Frequently Asked Questions
- What does the Office of Sponsored Programs do?
- How does the OSP work toward its mission?
- Where can I find funding for my idea/project?
- How can I get help, training, or support for writing a grant proposal?
- What content areas are acceptable for external funding?
- How are priorities developed?
- What forms are required internally before the OSP can submit my grant application?
- When should I contact the OSP about my grant idea?
- What opportunities are there for non-federal external funding?
- What is the division of responsibility between the OSP and Development Office?
- What is the division of responsibility between the OSP and Finance Office?
- Does the OSP help with administering grants that have been awarded?
- Will there be an effort to bring together pre- and post-award offices?
- What does "Research Compliance" mean?
- What is Intellectual Property and what is Gallaudet's IP Policy?
- Does the OSP provide (or have access to) personnel support (i.e. Research Assistants)?
- How does the Office of Sponsored Programs relate to students?
1) What does the Office of Sponsored Programs do?
If you plan to seek funding outside of Gallaudet University or if someone at another institution asks you to become part of a project, contact the OSP. Internal processes and/or formal arrangements need to be made to officially seek those outside funds or to form a collaboration with another institution. At many universities, the faculty/staff member is responsible for completing and compiling all parts of their proposal for a final review and submission by a sponsored programs office. Here at Gallaudet University, the OSP takes a more cradle to grave approach by providing assistance throughout the process. The OSP provides a detailed work plan to each faculty/staff once they have notified and received approval to move ahead with their proposal. On that work plan it is explained what responsibilities the OSP has and what responsibilities are those of the faculty/staff. While the content expertise of a proposal is purely that of the faculty/staff member, the OSP is responsible for assisting the PI with the development of budgets, identifying compliance related issues, and filling out electronic administration forms to officially submit your grant proposal in a timely manner. Proposals are due 5 business days in advance for final review and editing if time permits.
2) How does the OSP work toward its mission?
Unlike many colleges and universities, Gallaudet's OSP guides the PI through the entire pre-award process. From informing faculty/staff of potential grant opportunities to submitting proposals to federal agencies in a timely manner, the OSP advances the Gallaudet University community by providing services and support to faculty and professional staff seeking external funding for scholarly research and training.
Generally at other universities, faculty and professional staff are on their own throughout the process to review and follow federal agency guidelines, to develop their own budgets, and to input and upload their documents into the various electronic research administration systems. The PI is responsible to submit the final proposal to those institutions' sponsored programs offices for review, approval, and submission in advance of the deadline.
At Gallaudet we ease the PI's burden in many grant development activities so they can focus on areas and activities that require their expertise. The OSP focuses on helping the PI navigate the internal and external policies and procedures.
3) Where can I find funding for my idea/project?
Funding source databases can be found on our website on the Funding Resources page. Faculty/staff are the content experts in their field and are therefore best able to run searches related to your areas of interest in funding databases. Please contact our office if you need assistance in using the available databases.
It would be helpful for the OSP if you prepare a one-page summary of your idea and area of interest. We occasionally come across grant opportunities and can make you aware of the grant opportunity. Faculty/staff can also read the Daily Digest as the OSP posts grant opportunities there. We also send out emails to faculty/staff who may be interested in opportunities we come across.
Some other ways to find funding involve networking. Has someone in your department previously submitted a grant proposal that was rejected or awarded? Consider revising rejected proposals to respond to new grant opportunities within that agency. If someone in your department was awarded, consider applying again to that same agency. Your new perspective and/or new information related to that funding opportunity or a similar one may make for a competitive proposal. Check with colleagues here at Gallaudet as well as those at other institutions or organizations. Find out if they've ever applied for funding or if they know of others who have applied. Check within the memberships of associations or listservs you belong to look for opportunities to collaborate and find out who has recently been funded.
Check old copies of the Annual Report of Achievements (ARA) to see what grants your department had in the past. Electronic copies of the report from previous years can be found at... For even older copies of the ARA, make an appointment with our office to take a look.
4) How can I get help, training, or support for writing a grant proposal?
