of Institutions of Higher Education to the Department of the Navy’s Science and Technology (S&T) research program, to support their research, and to encourage their teaching and research careers.”
William T. Grant Foundation: Scholars Program
- “[S]upports career development for promising early-career researchers.”
- Proposed project must focus on Reducing Inequality or Improving the Use of Research Evidence
In addition to GrantForward, Grants.gov is an excellent resource for finding federal funding opportunities. In addition to serving as a searching tool and a resource for grant writing instructions, most federal agencies use Grants.gov as their portal for proposal submission and award management. To apply for a federal grant using Grants.gov, you must create an account (Please see instructions).
Please be aware that National Institutes for Health (NIH) proposals must be submitted via ASSIST, accessible using your eRA Commons account credentials. However, principal investigators (PIs) cannot create eRA Commons accounts, so please don’t hesitate to contact the Office of Sponsored Programs for assistance. The National Science Foundation (NSF) provides applicants with the option to apply for most opportunities using Grants.gov and all using Research.gov (Please see instructions). Please be aware that effective 12/31/22, Fastlane will no longer be an option for submitting NSF proposals. In addition, many federal agencies maintain websites for disseminating information related to their mission, goals, and funding opportunities. Some allow users to register to receive notifications when new funding opportunities are announced.
Preparing Letter of Intents, Pre-Proposals, Full Proposals, etc. on Federal Websites
Grants.gov
Used for most federal proposals
1. Prepare a workspace on Grants.gov (Video Instructions)
- Login to grants.gov
- If you know the Funding Opportunity Number and Opportunity Package ID, go to the Applicants menu and select Apply Now. If you do not know the Funding Opportunity Number and Opportunity Package ID, go to the Search Grants menu and find the desired announcement
- Select the desired opportunity. The Funding Opportunity Number will be found in the Synopsis tab and the Opportunity Package ID in the Package tab. Copy both
- Select the Apply button in the upper right of the screen
- The Funding Opportunity should be prepopulated but the Opportunity Package ID may not be. Enter the Opportunity Package ID and Funding Opportunity Number, if necessary
- Enter an Application Filing Name (can be just about anything), but it is advisable to use something that you and your collaborators will easily recognize in their account. (Note: You can edit the name of the Workspace at a later time on the Manage Workspace page)
2. Complete the requested information for the proposal (listed as Mandatory) within the Workspace (Video Instructions)
3. Before requesting an Authorized Organization Representative (AOR) to submit the application, click the Check Application button within workspace. After the status of all forms is “Passed” and you are ready to submit the application, contact osp@bradley.edu so that an AOR can Sign and Submit the Only an AOR, not PIs/PDs, can submit proposals on behalf of the University
Research.gov
Used for NSF Proposals (many can also be submitted with grants.gov)
1. Login to research.gov
- If you don’t already have an account, see instructions
2. From the Proposals Menu, select Prepare and Submit Proposals
- If you have not previously started a submission, select the appropriate document from the Prepare New drop-down menu (options: Letter of Intent, Preliminary Proposals, or Proposals (Full and Renewal)
- Click the radio button for the appropriate Funding Opportunity Number and complete the necessary steps
- If you are returning to complete work on a project that is in progress, select the appropriate document from the Work with In Progress drop-down menu
eRA Commons (era.nih.gov)
Used for NIH Proposals (Grants.gov can also be used)
- The eRA module used to prepare, submit, and track proposals is Application Submission System & Interface for Submission Tracking (ASSIST)
- Link for Instructions for using ASSIST: https://grants.nih.gov/grants/how-to-apply-application-guide/prepare-to-apply-and-register/submission-options/assist.htm
The narrative’s goal is to convince the reviewer(s) that you are the right person to complete the described project. Your proposal must be organized, well written, and include all of the requested information. This seems relatively simple, but most proposals fail due to an inability to deliver what the reviewer(s) need to be excited about the project.
- First and foremost, read and follow the guidelines the funding agency has prepared. They are commonly referred to as a request for proposal (RFP), solicitation, invitation to participate, or Notice of Funding Opportunity (NOFO)
- Focus on the RFP in the same way you expect students to address the guidelines for completing an assignment in your courses. What do most of us do when our students don’t follow assignment guidelines?
- Personal Experience: While serving on a review panel for a foundation, one of the proposals we were asked to review was clearly the strongest that was submitted. The research and assessment plans were clearly presented, logical, and supported by preliminary data, and the goals were lofty but attainable during the funding period. When we met to discuss the proposals, no one else had reviewed this particular proposal. The authors used a slightly smaller font than was permitted (11.5 vs. 12 pt.). The program officer agreed that this violated the guidelines and rejected the proposal. If relatively minor formatting issues can sink a proposal, not providing the information requested in the RFP will undoubtedly lead to a denial
- After developing a preliminary plan (sometimes referred to as a white paper), strongly consider reaching out to the funding agency/program officer to ensure that your proposal aligns with the foundation’s funding priorities.
- Personal Experience: While attending a conference, a funding agency held a breakout session on their current funding priorities. During the session, the presenter stressed, “we will not fund _________.” During the previous funding cycle, I had submitted a proposal asking them to fund exactly what they were not interested in funding. At one time, they had funded what I had proposed but had changed their priorities.
- Don’t bury the objectives for your proposed work too late in the narrative. Many grant seekers start their proposals with a detailed introduction to the problem they are trying to address. This is wonderful because it sets the stage for why the problem needs to be addressed and demonstrates to the reviewers that you understand previous work in the area. However, some reviewers may lose interest and never get to the heart of your proposal. Succinctly state the problem, summarize your plan to solve the problem, and then go into more detail. Agencies, and therefore reviewers, are often overwhelmed by the volume of proposals that are submitted. Some reviewers will primarily focus on the executive summary/abstract. Some will skim the proposal for key points, and others will read the entire document in detail. A carefully crafted proposal can accommodate all three review styles.
- Use headers to help reviewers navigate the proposal. This relates to the previous recommendation. By assisting the reviewer(s) find what they need to evaluate your proposal, they will have a more favorable impression of the proposal’s organization.
- Personal Experience: Upon reading a reviewer’s comments from a denied funding request, I was confused as to why one reviewer criticized my proposal while another commended me for the proposal’s organization. A former program director recommended that in my resubmission, I start with a summary of the work and add subheadings to the proposal’s significant sections. I was funded during the next funding cycle, and there were no comments about the proposal’s organization. It is crucial to consider different review styles.
- Don’t promise more than you can deliver. Reviewers know that there are only so many hours in the day. It is tempting to add every approach you consider to address your objectives. However, if you propose to do more than can be achieved during the funding period, reviewers may question your decision-making ability and, therefore, your fundability. In addition, if you are funded but fail to achieve several of your proposed objectives, it will reduce your chances of having renewal requests funded. Including too much may also cause reviewers to conclude that you are planning to try everything you can think of until you find something that works. The goal is to demonstrate that you can follow a logical path to achieve your objectives. Reviewers know that you will encounter obstacles that need to be addressed. It is advised to mention areas where challenges may be encountered and provide alternative solutions, but it is essential to keep the proposal focused
- Find others to proofread and CRITIQUE your proposal. Receiving constructive criticism from a trusted colleague can be one of the most valuable “gifts” we can receive during our careers. In proposal preparation, that gift can significantly improve the chances that a project is funded. Finding talented proofreaders is incredibly helpful, but you also want to find individuals who will provide a critique of your proposal. In other words, try to find individuals who will take on the reviewer role before you submit your proposals. Take any and all concerns that they raise seriously before submission. One of the most productive grant writing workshops I have ever participated in required the participants to bring a completed draft of a proposal to the workshop. We then exchanged proposals and provided one another with comments. This exercise provided insight into areas where I failed to convey my message clearly and exposed me to other strategies for preparing proposals
- Don’t be offended by reviewers’ comments if a proposal is denied. Use the comments to write more competitive proposals in the future. It is tempting to conclude that they didn’t read the proposal or they didn’t have the background to understand the project fully. This is a mistake because you may miss a valuable opportunity to improve. Reflect on what you could have done to excite them and keep their attention as they read your proposal
- If they didn’t understand your proposal, critically review what you submitted. Did you provide a clear strategy for achieving your objectives? Did you prepare a proposal that was appropriate for your audience? Did you give them what was requested in the RFP?
Much of this may seem like common sense, but it is amazing how many people get caught up in their work and forget to provide reviewers with the information they need to effectively evaluate a proposal.
Sample paragraph about the Institution to use in proposal submissions.
Bradley University (http://www.bradley.edu) was established in 1897 by Lydia Moss Bradley, an early entrepreneur, a persistent philanthropist, and a passionate humanitarian as an independent private institution of higher education. Bradley offers more than 185 undergraduate and graduate academic programs across five colleges: the Foster College of Business Administration, the Slane College of Communications and Fine Arts, the Caterpillar College of Engineering and Technology, the College of Education and Health Sciences, and the College of Liberal Arts and Sciences. In Fall 2021, 4331 undergraduate and 1257 graduate students enrolled at Bradley, which is accredited by the Higher Learning Commission. Bradley University ranked 2nd among comprehensive Midwestern universities in the 2022 edition of “America’s Best Colleges,” published by U.S. News & World Report. The Wall Street Journal and Times Higher Education ranked Bradley University as the top University in Illinois, and among the top 25 private universities in the nation, for Student Engagement in their 2021 college rankings. The Brookings Institution ranks Bradley No. 19 in the country on its list of colleges adding value to alumni earnings.
Note: It may be in your interest to add one or two more sentences about accreditation depending upon which agency or foundation you are applying.
Example: The department (or college) is also accredited by…
Because budgets can be complicated to prepare, we ask that OSP and Financial Services are involved in reviewing your proposed budget and budget justification as early as possible, but no less than TEN days before the submission deadline.
The first rule in developing and preparing a budget is to explicitly follow the sponsor guidelines. Read the Request for Proposal (RFP) or sponsored program solicitation. Most sponsors provide either a form or a format for the budget presentation or instructions on budget composition and budget preparation. Be cognizant of budget limitations, cost constraints, unallowable costs, or special matching requirements.
