FAQ

External Funding Frequently Asked Questions

What is a "sponsored program"?

Sponsored programs are scholarly, professional, and creative activities that University personnel conduct with support from sources external to ASU. This includes grants, contracts, and cooperative agreements. With sponsored programs, the funding agency (the sponsor) typically expects some deliverable or outcome. Examples of externally funded activities include, but are not limited to: research, instruction, conferences, and public events.

Where do I start?

See the flow chart for the University College external funding process. If you already have a funder in mind, send the Request for Proposal or Proposal Guidelines

Draft your proposal, prepare your budget, complete the Internal Processing Form (including all signatures), and address IRB/IACUC/export controls if required. Send these to the correct person above at least 10 days before they are due to the sponsor.

At least 5 days before your proposal is due you must send the proposal, the budget, and your IPF to ORSP (grants@appstate.edu).

If you are loading your proposal onto a web-based program that requires ORSP to submit the final (e.g. FastLane), you must have the proposal uploaded 5 days before the sponsor's deadline. This gives ORSP staff time to review the full proposal package, make copies as required, and submit the proposal when needed. For online submissions, there are forms that the ORSP staff must complete AFTER the PI has submitted the proposal. The 5 days also provides a cushion for computer issues.

What support is available for me and my staff?

The Grant Writer's Toolbox has budget templates, sample proposals, key ASU data that many proposals require and much more information.

Why do I need to work with the Office of Research and Sponsored Programs (ORSP)?

ORSP ensures compliance with federal regulations, state regulations and policies, as well as University policies. For federal requirements, there is the threat of losing ALL federal funding if a university is in violation. Many of these regulations also carry criminal penalties for non-compliance. ORSP helps keep you out of jail!

Key compliance related activities include:

  • Federal/State agency reporting
  • Accreditation documentation
  • Institutional Review Board for human subjects research
  • Institutional Animal Care and Use Committee for laboratory animal research
  • Export controls for international activity

Some funders have strict policies about multiple submissions from a single institution and ORSP can identify multiple and/or duplicative proposals. Additionally, poorly prepared proposals reflect negatively on the university and can reduce the potential for future funding opportunities for you and others. ORSP helps maintain ASU's reputation by working with you to submit the best possible proposal in full compliance with all policies and regulations.

What happens if I don't submit my proposal through ORSP?

The University is entitled to decline any sponsored project (grants, contracts etc.) submitted without ORSP review and approval. Additionally, the Controllers' Office/Special Funds Accounting will not establish a University account for any sponsored activity that has not been approved by ORSP .

Remember, that while faculty, staff, and/or students may prepare proposals and conduct the required activity, the University is the official recipient of external funding. The University, not the individual, accepts the responsibility for oversight, compliance management and appropriate conduct of sponsored activities on behalf of the principal investigator or project director.