SO, YOU WANNA WRITE A GRANT?
Proposal Planning and Support Protocol (External, Pre-Award)
UNIVERSITY OF KENTUCKY
COLLEGE OF Social Work Social Work
THE UNIVERSITY OF KENTUCKY (UK) SUPPORTS AND EMPOWERS
INNOVATIVE RESEARCH in all forms practiced across our diverse campus, varied disciplines and more than 70 centers and institutes. UK faculty, staff and student researchers create, discover and apply new knowledge, and explore the most complex problems facing Kentucky, the nation and the world. Our collaborative, cross-disciplinary research environment provides a rich training ground for the next generation of thinkers, creators and leaders. The Office of the Vice President for Research (VPR) provides programs and services to support UK faculty, staff and students in grant development and submission, compliance and regulatory affairs, development of intellectual property and in highlighting their research achievements. This includes oversight and guidance of 14 multidisciplinary research centers and 6 core facilities.
FOR 85 YEARS , THE COLLEGE OF SOCIAL WORK (CoSW) has been a leader in social work. Our mission is clear: Through rigorous research, excellence in instruction, and steadfast service, the CoSW works to improve the human condition. Always, in all ways.
As the state’s flagship university, our mission is actualized through our deeds. Our faculty are renowned academicians dedicated to fostering the development of high-quality practitioners, educators, and researchers. In addition to Lexington’s main campus, we have satellite campuses at the Center of Excellence in Rural Health in Hazard, Kentucky and Fort Sam Houston in San Antonio, Texas.
RESEARCH THAT MATTERS
Our research is community-based and multidisciplinary, identifying social problems and finding solutions that promote individual and community well-being. We advance research that impacts child welfare, substance use, gerontology, inequality and social justice, poverty, well-being and health disparities, violence, and suicide. CoSW research spans basic and applied sciences and promotes translational and evidenced-based clinical, group, and community practice modalities.
PROPOSAL PLANNING AND SUPPORT COLLEGE OF SOCIAL WORK
(EXTERNAL, PRE-AWARD)
BACKGROUND AND RATIONALE
Indubitably, building a vibrant research enterprise can be challenging. Extant literature is replete with documented challenges and strategies for improving research activity in post-secondary educational settings. A common leitmotif in this literature is the need for structured protocols that foster accountability, clarity and transparency.
Against that backdrop, and in an effort to support faculty in generating high-quality, competitive extramural proposals, the College of Social Work (CoSW) will adhere to a strategic planning and support protocol for external, pre-award activity.
The overarching goal of this protocol is to support faculty in their pursuit of research funding. To align with actualizing that goal, this protocol seeks to do the following:
Provide clarity associated with Collaborative Grant Services (CGS)/CoSW submission protocols.
Identify supports and resources for proposal development and submission.
Liaise between stakeholders involved in proposal development and submission.
Said simply, this protocol seeks to support the efficient navigation of development and submission processes, so that faculty can focus on conceptualizing impactful, well-structured projects.
EXTENUATING CONTEXTS
It is vitally important that the CoSW Proposal Planning and Support Protocol be consistent with UK guidelines for proposal submission. These guidelines entail operational interaction with an array of internal stakeholders, including CGS, Research Financial Services (RFS), and others.
As it relates to proposal submission, here are several key considerations: CGS and CoSW must approve ALL grant proposals, prior to submission. CGS must SUBMIT grant proposals .
Proposal submissions must adhere to CGS and CoSW review and submission deadlines.
TIMELINE CONSIDERATIONS
As you review the process below, please consider these pertinent timeline considerations:
30 days BEFORE: Submit PIF and CoSW College Support Request Form.
15 Business Days BEFORE: Draft Budget Development and Review with CGS.
6 Business Days BEFORE by 9am*: Proposal materials DUE to CGS.
3 Business Days BEFORE, by 9am*: Routed and Approved eIAF are DUE. Day of Submission: CGS will SUBMIT proposal, unless sponsor requests PI submit.
*If a 6-day or 3-day deadline is missed, all work on the project will cease. To resume work, exceptions must be requested via the Office of the Dean, which is in turn submitted to the VPR.
PHASE ONE EXPLORE PROPOSAL POSSIBILITIES
WHAT IS IT?
The overarching goal of Phase 1 is to support faculty in exploring potential funders and supports for their proposal idea.