The items included in a proposal budget can be divided into three broad categories: Direct Costs, Indirect Costs, and Matching Contributions. When preparing a budget, it must reflect all of the project’s anticipated costs. Proposal reviewers generally use the budget as one of the criteria to determine whether or not the investigator is fully aware of the program’s requirements. Agencies are unlikely to fund a proposal that purports to do too much with too little money and vice-versa. If the agency has an award limit, adjust your proposal’s scope or target to fit the resources you may obtain. You must also follow all University policies associated with these three budget categories.
When submitting your proposed budget and budget justification, please provide either a link to or an electronic copy of the program guidelines when contacting these offices.
Direct Costs
Direct costs are expense that can identified and directly attributed to a sponsored project. The most common examples of direct costs are Personnel, Equipment, Consultants, Supplies, Travel, and Subcontracts. Additional information about these categories and Bradley policies concerning them can be found below.
To be eligible as a direct cost, a cost must be (a) must be reasonable; (b) must be allocable to the sponsored project; (c) must be given consistent treatment through application of those generally accepted accounting principles appropriate to the circumstances; and (d) must conform to any limitations or exclusions set forth by the sponsor as to types or amounts of cost items.
Reasonable Costs — A cost may be considered reasonable if the nature of the goods or services acquired or applied, and the amount involved therefore, reflect the action that a prudent person would have taken under the circumstances prevailing at the time the decision to incur the cost was made. Considerations involved in the determination of the reasonableness of a cost are: (a) whether or not the cost is of a type generally recognized as necessary for the operation of the institution or the performance of the sponsored project; (b) whether or not the individuals concerned acted with due prudence in the circumstances, considering their responsibilities to the institution, its employees, its students, the Federal Government, and the public at large; and, (c) the extent to which the actions taken with respect to the incurrence of the cost are consistent with established institutional policies and practices applicable to the work of the institution generally, including sponsored project.
Allocable Costs — A cost is allocable to a particular cost objective (i.e., a specific function, project, department, or the like) if the goods or services involved are chargeable or assignable to such cost objective in accordance with relative benefits received or other equitable relationship. Subject to the foregoing, a cost is allocable to a sponsored agreement if (1) it is incurred solely to advance the work under the sponsored project; (2) it benefits both the sponsored project and other work of the institution, in proportions that can be approximated through use of reasonable methods, or (3) it is necessary to the overall operation of the institution and is deemed to be assignable in part to sponsored projects.
Consistent Treatment of Costs — The University must estimate costs in its sponsored project proposals in a manner consistent with the cost accounting practices it uses in accumulating and reporting costs. All costs incurred for the same purpose, in like circumstances, must be accounted for and handled in uniform and consistent fashion.
Personnel
Compensation requested for personnel from the funding agency must be for actual time devoted to the activity.
Senior Personnel
Your department may consider your participation in sponsored program activities as part of your normal or reasonable faculty load, in which case your University provided salary is your compensation for sponsored program activities during the period of appointment. If your participation in such activities is considered beyond a normal load, you may seek compensation through a variety of mechanisms, as described below. When compensated for a sponsored project, the PI or PD must be in full-time residence at Bradley, unless otherwise indicated in the proposal.
Release Time from Normal Duties During the Academic year
Release time refers to freeing part of an individual’s time from regular duties to carry out the sponsored activity. Release time can be budgeted for any employee, not just faculty members. It is the mechanism by which a department and the University can be reimbursed directly for faculty and staff time devoted to externally funded sponsored projects. Prior to budgeting release time, you must contact your Department Chair for the appropriate arrangement.
There are two types of release time – that for which the sponsor pays and that for which the University pays (matching contributions). To calculate the amount to be budgeted for your release time, you will need to determine what percentage of your time will be devoted to the activity. For example, if you are requesting to be released from one course during each semester (1/4 or 25% release time), then you need to ask for 1/4 of your academic salary in your budget. This example assumes a four-course teaching load each semester. Release time funds are used to cover the cost of instruction.
Summer Support
For federally funded projects, the monthly rate of compensation is 1/9 of the 9-month contract total, if you are on an “academic year” appointment, or 1/12 of the full-year contract total, if you hold a 12-month appointment. Other agencies may have different policies and in those cases the University policy on extra compensation will apply.
Extra Compensation
See section II.B.3.b of the Faculty Handbook.
Note: Extra compensation and release time are mutually exclusive. You cannot budget release time and extra compensation request for the same time period.
Student Research Assistants
Salaries and stipends for graduate and undergraduate student assistants must be identified in the budget. To budget for student help you need to specify: the total number of hours for the project, or the percentage of time (full or part time) for each student’s pay rate, noting that salaries must be at least the Illinois minimum wage.
Students may receive stipends and tuition from a sponsored project, if the duties are in addition to their course work as students. Undergraduate students typically are not assigned work loads of over 10 hours per week during the academic year. Graduate students may be classified as full-time (20 hours) or part-time (10 hours). Graduate student assistantships generally are a combination of tuition remission and stipend. Graduate student stipends are generally set by departments or colleges, and you should budget accordingly. Contact the Graduate School for current graduate tuition rates. Depending on the sponsor guidelines and indirect cost policy, a graduate student may have to pay tuition and fees or may receive a fee waiver.
Note: Students cannot receive both compensation and course credit for the same effort. Students may receive compensation if the duties are in addition to their course work as students. There must be a clear delineation between the course work and the duties being performed for compensation. Work duties versus course assignments must be specifically documented and there can be no overlap of responsibilities or the appearance thereof.
Technicians and Secretaries
Technical assistants are generally compensated on an hourly basis. If they are Bradley employees, their compensation rate is governed by the applicable University policy.
The University usually does not permit administrative or clerical salaries to be charged to a sponsored project unless the administrative or clerical staff’s responsibilities are exclusive to the sponsored project or have clearly defined responsibilities that can be readily identified and charged solely to the sponsored project.
Fringe Benefits
Fringe Benefits include Social Security and Medicare (FICA), unemployment and worker’s compensation insurance, retirement plan contributions, etc. Most funding agencies cover these expenses when a grant or contract includes compensation for personnel. The fringe benefit rate for full-time employees of Bradley University is 25.0% of the base portion of the employee’s salary (9 or 12 month) covered by the award. For example, if you receive a release from teaching one course during the academic year to work on a sponsored project, the funding agency would provide 12.5% of your base salary and pay the fringe benefits for that portion of your salary. The fringe benefit rate in a proposal that includes compensation for part-time employees or full-time employees receiving wages during summer or interim extra compensation periods is 10.0%. They are not calculated against undergraduate and graduate student salaries. Fringe benefits for Bradley employees cannot be waived in grant proposals where they are an allowable cost. When the funding agency does not directly provide fringe benefits, they are deducted from the employee’s compensation through the award.
Equipment
Each major item of equipment should be described in the budget and justified in the proposal. Equipment is defined in accordance with federal regulations (OMB A-21 Circular). To be classified as equipment, an item must meet all of the following criteria:
- have an acquisition cost of at least $5,000
- have a useful life of more than one year
- not be expended or consumed in research
- be complete in itself and retain its identity as a separate item.
Allowable equipment is equipment not already available through the University. Freight charges should be included in the purchase price of the equipment. Maintenance, lease and rental contracts, equipment repair and fabrication should be budgeted separately. If any equipment requires special space needs, maintenance and/or staffing beyond the grant period, permission for continued support for these needs must be obtained before submission of the grant. Title to equipment purchased for sponsored projects should remain with the University.
Consultants
Consultants’ or lecturers’ expenses, including fees, travel, per diem, lodging, and other expenses while staying in Peoria on Bradley business, should be included in the budget. Consultants should be named and their organizational affiliation identified. The nature and extent of their service to the project may have to be justified in a written narrative. Federal and University regulations generally do not permit payment of consulting fees to our own employees from sponsored projects. If University faculty and staff are needed on a sponsored project, they should be considered part of the personnel budget and their salaries budgeted accordingly.
Materials and Supplies
The types of expendable equipment and supplies required should be indicated, with estimated costs. If substantial funds are required for supplies, you should offer a detailed breakdown of these items in the proposal, and give justification. Examples of items to include in this section are: Lab supplies such as chemicals, glassware, disposables, histology supplies; Office supplies, questionnaires, and test materials; Animals: including purchase, shipping, housing and maintenance; Small equipment items such as hot plates, power supplies, water baths; Materials for equipment fabrication; and/or Instructional materials.
Travel
Travel, both domestic and foreign, is often a necessary part of a sponsored project. Transportation and per diem costs should be budgeted in accordance with the University’s approved travel reimbursement rates, but also take into consideration any special sponsor requirements (for example, that a US airline should be used for foreign travel if possible).
Clearly state the reasons why travel is necessary for the project. Special permission from agencies may be needed for foreign or out-of-state travel. Allowances for air travel normally will not exceed round-trip jet economy-air accommodations. In general, only people directly involved with the project may travel on grant funds. Examples of expenses to include in this section are: Attendance at professional meetings, including air fare or mileage, hotel, and per diem costs, and registration; Field work, including vehicle, mileage charges, field station fees and living expenses; Travel to sponsor-required meetings or to consult with experts; and/or Local travel for interviewers, outreach personnel.
Subcontracts
If some part of your project must be performed by colleagues at another university or by an outside company, a subcontract will be issued for the work. (Sponsors are generally unwilling to issue two or more separate awards for the same project.)
A complete proposal (budget and technical information) should be requested from the prospective subcontractor. This proposal should be signed by an official authorized to enter into contractual agreements for the subcontractor. It may be necessary to solicit subcontract bids from several firms or organizations, including minority-owned or small business firms. If it is necessary to consider only a single source, a sole source justification may be required before the University can enter into an arrangement with that firm. The subcontract proposal will be incorporated into your proposal to the sponsor. At no time before receipt of the award should a commitment be made or implied to a subcontractor. Commitments will be negotiated with a subcontractor only after the sponsor has awarded Bradley the contract or grant.
If you are contacted by someone at another institution about being a subcontractor on a project, talk with OSP before sending a proposal to the prime contractor. Subcontract proposals are treated in exactly the same way as any other proposal to an off-campus sponsor, and the university routing procedure must be followed.
