Sponsored projects include all extramurally funded research, instruction, service, or scholarly activity binding the University to a defined scope of work or set of objectives that provides a basis for sponsor expectations. All sponsored projects are managed through the University to assure compliance with these terms as well as applicable State and Federal laws and regulations.
External organizations may include government agencies, foundations, nonprofits, universities and private sector companies or organizations.
The funding restrictions are the obligations and terms set in the project description of the proposal or agreement. A gift is generally unconditional and unrestricted. Some conditions that are typically included in a sponsored project are:
The term “Sponsored Program” is synonymous for:
Sponsored Project awards often contain complex requirements:
Funding for sponsored projects may be received from individuals, corporations, foundations, and/or governmental entities (federal, state, local or tribal government).
Proposals generally are submitted through a formal “Request for Proposal” (RFP) process and have significant auditing and/or reporting requirements. Proposals to all local, state, tribal, or federal government agencies, including government established foundations (such as the National Endowment for the Arts and the National Science Foundation), automatically fall within the purview of SPARC. Additionally, all proposals to contractors or grantors in the private sector (i.e., corporations and foundations) requiring specific performance objectives, detailed expenditure reporting, intellectual property, or confidentiality terms will be handled by SPARC.
Grants and contracts are made to the institution, UNCW, not the Principal Investigator (PI). Proposals obligate not only the PI, but also university facilities and resources. The legal relationship that is defined in any project or proposal exists between a sponsor and the university. Therefore, UNCW institutional approval and involvement is required.
When SPARC reviews and approves a proposal on behalf of the University, it signifies that the project information, including costs and available University resources have been confirmed by the respective individuals who control those resources, typically the PI’s department chair, dean/director, and the Provost.
To complete a thorough review, it is essential that the complete proposal is received by SPARC at least five business days prior to the sponsor’s deadline.
Sponsors are external entities that contract with or provide grants or cooperative agreements to the University for a particular project. Agreements can be as simple as a one-page letter that may or may not be co-signed, or hundreds of pages. The common element is that the terms are binding on the University.
Sponsored projects are classified into one of three categories of University functions, these categories affect the calculation of UNCWs Facilities and Administrative (F&A) Rate:
OMB's Uniform Guidance – 2 CFR Part 200 Appendix III Indirect (F&A) Costs Identification and Assignment, and Rate Determination for Institutions of Higher Education (IHEs) requires the institution to organize its sponsored expenditures into certain defined functional activities. These costs are then used to develop the Facilities & Administrative (F&A) rates, negotiated with the federal government, to reimburse F&A costs for the activity.
Organized Research – all research and development activities of an institution that are separately budgeted and accounted for. Organized Research includes:
Sponsored Research – all research and development activities that are sponsored by federal and nonfederal agencies and organizations. This term includes activities involving the training of individuals in research techniques (commonly called research training) where such activities utilize the same facilities as other research and development activities and where such activities are not included in the instruction function. Examples of sponsored research include:
University Research – all research and development activities that are separately budgeted and accounted for by the institution under an internal application of institutional funds, such as gifts, technology licensing income, or cost sharing expenditures which are committed bot be borne by UNCW rather than the sponsor. For purposes of the Uniform Guidance and development of the F&A research rate, University research shall be combined with sponsored research under the function of Organized Research.
Instruction – Except for research training, as described above, the term instruction includes all teaching and training activities of an institution whether offered for credits toward a degree or certificate or on a noncredit basis, and whether they are offered through regular academic departments or separate divisions, such as a summer school division or an extension division.
Sponsored Instruction and training means specific instructional or training activity established by grant, contract, or cooperative agreement. For purposes of the cost principles, this activity may be considered a major function even though an institution’s accounting treatment may include it in the instruction function. Sponsored Instruction includes:
Other sponsored activities – programs and projects financed by federal and non-federal agencies and organizations that involve the performance of work other than instruction and organized research. OSA may include:
These defined categories, as well as determining whether the activity will take place on-campus or off-campus, impact the calculation of UNCW’s F&A rates.
Federal Contracts
Federal Grants
Cooperative Agreements
Non-Federal Agreements
Funding opportunities arise through many formal and informal means. Generally, sponsored applications or proposals are:
Solicited
Unsolicited – An open request for applications with general submission guidelines
Limited Applications – Some requests for proposals limit the number of applications that may be submitted from the Institute. These cases are coordinated through the Vice President for Research.
