*** New OGSP 3-Day Deadline Submission Policy: Effective August 1, 2010. Read: POLICY.***
Go to: II. Developing Budget Forms III. Grant Submissions to External Sponsors
IV. Contracts V. Grant Awards-FYI
I. OGSP: The UNIVERSITY CONTEXT
Grant submission to external agencies is a formal process requiring University pre-approval or clearance
prior to the time of submission. The internal YSU Proposal Authorization and Pre-Approval Form
(called the “Blue Sheet”) must be used and signed by the faculty PI, Department chair, and College dean.
Legal Applicant: "Youngstown State University" is the Legal Applicant on grant proposals.
Authorized Institutional Official: Associate Provost for Research and Dean,
School of Graduate Studies & Research. (Board of Trustee Policy #1013.01). Read - Policy
>>> Please submit your Project Description and Budget Narrative, along with this form, to OGSP.
Also provide link to Funding Opportunity, Solicitation, or Request for Proposals (RFP).
OGSP GUIDEBOOK AND POLICIES
For a complete guide to ALL Policies and Procedures for Grant Development at YSU, please consult the
Red Guidebook and its Appendix (below). The documents (pdf) have "bookmarks" to allow for easier navigation.
RED "Guide to Sponsored Program Development” and "Appendix of Trustee Policies"
Red Guidebook "Blue Sheet" Form - for YSU use only.
II. BUDGET INFORMATION: Developing a Budget NEW
If you are using this information, please alert the Grants Office of your submission intentions in advance!
See this Example first: >> Sample Budget - Example (only).
USE templates below as a Start >> "Blank Templates - Budget spreadsheets".
(These spreadsheets have built-in % rates and formulas. Their use is not required, and is strictly for
internal YSU planning; and should not be sent to an external Sponsor.)
Budget Information - read these Notes below:
1. Salaries: Salaries on Grants Cost-Sharing: Guidelines/Notes
University Guidelines and Federal Regulations (OMB Circulars)
2. Fringe Benefits: FY13 YSU Fringe Benefit Rates
3. Indirect Costs: [or, "Facilities & Administrative" (F&A) rate] DHHS - Indirect Cost Rate Agreement (FY13)
On-Campus rate: = 53.0% of salaries and wages. (FY13) NEW rates
Off-Campus rate: = 32.1% of salaries and wages. (FY13)
(a) For all activities performed in facilities not owned by the institution and to which rent is directly allocated to the project.
(b) If more than 50% of the project is performed off-campus, the off-campus rate will apply to the entire project.
(Grants and contracts - not subject to more than one F & A rate.)
4. Budget Object Codes used at YSU ("Banner"). Link to YSU website: Banner FOAPAL Info - Account Codes
5. Other Files: Documents for submission to other agencies, including Foundations.
YSU - 501(c)(3) Letter of Exemption.
YSU – Articles of Incorporation (part of Bylaws). Board of Trustees - Bylaws
Legislative Information: US Congressional District #13. OH House District #58. OH Senate District #33.
(Updated District # - following the 2010 Census and Redistricting process).
III. YSU / OGSP – Grant Submission to External Sponsors
REGISTRATION and SUBMISSIONS:
* YSU Registrations: Submissions to external agencies often require “Registration” on the part of faculty PIs. OGSP
handles all the registrations for YSU as an Institutional Profile. OGSP staff then register faculty as “Users” at that agency.
Grants.Gov - www.grants.gov
YSU is already registered in this system. Faculty do not get a separate User ID and Password for use of this portal.
To find a specific grant application, go to: www.grants.gov
“Apply for Grants” is on the sidebar. Type in the Funding Opportunity Number or the CFDA number. When found,
the Application package is then downloaded to your computer desktop. After doing this, please contact OGSP.
When completing the Application, you will have to coordinate with the Grants Office. You will not be able to
complete and submit the proposal alone.
NSF - (www.nsf.gov ) NSF is transitioning this site to "Research.Gov" > NSF Grant Proposal Guide -2013
1. "Fastlane" Registration: Contact OGSP to register you. You need to provide your "Information" (Degree type and Year).
You will get a temporary Password, which you later change when you first log-in to Fastlane.
2. Submissions: PI Salaries in the Budget.
NSF limits salary compensation for senior project personnel to no more than two months of their
regular salary in any one year. This limit includes salary compensation received from all NSF-funded
grants. If anticipated, any compensation in excess of two months must be disclosed in the proposal
budget, justified in the budget justification, and must be specifically approved by NSF in the award notice.
3. Cost-Sharing: New Revised NSF Policy on Cost-Sharing: Effective 12/07/2010.
Read Policy here: Major Change is that inclusion of voluntary committed cost sharing is prohibited.
4. RCR Requirement - Training on the "Responsible Conduct of Research" (RCR).
NSF Statement: Read (RCR on Submissions after Jan. 2010)
YSU Statement on RCR: Read. NCURA article (2pp): "Impact of the NSF-RCR Requirement on Academic Institutions"
5. NSF - Guidance on Postdoc Mentoring. Read (NSF Guidance).
6. NSF - Data Management Plan - Read (NSF Guidance).
NIH – eRA system ("Electronic Research Administration").
Go to the eRA Commons home page: http://era.nih.gov
YSU has an Institutional Profile. Users will get a "User ID Name" and maintain a Personal Profile.
Login at the Common site: https://commons.era.nih.gov/commons
U.S. Department of Education – http://www.ed.gov/index.jhtml
e-Grants Portal – for some grant applications. http://www.ed.gov/fund/landing.jhtml
Other Sponsors: YSU is also registered at these agencies.
U. S. Department of Justice – GMS (Grants Management System).
Space Telescope STGMS system.
Ohio Department of Education (ODE) – CCIP system.
FAQ: Difference between Grants v. Contracts
A word about Contracts. (or sub-contracts, sub-grants).
Template Contracts to potential Sponsors or Partners are available from Dr. Peter Kasvinsky,
YSU Authorized Institutional Official, Associate Provost for Research and Dean. These Contracts
should be sent by OGSP or the Dean's office to potential sponsors (non-YSU entities). Budget and
other technical details should not be negotiated by YSU faculty or staff prior to internal approvals.
Contract and grant activities should not be initiated until a fully-executed Contract Agreement is in place.
This is true for YSU personnel or for other external parties.
1. FAQ by Faculty - "What Happens Next?" 2. Duties of OGSP v Grants Accounting