Other Direct Costs
These are costs that do not fit into any of the above categories.
Examples of such costs include:
1. Publication Costs
Publication costs are not allowable as a direct cost of grants or contracts unless formally approved by the awarding agency. Costs for typing, editing, graphs, illustrations, tables, reprints, and other costs incurred prior to printing are not costs of publication and should be budgeted in other appropriate categories.
2. Copying and Printing Costs
3. Telephone and Fax charges
Long distance telephone costs incurred by sponsored projects should be budgeted. However, in most cases, basic monthly telephone service charges, as well as installation charges, are considered indirect costs and need not be included.
4. Equipment maintenance, repair, and service contracts
5. Human subject fees
6. Space and equipment rental
7. Machine shop charges
8. Trainee or Participant Costs
Trainees have no responsibilities except their course work and education. If a trainee is supported on a sponsored project (usually intended specifically as a training program) the actual tuition and fees must be budgeted. Allowable costs include:
- Stipends and allowances
- Tuition and fees
- Travel
- Project supplies
Indirect Costs
Indirect costs, aka facilities and administration costs, are provided by funding agencies to cover the additional expenses that an institution incurs while preparing and entering into a funding agreement. The rates are determined by the Federal Government based upon their review of an institution’s financial statements. Bradley University’s established indirect cost rate is 55% salary and wages. This rate MUST be applied in all proposals and awards where eligible. There are a few agencies which do not allow any indirect costs to be included in a funding request. Because indirect cost payments are literally reimbursement for expenditures already made by the University, such payments should not be considered undesignated income available for discretionary allocation. Any proposal that deviates from Bradley’s indirect cost rate must be approved by the Provost and Vice President for Academic Affairs and the Controller.
The following categories comprise the indirect costs:
- General Administration and General Expense — accounting, payroll, administrative offices, etc.
- Research Administration — personnel and other costs of offices whose responsibility is the administration of research.
- Plant Operation and Maintenance — utilities, janitorial services, routine maintenance and repairs, etc.
- Library Expenses — books, library staff, etc.
- Departmental Administration Expenses —administrative cost at the college and department level.
- Depreciation or Use Allowance — for buildings and equipment, excluding those paid for by the federal government.
Although Bradley’s indirect costs are assessed only on wages, many other universities’ rates are assessed on the entire project cost. Most funding agencies understand and expect that indirect costs will be included in funding requests. However, some agency guidelines specify indirect cost rates that are in exception to Bradley’s requirement for full indirect cost recovery. These include:
- Private, non-profit agencies that have a written policy of paying all their grantees a standard rate lower than the University’s negotiated rate.
- Awards from Federal or State agencies that pay all of their grantees an indirect cost rate lower than the University’s negotiated rate.
Matching Contributions
Some sponsors or funding agencies require applicants to provide a portion of the project funding through matching funds or cost sharing. Matching funds or cost share can be categorized as cash or in-kind. Cash match is defined as a cash outlay by the University. An in-kind match is a third-party contribution. Examples of third-party in-kind contributions are donated items (supplies, equipment, etc.), donated space, and volunteers.
If matching funds/cost sharing are a requirement for submission, the PI or PD must work with their unit leader to identify the responsible party (parties) in advance of routing the proposal. Documentation must be provided to OSP describing the cost sharing/matching agreement, and which offices have entered into the agreement. Any office that has agreed to provide funds through such an agreement, will be included in the proposal routing process. As stated in the Responsibilities of PIs/PDs and Campus Offices During the Routing Process the department chair’s or unit director’s approval certifies that the cost-sharing commitments described in the proposal or budget have been identified, and the Dean’s or Vice President’s approval certifies that any cost-match has been appropriately committed. Failure to identify these commitments prior to routing the proposal, may cause the proposal not to be approved for submission.
All matching or cost sharing resources must meet the following criteria:
- Verifiable from the University’s accounting records
- Must be necessary and reasonable for proper and efficient accomplishment of the sponsored project or project scope of work
- Must be allowable and identified in the approved project budget
- Must occur during the time frame of the sponsored project
Miscellaneous points regarding matching funds or cost sharing:
- Federal funds cannot be used a match for other federal funds.
- Unrecovered indirect costs may be used as cost share
- Faculty release time may be used as cost share
- Graduate assistants can also be a matching contribution. If a graduate student assigned to a particular department by the Graduate School works on the project, the cost of that graduate assistant to Bradley University is a valid matching contribution.
Definitions
Cost Sharing — The portion of the total project budget that the funding agency is not being asked to cover.
Matching Funds — A type of cost sharing where the sponsor requires the university to match a specified proportion of the budget, such as a 50% match or a “1 to 1” match.
Budget Justification Template
Budget Justification Category | Description | Tips |
Personnel | Only Bradley University employees should be listed under Personnel. | |
A. Senior Personnel | PI: Dr. X (a 9-month academic year employee) will provide scientific direction and supervision for the project [including…]. # summer months are requested for each of the three project years. The monthly rate is calculated as 1/9th of PI’s annual salary of $$. A ___% increase is budged in project years 2 and 3. Co-PI: As Co-PI, Dr. Y (a 9-month academic year employee) will be responsible for […]. One summer month is requested for project year 1; one half-summer month is requested in each of project years 2 and 3. The monthly rate is calculated as 1/9th of the Co-PI’s annual academic year salary of $$. A ___% increase is budged in project years 2 and 3. | Senior Personnel includes PI(s), Co-PI(s). List his or her name, title, the amount of time he or she will spend working on the project, and what he or she will be trying to accomplish. Avoid saying anything like “Person X will work Y amount of time at no cost to the sponsor”, because that is considered cost sharing. Bradley University doesn’t allow cost sharing unless the sponsor requires it in writing. |
B. Other Personnel | Other Personnel includes post-docs, research assistants, lab techs, graduate students, undergraduate students, etc. | |
1. Other Professionals | Research Associate: Dr. Z will serve as the Research Associate responsible for […]. One month (8.3% effort) is requested for each of the three project years. The monthly rate is calculated as 1/12th of the Research Associate’s annual calendar year salary of $$. A ___% increase is budged in project years 2 and 3. Post-Doc: To be hired. 12 months (100% effort) are requested for each of the three project years. The Post-Doc will be responsible for […]. The monthly rate is calculated as 1/12th of the Post-Doc’s annual calendar year salary of $$. A ___% increase is budged in project years 2 and 3. | For Other Professionals: List name, title, the amount of time he or she will spend working on the project, and what he or she will be trying to accomplish. |
2. Graduate Students | Funds are requested in the amount of $$/month for # months for # graduate students during each of the three project years. These (masters/PhD-level) students will be responsible for […]. | For students, identify their level (PhD, masters, or undergrad) and rate of pay. Rates of pay vary depending on discipline, skill level, etc. |
Undergraduate Students | Funds are requested for an undergraduate student to aid the graduate students in […]. The undergraduate student will work # of hours/week for # of weeks during each of the three project years. | For students, identify their level (PhD, masters, or undergrad) and rate of pay. Rates of pay vary depending on discipline, skill level, etc. |
Fringe Benefits | Fringe benefits are not charged on student salaries. | Fringe benefits are calculated at a rate of 25% of salaries for all full-time senior personnel, research associates, and post-docs. A 10% fringe Benefit rate is used for part-time employees and extra compensation/summer and winter interims for full-time employees. |
Permanent Equipment | Equipment is defined as a single item, a multiple-purchase “system” or a “fabrication” with a useful life of more than one year and a unit cost of at least $5,000 unless. Bradley University capitalization threshold is $5,000. A “system” can be made up of many items that must interact with each other and, when added up, total $1,000 or more. A fabrication is just like a system except it cannot provide useful results right away. Please attach a quote or catalog description with pricing included (for internal purposes only). | We plan to purchase [equipment name/detail] in year 1 in order to […]. The cost is $$, which includes shipping and setup. |
Travel | Domestic Travel — The PI, Research Associate, and one graduate student will attend the National Association Conference in project years 2 and 3 to present results. Meeting cities are not yet set. Airfare is estimated at $$ per person per trip. Lodging and meals are estimated at $$ a day per person for # of days. Registration fees for the graduate student are $$. Domestic Travel – The graduate students will travel across the state to collect data. Mileage is $$/mile. The students will travel approximately # miles per year for three years. International Travel — In project year 1, the PI and Co-PI will travel to COUNTRY to […]. Airfare is estimated at $$ per person. Lodging and per diem are $$ a day per person for # of days. | List “who, what, where, when, and why”. All Bradley University regulations must be followed. Please refer to the University Travel and Expense Reimbursement Policy. |
Participant Support Costs | Ten high school teachers will be trained by the PI for a total of ten days over the project period (one Saturday per month for 10 months). They will be trained on […]. Each teacher will receive a $$ stipend. Travel is estimated at $$ per teacher. | Participant Support Costs refers to the costs of stipends, transportation, per diem, and any other costs associated with participants or trainees attending proposed conferences, meetings, workshops, or trainings. These costs are not for employees of Bradley University. |
Subawards/Subcontracts | State University will carry out the ABC test and design. $$ is budgeted each year for [cost elements]. (A separate budget and justification is included.) City College will design and build the system starting in year two, and is expected to need $$ per year for [cost elements]. (A separate budget and justification is included.) | List subaward institution and a short description of the aspect of the project they will perform. Bradley University also requires a separate statement of work, budget, budget justification, negotiated fringe and overhead rate agreement, and an authorized signature of approval from the subaward institution. |
Other Direct Costs | ||
1. Materials and Supplies | Computer Software — The Necessary Software Package will be purchased in order to […]. The packages will be purchased at $$ each. Laboratory Supplies — Glassware and plastic ware, as well as chemicals, will be purchased in order to […]. Estimated costs of each item are: $$. | Remember—costs can only be charged directly to a grant if they can be readily and specifically identified with that particular project. |
2. Publications Costs/Documentation/Dissemination | Funds are requested for page charges. These costs are estimated based on the publication rate of the PI over the past year and are budgeted for years 2 and 3 only. | So, always be as specific as possible. List types of purchases, estimated costs per year and, especially, why purchases are essential to and dedicated to the research on this project. |
3. Consultant Services | Mr. B. Business of Business Company will consult with project personnel throughout the project period. In each year of the project, he will travel to the university # times per year to […]. Travel costs include $$ for lodging, per diem, and air fare. Mr. Business’s compensation rate is $$/day for a total of # days/year. | Consultants are any non-Bradley University professionals who do not contribute to the overall programmatic effort of the project. The description must include who they are (if known), rate of pay (and how this was determined), work to be done, and timeframe of hire. |
Tuition | Tuition is requested for # semesters for # of graduate students for each project year. Current tuition fees are $$/semester*. An estimated 5% increase is budgeted in years 2 and 3. | For current tuition rates, please visit the Student Financial website. |
Other | Use the “Other” category for any other cost element that does not fall into an established cost category. | |
Indirect Costs | The indirect costs are calculated as 53% of direct labor (excluding fringe benefits). Bradley University’s indirect cost rate is federally-negotiated with DHHS. | Indirect Cost rates are also called Facilities and Administrative rates (F&A) or overhead rates. These rates are negotiated with the federal government on a periodic basis. Indirect cost rates are meant to recover all of the “hidden” costs of doing research like building, utility and maintenance costs, and administrative costs (e.g. the costs of purchasing and research offices). Unless sponsor has a published limit, use the indirect rate established in Bradley University’s current indirect cost agreement. If rate is limited by sponsor, be sure to provide the rate and the base (for example, 25% salaries, wages, and fringe; or 8% total direct costs). Documentation of the sponsor’s restricted indirect cost limitation is required. |
Many Federal funding agencies require the submission of a Biographical Sketch (aka biosketch) or a Short CV. These documents include information related to the applicant’s education, work experience, and prior research/creative works. Many agencies recommend or require the use of SciENcv for preparing biosketches. The National Science Foundation and National Institutes of Health have specific templates that must be used, and the use of SciENcv will ensure compliance (Note: After October 22, 2023, the NSF will only accept biosketches and current and pending forms that were created using SciENcv.) For other agencies, please see the appropriate proposal guides for information about their requirements (e.g., NASA, Department of Education/Institute of Education Sciences (IES), National Endowment for the Humanities, etc.)
