Services

1. Have a great, potentially fundable idea?

As soon as you have an idea contact Research and Sponsored Programs (RSP) to find out about possible funders, topics to consider, etc. They will explain the external funding process and help you get started.

2. Pick a funding opportunity that is a good fit.

Funding solicitations can be long and complicated. We’ll work as a team to understand all requirements for both the application and the award, and ensure the opportunity is a good fit.

3. Get others on board.

Programmatic, curricular, and complex research projects need to be approved by the Provost’s Office and other departments as appropriate. One month before your submission deadline, fill out an External Funding Project Idea Form. RSP staff will facilitate the approval process. If you are not sure whether you need to complete a Project Idea Form, ask us.

4. Make a plan. 

Be sure to review the Submission Policy and External Funding Approval Form.

No later than 12 full business days and up to 3 months prior to the planned submission date, work with RSP staff to plan the upcoming submission. (If submitting as a sub-award, the submission date is the date Gustavus materials are due to the lead applicant.)

5. Prepare your proposal.

We are here to help. We encourage you to seek comments on proposal narratives and draft budgets as early as possible. For complex budgets, several drafts may be required prior to finalizing the budget.

6. Finalize the budget.

Submit materials listed below by 9 a.m.  seven (7) full working days before your submission date. RSP staff will review the budget materials to ensure compliance with College and funding agency guidelines, avoid unnecessary under- or over-budgeting, and to lay the groundwork for effective award management.

• Detailed budget spreadsheet in Excel
• Budget justification or detailed scope of work
• Sub-award budget(s) and support documents, if applicable
• Cost share/match budget, if applicable
• Draft of the proposal narrative, when possible

 7. Get internal approvals.

Once your budget has been reviewed and approved route the External Funding Approval Form and required attachments.

8.It is time for the final internal review.

By 9 a.m. three (3) full working days prior to your submission date get all final application components to RSP and allow “submit” access within the electronic system. Let us know you are ready to submit. Confirm that your External Funding Approval Form has been received by RSP. Be available by phone or email in case questions arise or revisions are necessary.

9. Submission!

Once the final review is complete, RSP authorizes the proposal submission. In most cases we will submit the proposal, however in some instances, you will be authorized to submit the proposal after obtaining approval. 

We have found that the following links provide a good representation of basic agency-specific guidelines and tips for writing proposals:

• The National Science Foundation - A Guide for Proposal Writing
  • This Guide was specifically prepared for programs in the Division of Undergraduate Education.
     
• National Institutes of Health, Office of Extramural Research - Grant Writing Tips Sheets
  • This site focuses on proposal writing, grant proposal preparation, grants tutorials, and peer review.

For other proposal-writing resources, please visit - Proposal Writing: Internet Resources - Grants Information Center at the University of Wisconsin, Madison.
 

External Funding College Policy Information which includes: Submission Policy, Compensation Certification Policy, and Faculty Time and Reassignment Requests 

• External Funding Approval Form
• External Funding Project Idea Form
• Reassignment Approval Form 

Vendor Selection Form 

Gustavus Adolphus College must ensure that goods and services purchased for the performance of a federal grant are obtained in a cost-effective manner and in compliances with the Federal Uniform Guidance, specifically, 2 CFR 200.317-326 and OMB Memorandum M-18-18. 

For all purchases, Gustavus expects that the purchase complies with Gustavus’ documented procedures and that purchases are necessary (avoid unnecessary or duplicative purchases).

Any individual making purchases on behalf of a federal grant is required to abide by the following standards. The Principal Investigator is responsible for determining whether a purchase is allowable under the terms of their federal grant and that purchases are in line with Gustavus standards.

1. Purchases with an aggregate dollar amount less than $10,000 (micro-purchases) do not require solicitation of competitive bids or quotes.
   1. Installment payments less than $10,000 towards a larger purchase are not considered micro-purchases
2. Purchases between $10,001 and $250,000 (small purchases) require solicitation of at least 3 competitive bids or quotes, and a Gustavus Adolphus College Vendor Selection form must be completed prior to making a purchase.
   1. Documentation must be in writing from the vendors and may include screen shots from websites, copies of published price lists, and advertised pricing in established magazines or journals.
3. Sealed bid purchases greater than $250,000 require that bids be publicly solicited, bids should contain a firm fixed price, and it must be awarded to the lowest reasonable bidder. A minimum of three bids is required. The Gustavus Adolphus College Vendor Selection form must be completed prior to selecting a vendor.
4. Competitive proposal purchases greater than $250,000 require that at least 3 written proposals or quotes be obtained, and either a fixed price or cost-reimbursement contract is awarded. The Gustavus Adolphus College Vendor Selection form must be completed prior to making a purchase.
5. Sole source, or non-competitive purchases over $10,000 require only one bid or quote and completion of the Gustavus Adolphus College Vendor Selection form, including a justification of supplier choice, prior to making a purchase. This type of purchase may be appropriate, for example, when an item is only available from one source, when an item is essential for continuity in research or functionality with current equipment, when authorized by the federal awarding agency, or after several attempts at the competitive process, the competition is deemed inadequate. 

Procedures for Reporting and Dealing with Research Misconduct

Financial Conflict of Interest Policy

• Disclosure of Significant Financial Interests

Responsible Conduct of Research 

• Instructions for Online RCR Training 

NIH Investigator Assurance form

The All College Policies provide information related to Indirect Costs, Recovery Expectations, and Incentive Distribution.

Academic Year Student Research Employment

Information related to students participating in research paid from external grants, internal grants, endowed or departmental funds during the academic year. 

• Academic Year Student Research Agreement
• Student Direct Deposit Authorization
• I9 (Employment Eligibility Verification)
• Federal W-4 (Employee's Withholding Certificate)
• MN W-4 (Minnesota Employee Withholding Allowance/Exemption Certificate)

Summer Student Research Employment

Information related to students participating in research paid from external grants, internal grants, endowed or departmental funds during the summer.