I. Background The Office of Research and Grants and the Development Office can efficiently assist faculty and staff as they seek funds by working cooperatively to:
Ø Coordinate Proposals submitted by OU-COM to external funding sources Ø Minimize conflicting or competing proposals among faculty applying to the same funding source Ø Increase the success rate of funded proposals through strategic proposal positioning and timing
II. Definition of Terms (Definitions provided by OU Development Office)
Gifts: A voluntary, philanthropic, unconditional transfer of money or material goods from individuals, corporations, organizations, foundations, or groups of individuals without a return of commensurate value. These transfers can include: cash, securities, real estate, equipment, estates, trust instruments, pledges or services. It may or may not be given for any specific purpose.
Grants: An award of funds or other property by a sponsor to achieve some general or specific purpose(s). A grant is generally construed to allow greater discretion than a contract in the conduct of the activity and to provide less specificity in the definition of the intended outcomes of the activity. Often, a grant is made in the form of cash or a check. Although not as restrictive as a contract, it should be treated with the same respect as a contract.
Sponsored Project: Any externally sponsored or organized research, instruction and training, or other sponsored public service activity that has a defined scope of work or set of objectives that provides a basis for sponsor expectations.
Contract: Involves a promise, or set of promises, the performance of which is recognized in law as a duty or obligation and for breach of which the law provides remedies.
III. Handling Requests for External Funds
A. For any project idea with a request greater than $5,000, and it is unclear whether it qualifies as a gift or grant, the project director provides a project abstract to either the Research & Grants Office or Development Office support staff:
Ø Office of Research & Grants 740-593-2336 Ø Development Office 740-593-4232
1. The abstract for the project and the funding agency information are then sent to Jack Blazyk and Susan Lash Blanchard.
2. Guidelines that clearly indicate the agency only funds proposals for which grants, contracts or sponsored projects are awarded are directed to the Office of Research and Grants. Similarly, those contributions to OU-COM that are clearly gifts are directed to the Development Office.
B. Based on information provided by the funding agency and the criteria established by the definitions listed above, Blazyk & Blanchard will sign off on processing a proposal as either a grant (or contract or sponsored project) or a gift. The faculty person who is seeking external funding then proceeds with the final steps of the application process, which may include:
Ø creating a donor strategy in collaboration with OU-COM Office of Development Ø creating a donor proposal (case statement) in collaboration with OU-COM Office of Development Ø contacting the CORE Research Director if applicable (for CORE research projects) Ø contacting the Director of Grant Development (for research and/or programmatic projects) Ø completing the application for the funding agency Ø completing an IRB application form if applicable (for research, surveys, focus groups) Ø submitting a copy of the transmittal form and application to OU-COM Office of Research & Grants Ø submitting a transmittal form and application to OU Office of Research and Sponsored Programs
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