To adhere to Federal and institutional policies, individuals seeking external funding (grants, contracts, or other sponsored program agreements) must disclose existing funding for the activities listed below using the University’s Current and Pending (C&P) form, the C&P form provided by the funding organization, or a C&P form created using SciENcv. The C&P form is to be uploaded as an attachment with the associated DocSoup transmittal form.
Items that must be included on a Current and Pending Form
- Paid consulting that falls outside of an individual’s appointment; separate from institution’s agreement
- Current and pending support — All R&D projects currently under consideration from whatever source, and all ongoing projects, irrespective of whether support is provided through the proposing organization, another organization, or directly to the individual, and regardless of whether the support is direct monetary contribution or in-kind contribution (e.g., office/laboratory space, equipment, supplies, or employees)
- Current or pending participation in, or applications to, programs sponsored by foreign governments, instrumentalities, or entities, including foreign government-sponsored talent recruitment programs
- In-kind contributions not intended for use on the project/proposal being proposed
- Visiting scholars funded by an entity other than own institution
- Students and postdoctoral researchers funded by an entity other than own institution
- Travel supported/paid by an entity other than own institution to perform research activities with an associated time commitment
The above items are direct quotes from Guidance for Implementing National Security Presidential Memorandum 33 (Nspm-33) on National Security Strategy for United States Government-Supported Research and Development, January 2022, https://www.whitehouse.gov/wp-content/uploads/2022/01/010422-NSPM-33-Implementation-Guidance.pdf
Science Experts Network Curriculum Vitae (SciENcv) is a tool for creating Biosketches and Current and Pending Forms in the approved formats for National Institutes of Health (NIH), National Science Foundation (NSF), the Institute of Education Sciences (IES), and Innovation for Health (IFH) grant submissions. By gathering and storing information from researcher-claimed data repositories on expertise, employment, education, and professional accomplishments, the need to enter information repeatedly is eliminated. SciENcv can also be linked to your Open Researcher and Contributor ID (ORCID) account to populate your SciENcv profiles. Additional information about ORCID can be found below.
Using SciENcv
If you are a new user, it is recommended that you start with ORCID.
Once on the SciENcv website (ncbi.nlm.nih.gov/sciencv/), you will need to use third-party login credentials such as Google, eRA Commons, ORCID, Login.gov, Research.gov, etc. Using a third party’s process ensures that the highest industry standards for data security are used. Below are a few links for information on the use of ScieENcv.
- SciENcv Instructions
- Overview Video (~4 min)
- NSF Biosketch Video (~5.5 min)
- NSF Current and Pending Video (~5.3 min)
- Creating an NIH or NSF Biosketch with SciENcv (~78 min)
- SciENcv FAQs
Please note the following:
- SciENcv users own all data stored within the system.
- The user controls what is public and has complete control of the data and text used in the biosketch to highlight their scientific contributions.
- After October 22, 2023, the NSF will only accept biosketches and current and pending forms created using SciENcv.
- After May 25, 2025, the NIH will only accept biosketches created using SciENcv.
ORCID
The Open Researcher and Contributor ID (ORCID, aka ORCID iD) is a free, unique, persistent 16-digit identifier that automatically links an individual’s research, scholarship, and innovation activities to their profile.
Benefits
- Reduces the time needed to manage data by bringing together all scholarly activity in one location
- Reduces the negative consequences of name changes (name may change but ORCID number does not)
- Distinguishes your work no matter how many people have your same (or similar) name.
- Controls the visibility of data (user is in control)
- Auto-populates SciENcv and Open Journal Systems(OJS).
- Provides a mechanism for easily sharing biographical data
Creating an effective and practical evaluation/assessment section of your proposal is extremely important. We recommend you identify an experienced evaluator early in your grant writing process and work with them to develop a plan. When writing objectives/aims, always consider how you will determine if you have achieved goal. Below are some resources for identifying and preparing an evaluation plan.
Logic Model – Logic models are a commonly used tool for organizing a proposal and preparing an assessment plan. The basic premise of a logic model is: If we receive the requested resources to conduct the described activities, we will generate the following outputs that will allow us to assess our effectiveness for achieving the desired outcomes. Some agencies require the inclusion of a logic model in the proposal.
- National Center for Education Statistics: Logic models: A tool for effective program planning, collaboration, and monitoring
- Center for Advancement of Informal Science Education: A Start to Developing a Logic Model
- Sample logic model from HRSA
- Logic model tool kit from the Department of Education
- Generic example of a logic model from USDA-NIFA
- Example of a logic model from EvaluATE
- Template for a logic model from EvaluATE
Resource for Identifying Evaluators
- American Evaluation Association Provides a database of evaluators who are members of the Association.
- ATECentral – Map with individuals who have or are currently serving as evaluators for the National Science Foundation’s Advanced Technological Education (ATE) program
- Some regional universities also have offices that will provide services to organizations outside of their institution.
- University of Illinois Chicago Prairie Group
Publications and Websites Related to Evaluation/Assessment
- American Association of Colleges and Universities (Requires Registration – Bradley has an institutional membership): Engaging in Authentic Assessment
- Public Policy Associates: Using an Equity Lens in Evaluation
- National Center on Safe Supportive Learning Environments: Planning Your Evaluation
- S. Department of Education: Guidance on Evaluation
- EvaluATE: The Art and Science of Asking Meaningful Evaluation Questions
- EvaluATE: 10 Helpful Hints and 10 Fatal Flaws: Writing Better Evaluation Sections in Your Proposal
- EvaluATE: The 2010 User-Friendly Handbook for Project Evaluation
- EvaluATE: Assessment of Professional Development Activities Toolkit
- Health Resources & Services Administration (HRSA): Health Workforce Training Program EVALUATION TOOLKIT
- American Association for the Advancement of Science (AAAS): Writing Research and Evaluation Plans for NSF Grants: How are they similar and different?
Extramural Proposal Policies
Most requests for external funding are made by the University on behalf of a project director (PD) or principal investigator (PI), and the awards are managed by the University. All grant proposals, contracts, and research agreements that Bradley University employees submit or wish to enter that include the use of University resources (personnel, facilities, equipment, supplies, etc.) must be approved by the appropriate individuals before submission. The Office of Sponsored Programs (OSP) and Financial Services (fka Controller’s Office) will work with the PD or PI to ensure compliance with university and funding source policies, procedures, and regulations both before submission and after receipt.
Exceptions to this policy are fellowships or prizes that are awarded directly to a PD or PI and not managed by Financial Services (for example, an ACLS or Fulbright Fellowship Award or a research prize from a professional organization). However, it is still in your best interest to route your proposal before submission. Financial Services will be able to advise you on strategies for preparing a budget, and OSP can serve as an additional check for compliance with the submission guidelines. It also gives your supervisors the chance to recognize and support your efforts.
Bradley University investigators seeking funding from an external entity must:
- Work with your immediate supervisor and other administrators to identify the appropriate funding source(s) IF a cost-share is required for the project.
- Contact OSP as soon as possible to let us know you are planning to submit a proposal.
- Complete CITI Program Financial Conflict of Interest (COI) training at least once every four years
- Submit to OSP a Significant Financial Interest (SFI) Disclosure Form at least once every 12 months or within 30 days from when a new SFI is identified.
- Abide by all other compliance requirements as specified by the funding agency.
- RECEIVE INSTITUTIONAL APPROVAL BEFORE SUBMITTING THE PROPOSAL.
Proposal Approval Process
Note: The University no longer uses paper copies or the pdf version of the transmittal form. Please use the Sponsored Programs link within Doc Soup to route proposals.
We encourage everyone to start the routing process TEN days before the submission deadline
Submit to OSP, via email, a(n):
- Abstract, executive summary, or narrative (if available) for the proposed project
- Budget with budget justification
- Link to or a digital copy of the agency’s program guidelines (RFP)
OSP will complete an initial review of the documents and consult with Financial Services, when necessary, to ensure compliance with government, funding agency, and University budget policies. Once the review is completed, OSP will contact the PI to let them know the DocSoup approval process can be started.
