No, you do not need to register for grants.gov or Systems for Award Management. Radford University is registered as the official organization on these systems and updates the information annually. SPGM submits all Grants.gov applications packages on behalf of the university.
How do I route a proposal through SPGM?
All proposals should be routed through Sponsored Programs using the SPGM Internal Routing Form. The form should be completed in full and reviewed and signed by your appropriate departmental administrator and the appropriate dean's office. Once signed, please forward with the proposal to Sponsored Programs for review and official university signature.
An SPGM Internal Routing Form is required when:
SPGM normally submits all proposals electronically especially since most proposals require the authorized organizational representative to submit the proposal. On the other hand, some sponsors have electronic systems that permit the PI to submit the final version of the proposal. We ask that you always contact SPGM to determine the proper submission process, to obtain university approval and confirmation from SPGM.
Please contact SPGM and we will be happy to provide that information to you. SPGM normally inserts this information into your grants package for you.
SPGM will be happy to review, copy and mail your proposal to the sponsor. We ask that you please provide the proposal to this office at least two business days in advance to ensure that we have time to meet the sponsor's deadline.
Can a Principal Investigator (PI) or departmental administrator send a proposal or quote directly to an external sponsor?
All outgoing proposals need to go through SPGM for review. SPGM is responsible for ensuring contractual arrangements are in compliance with federal, state and university guidelines. Review and involvement at the proposal stage helps to avoid issues at the award stage such as using the correct rates (fringe benefits, F&A) and avoiding provisions that cannot be accepted under Commonwealth of Virginia State Law.
Can a faculty member serve as a consultant or subcontractor on a grant held by another faculty member?
No. A Radford faculty member cannot be a consultant on a sponsored project, but may serve as a faculty associate or co-principal investigator on the sponsored project of another faculty member. Funding change forms should be processed to accurately reflect effort expended.
What is cost sharing?
Cost sharing is the portion of project expenses related to a sponsored agreement that
is contributed by parties other than the sponsor and not directly charged to the sponsored
project account(s). This may include equipment grants, construction projects, or Interagency
Personnel Agreements.
Cost sharing may be required by the sponsor as a condition of receiving an award ("mandatory
cost sharing") or offered by the Principal Investigator by including it in the sponsored
proposal document ("voluntary committed cost sharing").
Cost sharing must be proposed, approved, administered, and accounted for in a consistent
and prudent manner. This includes understanding workload implications of the cost-sharing
commitment; determining when cost sharing is appropriate; and accurately recording
and reporting cost-sharing expenses.
What are direct costs?
Direct Costs are costs that can be identified specifically with a particular sponsored project, an instructional activity, or any other institutional activity or that can be directly assigned to such activities relatively easily with a high degree of accuracy.
Indirect charges are simply costs that cannot practically, or in a cost-effective manner, be directly tied to a single project. Examples of these types of cost includes: utilities, office supplies, general office equipment, telephones, and administrative support. Administrative support includes salaries and benefits for departmental, college and university personnel involved in the central operation of the institution.
All proposals, whether we are the subaward or the lead, will be routed through Radford University. For internal administrative and routing proposes, the faculty member at Radford will be designated as the Principal Investigator for Radford University. When Radford University is the subaward, we will also submit and review our portion of the proposal with the lead institution.
At the time SPGM creates your budget, you will designate the subcontracts. Each subcontract will supply a separate institutional approved itemized budget, scope of work, letter of commitment, and any other documents necessary to fulfill the requirements of the proposal. When the budget is prepared, Radford University’s indirect cost will be assessed on the first $25,000 of each subcontract. Please remember when working with other subcontracts, you need to factor in time for them to process their paperwork through their institution. We are happy to assist you by working with the subcontract's sponsored programs representative to help facilitate this process.
First, you will need to review the agency guidelines governing the grant. Second, please notify SPGM that you wish to transfer your grant. Your previous institution will prepare a relinquishing statement to send to the sponsored agency. Please obtain a copy of the relinquishing statement and send it to our office. We will internal route your proposal with a copy of the budget and a narrative of your proposal. SPGM will also complete any necessary forms required by the agency. Should your project involve an issue of compliance, you will need to secure approval from Radford University’s Research Compliance Office.
For federally sponsored projects, Radford University must adhere to the Office of Management and Budget (OMB) 2 CRF 220 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Therefore, the salaries of administrative and clerical staff, office supplies, postage, local telephone costs, and memberships should normally be treated as indirect costs. Direct charging of administrative may be included under special circumstances. Please contact SPGM to discuss your budget.
Sponsors determine who owns the title to equipment purchased on a grant. Normally, Radford University retains the title to most federally sponsored research equipment and we always try to negotiate title for the equipment. However, some sponsors wish to retain the title to the equipment. Therefore, the equipment is considered on loan to Radford University.
The definition of off-campus is dependent upon how the work is to be charged rather than where the work is to be done. Our negotiated rate agreement defines off-campus:
For all activities performed in facilities not owned by the institution and to which rent is directly allocated to the project(s) the off-campus rate will apply. Grants or contracts will not be subject to more than one F&A cost rate. If more than 50% of a project is performed off-campus, the off-campus rate will apply to the entire project.
The authorized representative of the University must review and accept all project awards. As principal investigator, you cannot sign the agreement because you do not have the contractually authority to bind the university. Therefore, all agreements should be forward to SPGM either via email, mail, or in person. We will coordinate the review of the agreement to ensure it complies with policies and regulations of the State and University, as well as obtain the proper signatures.
SPGM is pleased to offer a series of training modules to help support your needs as you begin the grant-seeking and grant-writing process. If you would like individual training, please do not hesitate to reach out to our office to schedule an appointment. We hope this training information provides helpful information, but as always, we are open to feedback from you on how we can best serve your needs.