WHAT HAPPENS?
During this phase faculty should schedule a CoSW Grant-Seeking Exploratory Meeting. You can schedule that meeting HERE.
While this meeting is OPTIONAL for faculty, it is STRONGLY recommended for those who have an idea for submission but are unsure where to start.
In general, this meeting will support faculty in exploring campus/CoSW resources for writing proposals, potential funding or RFP opportunities, proposal commitments for identified funding sources (e.g., costshare, matching, etc.) and other aspects of funding exploration.
The following parties will attend this meeting: Faculty and CoSW Research Project Manager.
WHAT DO FACULTY MEMBERS NEED TO DO?
To make the most of the CoSW Grant-Seeking Exploratory Meeting, faculty should do the following: Email RFP/Grant Announcement to CoSWresearch@uky.edu (if applicable).
Complete CoSW Support Request Form 2
Provide a general overview of the idea (if requesting support in identifying a funder or funding support).
A note on Letters of Inquiry (LOI) – If a sponsor requests a LOI, the faculty member may complete and submit the LOI without completing a PIF, ONLY IF no budget is required as part of the LOI. If a budget is requested as part of the LOI, please submit a PIF and work with CGS to complete the budget and eIAF process.
WHAT WILL THE COSW PROJECT MANAGER DO?
As a result of Phase 1 initiation, the CoSW Research Project Manager will:
Initiate and conduct check-in with Office of Foundation & Corporate Philanthropy (FCP) and Proposal Development Office (PDO) to discuss ideas/funding opportunities and communicate any potential matches of ideas/opportunities to faculty.
Follow up with faculty via email regarding information and opportunities pertaining to proposal idea.
Set up an automatic CoSW Proposal Reminder Notification.3
2Required if requesting college resources/support due to sponsor requirements.
3These notifications are designed to support faculty in tracking relevant deadlines associated with their proposal idea and/or submission.
PHASE TWO PLAN PROPOSAL SUBMISSION
WHAT IS IT?
The overarching goal of Phase 2 is to support faculty in navigating proposal submission processes, in general, and with CGS, specifically.
WHAT HAPPENS?
During this phase faculty should schedule and attend the CoSW So You Wanna Write a Grant Meeting
This meeting is REQUIRED for all external grant submissions and will support faculty to ensure adherence to CoSW and UK submission guidelines.
This virtual meeting will cover the following topics:
Grant restrictions/requirements that need college approval
Proposal Development Resources
Budget, Justification, and Requirements
Project Goals
Sponsor Guidelines & Deadlines
Timeline for CGS/Office of Sponsored Project Administration (OSPA) submission requirements
The following parties will attend this meeting: Faculty, CoSW Research Project Manager, Collaborative Grant Services (CGS, CoSW Business Office Representative.
WHEN DOES IT NEED TO HAPPEN?
Phase 2 must be initiated such that the CoSW So You Wanna Write a Grant Meeting occurs no less than 30 days prior to the sponsor deadline.
WHAT DO FACULTY MEMBERS NEED TO DO?
To make the most of the CoSW So You Wanna Write a Grant Meeting, faculty should do the following: Submit the UK Proposal Initiation Form (PIF) at least 30 days in advance of the submission deadline. Submit the College Support Request Form (if not completed during Phase 1) at least 30 days in advance of the submission deadline. NOTE: Please add CoSWresearch@uky.edu as an additional recipient for the PIF.
Draft proposal narrative and elements.
Budget Planning – Please find budget planning resources in Sponsored Projects Resources. Note: If you are planning to offer incentives, you are required to add an incentive coordinator to your budget.
WHAT WILL THE COSW PROJECT MANAGER DO?
As a result of Phase 3 initiation, the CoSW Research Project Manager will: Initiate and conduct regular check-ins with CGS/OSPA to ensure that proposal activities are completed in a timely manner.
Follow up with faculty member with regular updates via email. Conduct early notification to appropriate parties, particularly as it relates to any needed resources.
PHASE THREE PREPARE PROPOSAL SUBMISSION
WHAT IS IT?
The overarching goal of Phase 3 is to support faculty in developing a final proposal draft to be submitted to CGS.
WHAT HAPPENS?
During this phase faculty will be supported in developing all elements of their proposal, include narrative, budgets, justifications, and other required eIAF (Internal Approval Form) elements.