DocSoup Transmittal Form and Associated Documents
- Prepare the transmittal form using DocSoup (carta.bradley.edu/docsoup/)
- login > Sponsored Programs > Extramural Proposal Transmittal
- Upload the proposal narrative, budget, budget justification, Current and Pending Support form(s), a copy of the agency’s program guidelines (if unavailable via URL), and any other applicable documents.
Common Challenge — Because assistants complete DocSoup forms for some PIs, the PI MUST approve the document after submitting it in DocSoup. > Go to Action Items within DocSoup to provide the approval.
- Please inform those listed in the approval process that the proposal is being routed so they know a time-sensitive document will be forthcoming.
- OSP will verify that the necessary documents have been uploaded, the transmittal form is complete, and all compliance training and paperwork are up-to-date. The packet will then begin the approval process.
- The individual who has submitted the materials can monitor the document’s progress using DocSoup.
- After all approvals are obtained, the packet will return to OSP to ensure no requests have been made in the notes within DocSoup to modify the materials.
- Once the final OSP review is complete, DocSoup will email the individual who submitted the materials.
Note: We recognize that editing of the narrative commonly occurs after the internal routing process has started, but the project’s objectives and budget cannot be modified after the internal routing process is complete. If modified, the proposal MUST be rerouted.
Submitting the Proposal to Agency/Foundation/Company
- In cases where a proposal must be submitted by an Authorized Organizational Representative (AOR), it is the PI/PD’s responsibility to coordinate the submission with the Director of Sponsored Programs (bja@bradley.edu).
- For all other proposals, the PI/PD must submit the proposal to the funding agency by the specified deadline.
Policy Exceptions — Applications for fellowships or prizes awarded directly to a PD or PI and are not managed by Financial Services (e.g., ACLS or Fulbright Fellowships or a prize from a professional organization) do not need to be routed. However, it is still best to route your proposal before submission. Financial Services will be able to advise you on strategies for preparing a budget, and OSP can serve as an additional check for compliance with the submission guidelines. It also gives your supervisors the chance to recognize and support your efforts.
Principal Investigator / Project Director
The PI/PD is responsible for completing a DocSoup or OneAegis (coming soon) transmittal form and ensuring that the proposal packet is completed and in compliance with funder guidelines/requirements in time for routing.
Co-Principal Investigators and Other Personnel
Co-Principal Investigators and Other Personnel are responsible for working closely with the PI to develop the grant proposal. The routing form should identify the Co-PI/PD and other personnel. They and their Unit Leaders/Department Chairs/Center Directors and College Deans or Division Vice Presidents must approve the submission. By approving the submission, Co-PIs/PDs and other personnel listed in the transmittal form agree to fulfill their roles and obligations described in the proposal.
Immediate Supervisor
By approving the routing form, the immediate supervisor(s) of the PI/PD and Co-Investigators are providing approval to submit the proposal and making the following certifications:
- Your unit will provide administrative support to execute the project.
- Your unit ensures that they will work with other offices to ensure compliance with Bradley University and funder policies (financial, administrative, facility, regulatory requirements, etc.);
- Your unit is committing the unit resources or any unit cost-share described in the proposal.
- Once the project is funded, your unit has or will have the facilities and equipment necessary to complete the project.
- You have reviewed the budget and determined it appears adequate to complete the project.
- Your unit is committed to preventing cost overruns, which are typically the responsibility of the PI and the grant administration unit.
Advancement Office
When a project team seeks funding from a private foundation or a corporate partner, the Advancement Office must approve the submission as an acknowledgment that the application does not interfere with the division’s current efforts to cultivate a relationship with the entity.
Center/Institute Director
By approving this application, the Center/Institute/Office Director is both approving the submission of the proposal and making the following certifications:
- The center/institute/office will provide administrative support to execute the project.
- The center/institute/office will work with other offices to ensure compliance with Bradley University and funder policies (financial, administrative, facility, regulatory requirements, etc.)
- The center/institute/office is committing the resources or any unit cost-share described in the proposal.
- Once the project is funded, the center/institute/office has or will have the facilities and equipment necessary to complete the project.
- The director has reviewed the budget and determined it appears adequate to complete the project.
- The center/institute/office is committed to preventing cost overruns. Cost overruns are typically the responsibility of the PI and the unit that administers the grant.
Financial Services
Financial Services responsibilities in the routing process are:
- to check the final budget proposal for accuracy,
- to confirm proposal compliance with funder and University policies and procedures, and
- to provide a review and approval of the submission.
Library
If a project requires additional Library resources (human or capital) beyond its normal function, the Library Director or a designate must approve the proposal before submission. Their approval indicates an awareness of the investigator’s needs and an assessment of their ability to provide the needed resources either internally or via the proposal/contract budget allocation if the project is funded.
IT
If a project requires additional Information Technology (IT) resources (human or capital) beyond its normal function, the Chief Information Officer or a designate must approve the proposal before submission. Their approval indicates an awareness of the investigator’s needs and an assessment of their ability to provide the needed resources either internally or via the proposal/contract budget allocation if the project is funded.
Facilities
If the investigators request additional space, space modifications/renovations, or other non-standard infrastructure changes to conduct the project, the listed individual must approve the proposal before submission. Their approval indicates an awareness of the investigator’s needs and an assessment of their ability to provide the needed resources either internally or via the proposal/contract budget allocation if the project is funded.
Senior-Level Approver (typically a Dean or Vice President)
By approving the routing form, the Dean or Vice President is providing approval to submit the proposal and making the following certifications:
- The University has administrative control and responsibility for the work.
- Any requested cost-match, compensation, or release time has been appropriately committed, authorized, and approved.
- An understanding of the project’s requirements, including requests for additional space, space modifications/renovations, or other non-standard infrastructure changes necessary to conduct the project.
Other Cost Share Approval
By approving the application, individuals beyond those listed above who are committing funds for a cost share are both approving the submission of the proposal and making the following certification:
- The individual or office is committing the resources necessary for the cost-share described in the proposal.
Office of Sponsored Programs
The Office of Sponsored Programs is responsible for certifying that:
- The proposal has been adequately reviewed.
- The proposal is complete and in line with the funder and University guidelines and requirements,
- the proposal has received the appropriate approvals.
- The PI/PD, Co-PIs/PDs, and other persons named in the proposal have completed required significant financial interest training and disclosures and/or have confirmed their compliance with Bayh-Dole regulations regarding intellectual property.
- Indirect Costs have been requested in compliance with Federal Uniform Guidance requirements,
- In addition, several certifications are required for all proposals submitted to a federal agency regarding disbarment, conflict of interest, influencing members of Congress, drug-free workplace, etc.
Some funding agencies and grant opportunities limit the number of proposals or letters of intent permitted from any given institution. Examples include the NEH Summer Stipend Program and the NSF Major Research Instrumentation Program. This policy describes the process by which proposals from Bradley principal investigators (PIs) will be selected for submission when the number of intended proposals exceeds the submission limits of any given funding opportunity.
The Office of Sponsored Programs (OSP) will make every effort to identify and announce limited submission opportunities affected by this policy on the OSP website and through alerts to department chairs and college deans. However, it is the responsibility of individual PIs to notify OSP of their intent to submit proposals to limited submission opportunities as follows:
Notification
PIease must submit a pre-proposal package to notify OSP of their intent to submit to a limited submission opportunity at least 45 days prior to the submission deadline. The pre-proposal package must contain:
- A copy of the solicitation (if the opportunity is not already identified by OSP);
- A 2-5 page project description describing the scope, anticipated outcomes, personnel involved, and commitment of required internal resources (match obligations, sabbatical leave or course-release time, etc.);
- A full budget and budget justification; and
- A 2-page curriculum vitae/biosketch for the PI and any other key senior personnel. PIs may submit their materials electronically via e-mail (bja@bradley.edu) or by delivering a hard copy to the OSP office in the Kaufman Building.
Internal Review
Members of the OSP Faculty Advisory Board, the OSP Director, and the Associate Provost for Research will discuss and evaluate the proposals. If this group has questions, a person from the appropriate discipline may be asked to consult with an expert opinion. The Associate Provost for Research will notify all applicants of final decisions.
If the number of notifications/submissions received by the 45-day deadline does NOT exceed the limit allowed by the funding opportunity, OSP will accept subsequent notifications/internal submissions on a first-come, first-accepted basis.
Withdrawal
If a selected applicant withdraws his/her intent to submit to a limited submission opportunity, the applicant with the next highest ranking will be notified that he/she may submit a proposal.
Please direct any questions to Brad Andersh, Director of Sponsored Programs: bja@bradley.edu or (309) 677-3493.
Contracts and Research Agreements
Contracts and research agreements require administrative oversight and approval.
- Bradley University’s Contracting Policy for approving agreements is found below.
- We encourage Bradley employees to use the University’s Research Agreement Template. Please contact OSP for a copy.
- If asked to sign a non-disclosure agreement (NDA) as part of the work, start with Bradley’s Standard Mutual Non-Disclosure Agreement template (Contact OSP to obtain an editable version of the document.) Once modifications have been made, please contact the Office of General Counsel to review any NDA or agreement before it is signed.
The following items must be addressed by individuals who wish to enter into such agreements.
- Collaborate with the appropriate Authorized Officer to ensure the contract complies with University requirements. (see Bradley University Contracting Policy).
- Complete Conflict of Interest (COI) Training at least once every four years.
- Complete a new Significant Financial Interest (SFI) form annually or no less than thirty (30) days after identifying a new SFI.
- Comply with required financial conflict of interest identification, management, and reporting processes and procedures as necessary (see Faculty Handbook for guidance).
- Submit the contract/agreement and budget for approval through Doc Soup. To start the approval process, please see the Routing Process instructions, which can be found under the Extramural Proposal/Contract Policies menu.
Contacts
Scholarship/Research Compliance & Integrity
All scholarly activity conducted at Bradley University must conform to the highest ethical standards, and it must comply with federal regulations, regardless of funding source. For the University to remain eligible to receive extramural funding, we must all adhere to federal policies. Several training modules are available through the Collaborative Institutional Training Initiative (CITI) to help employees better understand these regulations. To read more about the University’s policies regarding Research/Scholarship Misconduct, please see section II.E.8 of the faculty handbook.