The OSP has periodically invited experts on grant writing to provide training on how to read federal grant application guidelines; how to determine what is required for a highly competitive written response; and how to complete the narrative and budget sections of a federal grant application. These are posted in the Daily Digest when available. We also provide templates for developing your budget justification and revisions. Because we are in close proximity to federal agencies, we invite program officers from various federal agencies to answer questions about funding opportunities within their agency. You may also visit our Useful Links page for additional resources, as well as links to various federal agencies websites for supporting documents and resources.
5) What content areas are acceptable for external funding?
There are no unacceptable content areas when applying for a federal or federal-like grant opportunity through the OSP. If the opportunity is available and Gallaudet is eligible, you are free to submit a proposal provided that your chair/budget unit head, dean, and the provost review and approve your proposal. The Intent to Submit Form (ISF) is used to notify and get approval for your project. This form gives notice to Gallaudet University that you intend to submit a grant proposal to a federal agency or federal-like funding source and should spark discussion with your department head and dean regarding department or school resources available, faculty release time, cost sharing, and/or other support needed for a successful project. It is sent via AdobeSign (formerly EchoSign) by the PI to your Department Chair, your Dean, the Graduate School Dean (if the project falls under the graduate school), and the Provost. This form should be submitted as far in advance of the proposal due date as possible. Please be aware that the OSP cannot begin to work with you on your proposal (including budget) until the completed Intent to Submit Form has been received. Verbal or email approval from your Dean or the Provost will NOT be accepted.
The OSP does not base proposal submission on university priorities and has no involvement in the development of these priorities. If a grant opportunity is available and Gallaudet is eligible, you are free to submit a proposal provided that your chair/ budget unit head, dean, and the provost review and approve your proposal.
7) What forms are required internally before the OSP can submit my grant application?
In order for the OSP to begin working with you, you must complete an Intent to Submit Form (ISF). This form needs to be generated by you and is used to establish communication between the PI/PD, the Chair, Dean, and Provost regarding the proposal and what departmental, college, or university resources you may need to successfully complete your project.
The OSP Additional Chair/Budget Unit Head Approval Form is used when the PI/PD is requesting personnel or services from a department other than his/her home department, either as a direct cost to the grant or as cost-sharing. The OSP will guide you in the completion of this form which must be done prior to final routing and approval.
The Routing and Approval Form (R&A) is the form that allows your proposal to be officially submitted to a federal agency or other external entity. This form is used to obtain internal approval from Chairs/Budget Unit Heads, Dean(s) and the Provost. The OSP will generate and submit first to the PI for their electronic signature, then to the Chair/Budget Unit Head, the Dean(s), and finally the Provost.
All forms are completed through AdobeSign. Please visit our Forms page for more details and instructions for each of these forms.
8) When should I contact the OSP about my grant idea?
If you come across a grant opportunity, send us an email as soon as possible just to make sure that the university is eligible to apply. Whether it's federal or not, our office will be able to assist you with determining whether we should work with you or whether you should see the Development Office. So many moving parts are involved in the process. A meeting with the OSP will provide you with guidance early so that you can focus on the planning, program development and/or research to create a competitive proposal for timely submission.
Most external funding from private companies and non-profits is handled by the Development Office. Check with your chair to begin this process.
10) What is the division of responsibility between the OSP and Development Office?
The Development Office forms partnerships with foundations and other non-governmental organizations in order to advance goals and projects in areas of common interest. The OSP assists faculty and staff in officially submitting proposals to federal, state and local governments, and certain for-profit and nonprofit entities. If your grant funding is coming in forms of a check or direct deposit, more than likely this will go through the Development Office. The OSP works mostly with grants that are cost-reimbursable meaning Gallaudet expends funds first and requests reimbursement from the federal agency or external entity.
11) What is the division of responsibility between the OSP and Finance Office?