Different regulations govern federal awards based on whether they are grants, cooperative agreements, or contracts.
To determine if the FAR is applicable, consult the funding opportunity announcement (FOA) or your assigned SPARC officer. In the absence of clear grants policy guidance from the sponsoring agency, the University will refer to the OMB Uniform Guidance for the overarching guiding principles.
Uniform Guidance
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards is a comprehensive grants management policy. Abbreviated OMB Uniform Guidance at 2 CFR part 200, Uniform Guidance, or UG, it consolidates 8 federal circulars (A-102, A-110, A-89, A-21, A-87, A-122, A-133, A-50).
To search Uniform Guidance, use eCFR. The eCFR site provides extensive guides to navigation and search capability.
Commonly used Uniform Guidance reference points via eCFR:
Federal Register
Though eCFR is the easiest way to search, the full Uniform Guidance is available through the Federal Register. It is divided into subparts:
Federal Acquisitions Regulation
The Federal Acquisitions Regulation (FAR) governs the acquisition or contracting actions of all federal agencies.
To search the FAR, use the FAR Smart Matrix to filter applicable FAR clauses based on type of contract.
The following fundamental principles underlie the University’s policies and practices pertaining to sponsored programs administration. Deviations in associated policies, including acceptance of terms and conditions inconsistent with these fundamental principles, require the approval of the Associate Provost for Research.
The right to choose the manner and direction of research must reside with the researcher. While the agreement resulting from an application or proposal submitted can require the completion of a statement of work proposed, no sponsor may direct a faculty member or student to perform a specific task.
Sponsors may not restrict the right of the faculty or students to publish the results of their research. A reasonable delay, to secure protection of intellectual property or to assure that no confidential or proprietary information is included in manuscripts, may be granted on a case-by-case basis. Normally, a “reasonable delay” is defined as 60 days.
An important part of the University’s educational mission is student involvement in research. Highest priority is given to projects that provide support for graduate student participation in research or instructional activities.
The rights of faculty and students as inventors and creators must be protected. Additionally, the University must meet its obligations to the sponsors of research projects, particularly federal sponsors.
The ownership of these items may be retained by the sponsor provided that the University is given the unrestricted right to use all information in its research and educational activities.
University faculty members cannot serve as “consultants” on any agreement awarded to the University but must be compensated for grant or contract work through payroll. Faculty members may serve as consultants for third parties in accordance with University policy.
No faculty member may be committed to more than 100 percent effort responsibilities, whether compensated by the University, a sponsor, or combination of both, i.e. 9 months during the academic year or 3 months during the summer period.
The University’s name, seal, or logo by non-University parties may not be used without the express written permission of the appropriate University officials.
No agreement may prohibit disclosure of the project or the source of support.
A grant application is best described as a marketing tool that presents a compelling justification for your funding request and inspires a sponsor to invest in your project. A complete application may include many elements, but the main element the project narrative, should present in a clear, cohesive and well-written manner:
In addition, either the narrative or other components of the application should clearly convey that:
During the development and composition of the application, principal investigators (PIs) and other writers need to consider the target audience, typically consisting of merit or peer reviewers. However, it may also encompass program managers, foundation board members, consumer advocates, and others.
Applicants should familiarize themselves with the review and selection process, understanding the expertise and roles of assigned reviewers, as well as the review settings. For instance, proposals may be sent to experts for leisurely review, allowing access to extensive resources. In such cases, detailed information is crucial. Conversely, a reviewer may assess numerous applications during a panel meeting, reading them without prior access to resources. In such situations, clarity and organization are vital for the reviewer to easily prepare comments and strongly support the application.
Understanding the review process aids in crafting a focused, compelling application that is informative and reader-friendly. Despite reviewers being from the same field, they may lack expertise in the specific topic. Thus, proposals should educate and present ideas clearly. Formatting should be user-friendly, avoiding potential irritants like fully justified text or small fonts without sufficient white space.
In the competitive funding landscape, ensuring adherence to instructions, maintaining precision, and employing a visually appealing format are essential. Common reasons for sponsors rejecting otherwise fundable proposals include:
To maximize the chances of funding, it is crucial to address these considerations and present a compelling project that aligns with the sponsor's expectations.