Any individual seeking external funding must:
- Provide documentation that CITI Program’s Conflict of Interest (COI) training module has been completed during the past four years.
- Complete the Sponsored Programs Significant Financial Interest Disclosure Form at least once every 12 months. If a new SFI is discovered or acquired or when changes occur to previously disclosed SFIs, investigators have 30 days to provide OSP with an updated SFI form.
Additional requirements for some proposals/projects:
- PIease must submit a responsible conduct of research (RCR) training and oversight plan for all National Science Foundation (NSF), National Institutes of Health (NIH), or United States Department of Agriculture National Institute of Food and Agriculture (USDA-NIFA) proposals that request support for students or postdoctoral fellows.
- All applications for Department of Education awards must include a statement on the steps that will be taken to provide “equitable access to, and participation in, its Federally-assisted program for students, teachers, and other program beneficiaries with special needs.”
- The Committee on the Use of Human Subjects in Research (CUHSR) and the Institutional Animal Care and Use Committee (IACUC) must approve your research plans before initiating work on projects involving human subjects or animals. Review by the appropriate committee can take several weeks so plan accordingly.
All scholarly activity conducted at Bradley University must conform to the highest ethical standards and comply with federal regulations, regardless of funding source. For the University to remain eligible to receive extramural funding, we must all adhere to federal policies. Several training modules are available through the Collaborative Institutional Training Initiative (CITI) to help employees better understand these regulations. In 2024, Federal funding agencies were required to establish “a uniform set of guidelines for Federal research agencies regarding foreign talent recruitment programs.”1 In response to these changes, Bradley University revised its Financial Conflict of Interest policy for Sponsored Programs to ensure compliance with the changes to Federal requirements. The changes are in response to “some foreign governments’ vigorous efforts to acquire research and intellectual capital from the United States and our allies through both licit and illicit means. This includes the transfer of intellectual property in violation of U.S. export controls, and the misappropriation of research data and know-how infringing upon higher education’s values and commitment to openness, transparency, honesty, and fairness.”2
Note: This policy is separate from Bradley University’s Conflict of Commitment and Conflict of Interest Policy and procedures. This policy pertains specifically to Bradley University investigators seeking and receiving external funding support for their work.
Bradley University Policy
Before submitting a request for funding from an external entity and after receiving external funding, Bradley employees serving as sponsored program investigators MUST:
- Complete CITI Conflict of Interest (COI) Course under a BU Learner Group at least once every four years.
- Complete the Bradley University’s Significant Financial Interest (SFI) and Foreign Influence Disclosure Form at least once a year.
- Submit an updated Significant Financial Interest (SFI) and Foreign Influence Disclosure Form within 30 days when a new conflict of interest arises or changes occur to the previously disclosed information.
- Cooperate with actions to manage any identified conflict of interest(s).
Questions and Answers
Questions on the Significant Financial Interest (SFI) and Foreign Influence Disclosure Form and the Federal statements that serve as the basis for the question. All financial interests that appear reasonably related to the Investigator’s institutional responsibilities during the twelve months preceding this disclosure MUST be reported.
- Did the Investigator, the Investigator’s spouse, or the Investigator’s dependent children receive any remuneration from a publicly traded entity and hold equity interest in the entity as of the date of disclosure that exceeds $5,000 when aggregated?
- “With regard to any publicly traded entity, a significant financial interest exists if the value of any remuneration received from the entity in the twelve months preceding the disclosure and the value of any equity interest in the entity as of the date of disclosure, when aggregated, exceeds $5,000. For purposes of this definition, remuneration includes salary and any payment for services not otherwise identified as salary (e.g., consulting fees, honoraria, paid authorship); equity interest includes any stock, stock option, or other ownership interest, as determined through reference to public prices or other reasonable measures of fair market value;” 4
- Did the Investigator, the Investigator’s spouse, or the Investigator’s dependent children receive any remuneration from a non-publicly traded entity that exceeds $5,000 when aggregated?
- Does the Investigator, the Investigator’s spouse, or the Investigator’s dependent children hold any equity interest (e.g., stock, stock option, or other ownership interest) in a non-publicly traded entity?
- “With regard to any non-publicly traded entity, a significant financial interest exists if the value of any remuneration received from the entity in the twelve months preceding the disclosure, when aggregated, exceeds $5,000, or when the Investigator (or the Investigator’s spouse or dependent children) holds any equity interest (e.g., stock, stock option, or other ownership interest)” 4
- Does the Investigator, the Investigator’s spouse, or the Investigator’s dependent children hold intellectual property rights and interests (e.g., patents, copyrights) that generated income related to such rights and interests? Note: Revenue from University-owned intellectual property does not need to be reported.
- “Intellectual property rights and interests (e.g., patents, copyrights), upon receipt of income related to such rights and interests.” 4
- “The term significant financial interest does not include the following types of financial interests: salary, royalties, or other remuneration paid by the Institution to the Investigator if the Investigator is currently employed or otherwise appointed by the Institution, including intellectual property rights assigned to the Institution and agreements to share in royalties related to such rights…” 4
- Did the Investigator, the Investigator’s spouse, or the Investigator’s dependent children receive any reimbursed or sponsored travel related to their institutional responsibilities from an entity other than a Federal, state, or local government agency, an institution of higher education as defined at 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an institution of higher education?
- “Investigators also must disclose the occurrence of any reimbursed or sponsored travel (i.e., that which is paid on behalf of the Investigator and not reimbursed to the Investigator so that the exact monetary value may not be readily available), related to their institutional responsibilities; provided, however, that this disclosure requirement does not apply to travel that is reimbursed or sponsored by a Federal, state, or local government agency, an Institution of higher education as defined at 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an Institution of higher education.” 4 However, travel paid or reimbursed by a non-US entity, including academic and healthcare institutions, governments, companies, or nonprofits, of any dollar amount must be disclosed. 4
Possible conflicts of interest or commitment due to interactions with foreign governments, instrumentalities, or entities, including foreign government-sponsored talent recruitment programs that occurred during the twelve months preceding this disclosure, MUST also be reported.
- Does the Investigator have affiliations, appointments, or employment at a non-US entity, including consulting and/or advising for a non-US entity?
- Has the Investigator participated in a foreign talent recruitment (or similar) program or foreign support provided through an intermediary?
- Did the Investigator have travel paid or reimbursed by a non-US entity, including from academic and healthcare institutions, governments, companies, or nonprofits, of any dollar amount?
- Did the Investigator receive research support from or have a research engagement with a non-US entity for a project not routed through Bradley University?
- Did the Investigator receive in-kind resources (e.g., lab, office, equipment, materials, reagents, personnel, etc.) provided by a non-US entity?
“The disclosure of information indicated in Table 1 will be required across all research agencies, in accordance with the role of the participant in the R&D enterprise.” 6
Table 1. General NSPM-33 Disclosure Requirements
Disclosures Required From | Organizational Affiliations/ Employment | Employment Positions/ Appointments | Foreign government- sponsored talent recruitment programs* | Current and pending support/ Other Support |
Principal investigators (PIs) and other senior/key personnel | Yes | Yes | Yes | Yes |
* Foreign government-sponsored talent recruitment program – “Compensation could take many forms including cash, research funding, complimentary foreign travel, honorific titles, career advancement opportunities, promised future compensation, or other types of remuneration or consideration, including in-kind compensation.” 5
Definitions
- Sponsored Program: “A sponsored project is an activity sponsored, or funded, by an external organization, such as a federal, state, or private organization or agency.” 3 Characteristics of a sponsored project include a specific scope of work or set of aims, financial accountability (i.e., the funds must be separately budgeted and accounted for), a specific performance period, and deliverables. 3
- Investigator: “the project director or principal Investigator and any other person, regardless of title or position, who is responsible for the design, conduct, or reporting of” 4 both active or proposed externally-funded projects.
- Institutional Responsibilities: “[A]n Investigator’s professional responsibilities on behalf of the Institution, and as defined by the Institution in its policy on financial conflicts of interest, which may include, for example, activities such as research, research consultation, teaching, professional practice, institutional committee memberships, and service on panels such as Institutional Review Boards or Data and Safety Monitoring Boards.” 4
- Significant Financial Interest: A financial interest “of the Investigator (and those of the Investigator’s spouse and dependent children) that reasonably appears to be related to the Investigator’s institutional responsibilities.” 4 “The term significant financial interest does not include the following types of financial interests:
- [S]alary, royalties, or other remuneration paid by the Institution to the Investigator if the Investigator is currently employed or otherwise appointed by the Institution, including intellectual property rights assigned to the Institution and agreements to share in royalties related to such rights;
- any ownership interest in the Institution held by the Investigator, if the Institution is a commercial or for-profit organization; income from investment vehicles, such as mutual funds and retirement accounts, as long as the Investigator does not directly control the investment decisions made in these vehicles;
- income from seminars, lectures, or teaching engagements sponsored by a Federal, state, or local government agency, an Institution of higher education as defined at 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an Institution of higher education;
- or income from service on advisory committees or review panels for a Federal, state, or local government agency, an Institution of higher education as defined at 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an Institution of higher education.” 4
- Foreign Influence: A foreign entity with the power to direct or influence the management or operation of an individual or organization or lead to unauthorized access to sensitive information. 5
- Foreign Talent Recruitment Program: A “program, position, or activity that includes compensation in the form of cash, in-kind compensation, including research funding, promised future compensation, complimentary foreign travel, things of non de minimis value, honorific titles, career advancement opportunities, or other types of remuneration or consideration directly provided by a foreign country at any level (national, provincial, or local) or their designee, or an entity based in, funded by, or affiliated with a foreign country, whether or not directly sponsored by the foreign country, to an individual, whether directly or indirectly stated in the arrangement, contract, or other documentation at issue.” 1
The following activities do not need to be reported if the activity is not funded, organized, or managed by an academic institution or a foreign talent recruitment program on the lists developed under paragraphs (8) and (9) of Section 1286(c) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (10 U.S.C. 1001 note; Public Law 115-233): 1
- “Making scholarly presentations and publishing written materials regarding scientific information not otherwise controlled under current law;” 1
- “Participating in international conferences or other international exchanges, research projects or programs that involve open and reciprocal exchange of scientific information, and which are aimed at advancing international scientific understanding and not otherwise controlled under current law;” 1
- “Advising a foreign student enrolled at an institution of higher education or writing a recommendation for such a student, at such student’s request; and” 1
- Engaging in the following international activities:
- “Activities that are partly sponsored or otherwise supported by the United States, such as serving as a government appointee to the board of a joint scientific fund…” 1
- “[P]roviding advice to or otherwise participating in international technical organizations, multilateral scientific organizations, and standards-setting bodies…” 1
- “[P]articipating in a Fulbright Commission program funded in whole or in part by a host country government or other routine international scientific exchanges and interactions such as providing invited lectures or participating in international peer review panels.” 1
- “Involvement in national or international academies or professional societies that produce publications in the open scientific literature…” 1
- “Taking a sabbatical, serving as a visiting scholar, or engaging in continuing education activities such as receiving a doctorate or professional certification at an institution of higher education (e.g., the University of Oxford…)” 1
- “Receiving awards for research and development…” 1
References:
- Biden Administration’s Guidelines for Federal Research Agencies Regarding Foreign Talent Recruitment Programs
- Federal Bureau of Investigation: Foreign Malign Influence and Higher Education
- Office of the Vice President for Research: Sponsored Project Basics
- Code of Federal Regulations: Title 42 on Promoting Objectivity in Research
- Code of Federal Regulations: Title 32 on Foreign Ownership, Control, or Influence
- Biden Administration’s National Security Strategies for Government-Supported Research and Development
Forms and Resources
Instructions for Completing the CITI Conflict of Interest Course
- Go to http://www.citiprogram.org
- Login to an existing account or select REGISTER if you have not previously registered
- If registering:
- enter Bradley University in the text box for Select Your Organization Affiliation
- Supply the requested information for the remaining steps
- Select a learner group (as best you can)
- Within your account:
- Select View Courses
- Scroll down to see if the Conflict of Interest Course is loaded.