WHAT DO FACULTY MEMBERS NEED TO DO?
To be best supported during this phase, faculty should initiate Phase 1 activities (see above).
However, if a faculty member chose not to initiate Phase 1, here are tasks associated with Phase 3.
Email RFP/Grant Announcement to CoSWresearch@uky.edu (if not completed during Phase 1).
Complete College Support Request Form (if not completed during Phase 1).
Finalize proposal elements (See CoSW Grant Proposal Requirements).
WHAT WILL THE COSW PROJECT MANAGER DO?
As a result of Phase 3 initiation, the CoSW Research Project Manager will:
Initiate approvals for necessary CoSW supports (e.g., cost-share, matches, etc.).
Confirm/affirm needed supports from Office of the Dean.
Serve as a supportive liaison between the faculty member and CGS/CoSW Office of the Dean.
Set up an automatic CoSW Proposal Reminder Notification.4
4These notifications are designed to support faculty in tracking relevant deadlines associated with their proposal idea and/or submission.
PHASE FOUR
APPROVE AND CONFIRM SUBMISSION
WHAT IS IT?
The overarching goal of Phase 4 is to support faculty in finalizing eIAF routes and confirming timely proposal submission.
WHAT HAPPENS?
During this phase faculty will work closely with the CoSW Research Project Manager to facilitate and complete all tasks associated with finalizing, routing, and submitting their proposal.
WHEN DOES IT NEED TO HAPPEN?
Phase 4 must be initiated no less than 6 business days prior to the grant submission deadline. All completed components of the finalized proposal and support documents must be submitted to CGS no less than 6 days prior to the grant submission deadline.
Upon receiving a finalized submission, CGS will initiate the eIAF approvals process. The eIAF will be routed through all required parties and must be completed no less than 3 business days prior to the grant submission deadline.
WHAT DO FACULTY MEMBERS NEED TO DO?
During this phase, faculty members need to:
Provide all necessary proposal components and information to CGS and CoSW Research Project Manager.
Provide all necessary proposal components and information associated with needed CoSW supports.
WHAT WILL THE COSW PROJECT MANAGER DO?
As a result of Phase 4 initiation, the CoSW Research Project Manager will:
Work with CGS to ensure final proposal is moved through all proper approval channels at least 3 business days (or sooner) prior to submission deadline.
Confirm proposal submission to faculty member via email.
RESOURCES FOR RESEARCHERS @UKC o SW
Like the University, CoSW is committed to supporting researchers in innovative and creative ways. Be it seed funding, finding extramural opportunities, or post-award supports, we offer an array of services and initiatives that help researchers conduct impactful, cutting-edge research. Below you will find but a few examples of the resources availed to our researchers.
The Office of the VPR provides resources for all researchers on campus, including mechanisms for:
Finding internal and external funding
Identifying collaborators
Building and submitting proposals
Managing awards
Complying with regulations
Protecting and commercializing inventions
INTERNAL RESEARCH SUPPORT PROGRAMS
The VPR hosts a series of workshops on various topics designed to help faculty accelerate their research activities. As well, there are an array of Faculty Support Grant Programs:
University Research Professors
CURATE Research Support Program
Multidisciplinary Value Program (MVP)
Igniting Research Collaborations (IRC)
Conference & Workshop Grants
Complex Research Grants
Equipment Maintenance Program
John P. Wyatt, M.D., Traveling Fellowship
UKinSPIRE (Seeding Partnerships for International Research Engagement)
ADDITIONAL VPR PROGRAMS INCLUDE:
Research Leadership Academy (RLA)
RLA is an immersive program focused on research leadership development, complex programmatic grant proposals, and emerging themes in research and creative work.
Research Scholars Program (RSP)
RSP is an investment in the research success of junior faculty and their mentors that seeks to provide professional development curricula; provide mentorship, sponsorship, and coaching to embed the cohort in research environments committed to inclusive excellence, collegiality and productivity; and establish a networking structure.
Postdoctoral Fellowship Programs to Enhance Academic Diversity and Inclusive Excellence
These fellowship programs, the Lyman T. Johnson Postdoctoral Fellowship and the University Research Postdoctoral Fellowship, have a primary goal of diversifying the pipeline of candidates qualified to become academic leaders in their fields.
Equipment Competition
The Equipment Competition aims to continue to modernize our research capabilities and to assist in replacing aging research equipment.