From finding and verifying a grant opportunity for eligibility to your receiving a congratulations letter, the OSP is part of the pre-award process. In your congratulations letter from the OSP, you will be introduced to the Finance Office. You will be instructed to have a meeting with that office to set up your account and begin your working relationship with them for all post-award financial functions. The OSP may be involved in the life of your grant for the purposes of internal prior approval for budget revisions, budget revision development, reporting, or if an issue arises.
12) Does the OSP help with administering grants that have been awarded?
Once you have won an award, post-award administration of your award rests with you and the post-award office. If there are questions or concerns regarding the administration of your grant, contact the Gifts and Grants Accountant, Veronica Lee (email@example.com), for assistance. The OSP does not assist with administering grants, but is available to assist with internal prior approvals for budget revisions, budget revision development, reporting, or if an issue arises.
14) What does "Research Compliance" mean?
Research Compliance refers to the practice of ensuring that research on campus is conducted adhering to all federal, state, and university rules, regulations, and laws. Areas of compliance include, but are not limited to:
- conflict of interest - personal, professional, and financial
- policies regarding human subjects, live vertebrate animal subjects in research, and safe laboratory practices
- mentor/mentee responsibilities and relationships
- collaborative research including collaborations with industry
- peer review
- data acquisition and laboratory tools; management, sharing and ownership
- research misconduct and policies for handling misconduct
- responsible authorship and publication
- the scientist as a responsible member of society, contemporary ethical issues in biomedical research, and the environmental and societal impacts of scientific research
Please visit our Compliance Overview section for additional information.
Intellectual property refers to creations of the mind; works or inventions that are the result of creativity; to which you own the rights and for which you could apply for legal protections prohibiting others use, such as patents, copyright, or trademarks. Examples include: artwork, manuscripts, designs, and tangible inventions such as machines or composite materials.
Gallaudet's Intellectual Property policy can be found in A&O Manual, section 1.09.
" Individual Efforts: Copyrightable materials produced by employees of the University are the exclusive property of the employees if there is no significant use of University personnel or facilities, and the materials are not prepared in accordance with the terms of a contract or grant or as a specific assignment. The payment of a regular salary and the provisions of a normal academic environment (e.g. office space, use of the library) do not constitute; significant use; of University personnel and facilities. A faculty member's general obligation to produce scholarly and creative works does not constitute a specific assignment.
University-Assisted Individual Efforts: Copyrightable materials produced by employees of the University will be copyrighted by the employee and the University as co-authors if there is significant use of University personnel and facilities, and the materials are not prepared in accordance with the terms of a contract or grant or as a specific assignment. The division of income from royalties and other use will be agreed upon by the employee and the appropriate administrative officer in accordance with established policies and procedures, and in advance of the use of University personnel or facilities.
University-Assigned Efforts: Copyrightable materials produced by employees of the University will be copyrighted by the University if the University has paid the employee for the writing or production of the specific materials (e.g. faculty members or teachers who receive summer or other pay for the specific purpose of developing or improving curriculum materials for courses, or staff, who as part of their job description or objectives, are expected to produce materials).
Sponsor-Supported Efforts: Rights to copyrightable materials developed as a result of work supported in whole or in part by an outside agency through a contract or grant will be disposed of in accordance with the terms of the contract or grant. "
16) Does the OSP provide (or have access to) personnel support (i.e. Research Assistants)?
The OSP is a faculty/staff service. Our mission is to "advance the Gallaudet University community by providing services and support to faculty and professional staff seeking external funding for scholarly research and training." That means we help faculty/staff submit proposals. We do not hire research assistants for departments. Research assistants are typically hired through departments. The OSP does not offer grants for the purpose of hiring research assistants. If a department needs research assistants, this should be brought to the department chair's attention.
The OSP does not work directly with students as the Principal Investigator of a Sponsored Project. Because the PI has fiscal responsibility for the funds awarded, they must be a regular status faculty or staff member. Students can work with OSP through their faculty advisor/mentor for funding opportunities such as fellowships, however the faculty or staff member will be the PI of record and responsible for all documentation. Other departments/organizations on campus have additional funding opportunities for students such as Research Support and International Affairs (Small Research Grants) and Graduate Student Association.