- If not, select Add a Course from Learner Tools for Bradley University (towards the bottom of the page)
- Once you have passed the course, send the Completion Certificate to osp@bradley.edu
As stated in Section 427 of the General Education Provisions Act (GEPA), the Department of Education requires that all applicants for new awards describe the steps that will be taken to provide “equitable access to, and participation in, its Federally-assisted program for students, teachers, and other program beneficiaries with special needs.” In your short statement, consider the six barriers (gender, race, national origin, color, disability, and age) and any other issues (ex. socioeconomic) that can impede equitable access or participation in programs and “provide a clear and succinct description of how you plan to address those barriers that are applicable to your circumstances.” The intent of Section 427 is to “ensure that, in designing their projects, applicants for Federal funds address equity concerns that may affect the ability of certain potential beneficiaries to fully participate in the project and to achieve to high standards. Consistent with program requirements and its approved application, an applicant may use the Federal funds awarded to it to eliminate barriers it identifies.”
Examples of how others have addressed this requirement.
- Describe steps that will be taken to encourage enrollment from underrepresented groups.
- If your goal is to provide programs for individuals with limited English proficiency, describe how you will advertise the program to attract the intended audience.
- If classroom materials are to be prepared, describe how you will provide access to visually impaired individuals or have reading disabilities.
- Describe efforts that will be taken to address safety concerns that underrepresented groups, including lesbian, gay, bisexual, and transgender students, may experience.
Reference: OMB Control Number 1894-0005
Before submitting a proposal to the National Science Foundation (NSF), the National Institutes of Health (NIH), or the United States Department of Agriculture National Institute of Food and Agriculture (USDA-NIFA), PIs must provide OSP with a copy of their Responsible Conduct of Research (RCR) training plan. See the quotes at the bottom of this page for the NSF, NIH, and USDA official statements.
In partial fulfillment of this requirement, all students and post-doctoral fellows supported by NSF, NIH, and USDA-NIFA funding MUST complete the appropriate Collaborative Institutional Training Initiative (CITI) RCR training course(s). In addition, supervisors are required to provide additional training specific to the discipline(s) that relate to the project. Professional societies frequently provide materials that are an excellent resource for developing a training plan and links to several of them are provided in the training courses. The Office of Research Integrity also has extensive information about this requirement. For projects involving human subjects or animal research, PIs are also required to submit research and participant training plans to the Committee on Human Subjects Research or the Institutional Animal Care and Use Committee (IACUC) before applying for funding.
The CITI training courses that Bradley University employees and students have access to through our institutional subscription, which are most applicable to the NIH, NSF, and USDA requirements are Responsible Conduct of Research for NSF, NIH, and USDA Awards: Student Participants and Responsible Conduct of Research for NSF, NIH, and USDA Awards: Investigators and Postdocs.
Statement from Federal Register (8/20/2009) [1]
“Effective January 4, 2010, NSF will require that, at the time of proposal submission to NSF, a proposing institution’s Authorized Organizational Representative certify that the institution has a plan to provide appropriate training and oversight in the responsible and ethical conduct of research to undergraduates, graduate students, and postdoctoral researchers who will be supported by NSF to conduct research. While training plans are not required to be included in proposals submitted to NSF, institutions are advised that they are subject to review upon request.”
Statement from Notice Number: NOT-OD-10-019 [2]
“NIH requires that all trainees, fellows, participants, and scholars receiving support through any NIH training, career development award (individual or institutional), research education grant, and dissertation research grant must receive instruction in responsible conduct of research. This policy will take effect with all new and renewal applications submitted on or after January 25, 2010, and for all continuation (Type 5) applications with deadlines on or after January 1, 2011. This Notice applies to the following programs: D43, D71, F05, F30, F31, F32, F33, F34, F37, F38, K01, K02, K05, K07, K08, K12, K18, K22, K23, K24, K25, K26, K30, K99/R00, KL1, KL2, R25, R36, T15, T32, T34, T35, T36, T37, T90/R90, TL1, TU2, and U2R. This policy also applies to any other NIH-funded programs supporting research training, career development, or research education that require instruction in responsible conduct of research as stated in the relevant funding opportunity announcements.”
USDA-NIFA Statement [3]
“In accordance with sections 2, 3, and 8 of 2 CFR Part 422, institutions that conduct USDA-funded extramural research must foster an atmosphere conducive to research integrity, bear primary responsibility for prevention and detection of research misconduct, and maintain and effectively communicate and train their staff regarding policies and procedures. In the event an application to NIFA results in an award, the Authorized Representative (AR) assures, through acceptance of the award that the institution will comply with the above requirements. Award recipients shall, upon request, make available to NIFA the policies, procedures, and documentation to support the conduct of the training… The general content of the ethics training will, at a minimum, emphasize three key areas of research ethics: authorship and plagiarism, data and research integration, and reporting misconduct. Each institution will be responsible for developing its own training system, as schools will need flexibility to develop training tailored to their specific student needs.”
References:
Internal Grant Programs
Student Engagement Award (SEA) ($6,000 maximum) fund the direct costs of engaging students in meaningful experiential learning experiences. Projects dealing with research, scholarship, creative production, and service/outreach initiatives that align with the mission and strategic priorities of the University have been funded in recent years.
Submission Deadlines
- There are two deadlines annually. During the Fall semester, applications must be submitted by 5:00 pm on the Friday before Fall Break begins, and during the Spring semester, applications are due by 5:00 pm on the Friday before Spring Break begins. Please inform your immediate supervisor of your planned submission before the due date. The supervisor’s approval is due by 7:00 pm on the following Thursday.
- SEA proposals must be submitted using Doc Soup (Sponsored Programs > Internal Grant Application).
Eligibility Criteria and Restrictions
- All full-time Bradley University employees are eligible for SEA as long as the project has a scholarly component that allows the student(s) to present their findings at the Student Scholarship Expo.
- Individuals cannot submit proposals to both the SEA and FSA programs in any given competition cycle. (This includes both PIs/PDs and Co-PIs/Co-PDs.)
- No PI/PD or Co-PI/Co-PD may have more than two active awards (SEA, FSA, or PEG) at any given time. If a PI/PD or Co-PI/Co-PD has two active awards, one account must be closed and the necessary reports filed before they are eligible to apply for another.
- The earliest that a SEA or FSA grant recipient can apply for additional funds from the same program is 18 months after an award’s start date.
- Before previous award recipients are eligible to apply for subsequent funding in a given program, they must close their award account and submit a final report describing the outcomes of the project.
- Funds from SEA and FSA grants will be available to the recipient(s) for up to 18 months after the agreed-upon start date for the project.
- The purpose of funding is to provide resources for Bradley employees to complete the project within the award period. The grant cannot be used to replenish the department or unit’s supplies, and the majority of the award budget must be spent before the final months of the project.
- Additional requirement for ALL requests for Student Support (FSA and SEA Programs):
- Only current full-time degree-seeking students at Bradley University can be supported by funding from OSP. Recent graduates, non-degree-seeking students, students from other Colleges or Universities, etc., are not eligible.
- Award recipients are responsible for ensuring that students engaged in OSP-supported projects present their findings at the annual Student Scholarship Expo. Projects proposing service/outreach activities must have a scholarly component that allows students to present at the Student Scholarship Expo.
- Funding from OSP awards may be used during a sabbatical leave. However, grants that include student support can only be used during a sabbatical if student engagement is one of the objectives of the approved sabbatical leave project. The Chair/unit leader’s letter must address this issue, or the proposal will not be considered.
Faculty Scholarship Awards (FSA) ($6,000 maximum) are available to support Bradley faculty research and creative production. Scholarly Projects that focus on the initiatives listed in the current University Strategic Plan can receive additional points during the review process if a compelling argument is provided for why the work is a priority to the University.
The Office of Sponsored Programs uses the following definitions for research and creative production when assessing proposals.
- Research is a “systematic investigation, including development, testing, and evaluation, designed to develop or contribute to generalizable knowledge”1. “Generalizable Knowledge means that (1) conclusions are drawn from particular instances and (2) the information from the investigation is to be disseminated.”2
- “Creative production refers to the process of transforming ideas and concepts into tangible and expressive forms of content. It involves combining artistic skill, technical expertise, and a deep understanding of the desired outcomes.”3
Resources
- Code of Federal Regulations, Section 46.102
- Law Insider, Generalizable knowledge definition
- Wrike, Diving into Creative Production: A Comprehensive Overview
Submission Deadlines
- There are two deadlines annually. During the Fall semester, applications must be submitted by 5:00 pm on the Friday before Fall Break begins, and during the Spring semester, applications are due by 5:00 pm on the Friday before Spring Break begins. Please inform your immediate supervisor of your planned submission before the due date. The supervisor’s approval is due by 7:00 pm on the following Thursday.
- FSA proposals must be submitted using Doc Soup (Sponsored Programs Internal Grant Application).
Eligibility Criteria and Restrictions
- All full-time Bradley University employees are eligible for SEA as long as the project has a scholarly component that allows the student(s) to present their findings at the Student Scholarship Expo.
- Individuals cannot submit proposals to both the SEA and FSA programs in any given competition cycle. (This includes both PIs/PDs and Co-PIs/Co-PDs.)
- No PI/PD or Co-PI/Co-PD may have more than two active awards (SEA, FSA, or PEG) at any given time. If a PI/PD or Co-PI/Co-PD has two active awards, one account must be closed and the necessary reports filed before they are eligible to apply for another.
- The earliest that a SEA or FSA grant recipient can apply for additional funds from the same program is 18 months after an award’s start date.
- Before previous award recipients are eligible to apply for subsequent funding in a given program, they must close their award account and submit a final report describing the outcomes of the project.
- Funds from SEA and FSA grants will be available to the recipient(s) for up to 18 months after the agreed-upon start date for the project.
- The purpose of funding is to provide resources for Bradley employees to complete the project within the award period. The grant cannot be used to replenish the department or unit’s supplies, and the majority of the award budget must be spent before the final months of the project.
- Additional requirement for ALL requests for Student Support (FSA and SEA Programs):
- Only current full-time degree-seeking students at Bradley University can be supported by funding from OSP. Recent graduates, non-degree-seeking students, students from other Colleges or Universities, etc., are not eligible.
- Award recipients are responsible for ensuring that students engaged in OSP-supported projects present their findings at the annual Student Scholarship Expo. Projects proposing service/outreach activities must have a scholarly component that allows students to present at the Student Scholarship Expo.
- Funding from OSP awards may be used during a sabbatical leave. However, grants that include student support can only be used during a sabbatical if student engagement is one of the objectives of the approved sabbatical leave project. The Chair/unit leader’s letter must address this issue, or the proposal will not be considered.
Student Travel Award (STA) Program ($500 maximum): With the endorsement of a faculty member or equivalent, degree-seeking Bradley University students who have been accepted to present or showcase their scholarly or creative works at peer-reviewed (aka refereed or juried) conferences, meetings, and events may apply for STA grants. Students must review the proposal guidelines carefully before submitting the application materials.
Submission Deadlines
- Complete applications must be submitted via Qualtrics at least 30 days before travel. Retroactive requests will not be reviewed, nor will retroactive awards be made.
- Students — Complete the Qualtrics application (see submission guidelines below) and provide the following.
- Evidence of your acceptance to present at a peer-reviewed/refereed/juried event. If a URL was not provided on page one of this application, attach a copy of the confirmation letter, e-mail, or a published listing from the event that shows the names of the student presenter(s).
- A Letter of Endorsement and a Commitment of Oversight from the faculty/staff mentor.
- Mentors — Provide student(s) with the necessary support form (available to the students in the application) and submit an Academic Affairs Travel Authorization Form to your department chair/unit leader.
Eligibility Criteria and Restrictions
- Only current full-time, degree-seeking undergraduate or graduate students at Bradley University may apply. Graduating students may apply as long as their travel takes place before graduation.
- Funds can only be used for travel expenses necessary for students to present, perform, or exhibit their work at a peer-reviewed/refereed/juried conference, event, or professional meeting (not just attend).
- Students may not receive STA funding more than once in a given academic year, and preference will be given to first-time applicants to ensure that more students benefit from the opportunity to present/exhibit their work.
- Recipients of awards must present or exhibit their work at the annual Bradley Student Scholarship Expo within one year of their travel dates. (The work may be presented at an EXPO prior to travel, if appropriate).
- Each student requesting STA support must complete an application.
- Departments/Colleges/Units must provide at least a 1:1 match to support the student’s travel. Only funding for expenses that are allowed by this program can be used as the match. (For clarification, coverage of non-allowable costs, such as membership fees, food, etc., cannot count toward the cost-match obligation).
- Applicants must provide evidence of acceptance to present, perform, or exhibit work at the event (i.e., confirmation e-mail or letter, URL for or copy of the publication that lists the name(s) of the student presenter(s)).
- A Bradley faculty/staff mentor must endorse the student’s application and accept oversight of the student travel grant if awarded. The mentor will be issued the award on behalf of the student(s) and must sign the award agreement before OSP will execute the award.
- Funds are limited; therefore, it is unlikely that OSP will be able to fund all requests during a given academic year.
Proposal Enhancement Grants (PEG)($2,000 maximum) are designed to improve future competitiveness for external grants, contracts, or research agreements with budgets greater than $20K. Applications will be accepted on an ongoing basis, but funding is limited; therefore, it is advisable to contact OSP (osp@bradley.edu) before submitting a proposal
Submission Deadlines
- Applications will be accepted on an ongoing basis, but funding is limited; therefore, it is advisable to contact OSP (osp@bradley.edu) before submitting a proposal
- PEG proposals must be submitted using Doc Soup (Sponsored Programs Internal Grant Application).
Eligibility Criteria and Restrictions
- All full-time Bradley University employees are eligible for PEG awards.
- No PI/PD or Co-PI/Co-PD may have more than two active awards (SEA, FSA, or PEG) at any given time. If a PI/PD or Co-PI/Co-PD has two active awards, one account must be closed, and the necessary reports filed before they are eligible to apply for another award.
- Before previous recipients of PEG awards are eligible to apply for subsequent funding from this program, they must close the previous PEG award account.
- If the PI/PD(s) or Co-PI/Co-PD(s) previously received funding through this award program and did not submit the promised product, it may negatively impact the prospect of receiving future funding.
Other Offices that Provide Funding for Scholarship and Curricular Activities
The Center for Teaching Excellence and Learning (CTEL) and the Interdisciplinary Studies and Strategic Initiatives Office also administers funding opportunities to support scholarship and curricular activities on campus, as do some colleges.
Export Control
All Bradley personnel must comply with export control laws, which restrict the transfer of equipment, materials, organisms, software, and information to foreign nationals who reside in the United States or abroad. Individuals convicted of violating these laws may face civil and criminal penalties, and the University could incur fines and be barred from government contracts.
The laws cover an extensive list of items; therefore, project teams must check current regulations before any transfer occurs. It is always best to err on the side of caution and seek assistance from Legal Affairs and the Office of Sponsored Programs.
Examples of items on the lists include: Animals, Chemicals (alloys, ceramics, composites, compounds, elements, etc.), Electronic Devices and Components, Mechanical Devices and Components, Microorganisms, Vegetation, Sequence Data, Source Code, etc.
For more information about current federal regulations, see:
- Export Administration Regulations (EAR): 15 CFR C
- Embargoes and Trade Sanctions or Foreign Assets Control Regulations (FACR): 31 CFR 500
- International Traffic in Arms Regulations (ITAR): 22 CFR 120-130
Alternate Page Links
Post-Award Resources
Post-award responsibilities of investigators primarily fall into four major categories: financial, compliance, hiring, and project execution. All investigators must adhere to University, Federal, state, and private funding rules, regulations, and guidelines so Bradley and the investigators involved in external grants and contracts are protected from the costly repercussions that can arise from non-compliance. Please contact the following offices to ensure all policies are followed when managing an award.
- signing and executing approved grant agreements (including sub-awards), contracts, and other fiscal agreements on behalf of the University
- establishing grant/contract accounts
- monitoring and reviewing all charges to grant/contract accounts
- ensuring compliance with both University and funding source policies, procedures, and regulations.
Examples include but are not limited to:
- Requisitioning Procedures
- Sponsored Projects Expenses
- Procurements Made with Federal Funds
- Formal Bidding Processes for Purchases Exceeding $25,000
- University Technology Purchasing Policy,
- Capital Equipment Tagging, Disposal, and Transfers
- Hiring New Employees using External Funding (see below)
- Time & Effort Reporting
- Business Travel
- Independent Contractor Agreements
- Compensation to Human Research Participants
- preparing and submitting invoices and financial-related reports to funding agencies
- disseminating financial information to project leaders and investigators, as well as to their respective departments
- managing the grants-close out process
- coordinating audit activities for grant accounts
Primary contact: Terry Kenny, Assistant Controller for Grants & Treasury Management
- Financial Conflict of Interest and Foreign Influence
- Export Control
- Responsible Conduct of Research
Primary contact: Dr. Brad Andersh, Director of Sponsored Programs
It is imperative that the hiring is done in consultation with Financial Services to ensure that the terms and conditions of the award are followed. Also, please note the following.
- If students will receive wages to work on the project, the investigators must provide Human Resources (HR) with the full legal name, student ID number, and start date of the student(s) for HR to begin the hiring process.
- The investigators must also work with HR to ensure the students have completed their new employee paperwork and onboarding within the ADP system.
- Students cannot begin work until HR confirms the hiring process is complete. In addition, University policy does not allow students to receive both compensation and course credit for the same effort.
Primary contact: buhr@bradley.edu
CUHSR assumes the IRB (Institutional Review Board) duties and ensures compliance with Federal regulations regarding human subjects in research. CUHSR also reviews some protocols involving human subjects that may not fall strictly within the scope of the federal definition of research (e.g., quality assurance and improvement activities.)
Primary contact: Dr. Andrew Strubhar, Chair of CUHSR
IACUC reviews research proposals involving animals to determine if the proposed protocols comply with Federal regulations. They also review requests for proposed changes to ongoing research studies, inspect animal facilities, and investigate any complaints involving the care and use of animals.
Primary contact: Dr. Craig Cady, Chair of IACUC