Grants and Sponsored Research
The Office of Sponsored Programs and Foundation Relations supports faculty and the institution in obtaining grant support for research, scholarly, creative and programmatic activities. It also assists with aspects of post-award administration, stewards foundation relations and coordinates compliance oversight relating to sponsored research.
Assistance is available for:
- Locating funding opportunities, including for sabbatical support
- Navigating internal approvals of submissions
- Workshopping proposal ideas
- Reviewing submission guidelines from funders
- Editing of grant pre-proposals, proposals and reports
- Developing project budgets
- Preparing submissions in accordance with sponsor guidelines
- Ensuring compliance with internal and external policies
All grant proposals and pre-proposals requiring a commitment from Earlham must be reviewed and approved before submission to the funder. Examples of College commitment include a signature by an authorized organizational representative or other official, administration of funds by the College, commitment of time and effort of any employee or student, equipment (including computers) or space, development of a course, College matching funds or in-kind contributions and other conditions.
Please see the following institutional policy for details on who is eligible to submit grants and the requisite review and approval procedures: Signature and Submission Authority.
QUICK TIPS AND FAQs
While each grant or sponsored project is inherently unique, the Office of Sponsored Programs & Foundation Relations (SP&FR) offers here some guidance on shared commonalities.
Accepting a grant award means entering into a contractual agreement with the funder to accomplish the activities outlined in the proposal and spend money in accordance with the submitted budget. Many funders, especially the federal government, require compliance with applicable rules and regulations upon submission and acceptance of grants. As the PI/PD, you agree to abide by all these obligations when submitting or accepting a grant.
If you have questions about expectations, the Office of SP&FR is here to help.
Narrative edits offered by the Office of SP&FR come in multiple flavors: Ensuring College compliance, alignment with funder requirements, and suggestions for clarity, tone/audience, structure, and grammar. As in any author-editor relationship, there should be an understanding that these are suggested changes and that the author is welcome to reject, counter, and further rework edits while recognizing that some items may be more negotiable than others.
When it comes time for editing, as the author, you are welcome share upfront what kind of edits you are hoping to get back. If you would prefer that the Office of SP&FR restrict edits only to an administrative review for College and funder compliance, please ask and focus will be only on needed edits.
As soon as you receive word of your award or declination, please let the Office of SP&FR know. The award letter and check must be submitted to the Controller. The Office of SP&FR files these notices for College records and, in the event of an award, will initiate the next steps in the acceptance process.
The Office of SP&FR typically sends out reminders regarding your report dates to help ensure timely reporting. Accepting grant funds includes agreeing to honoring a reporting schedule. Submitting reports on-time is essential for maintaining a positive relationship with the funder. Failure to submit reports on time may jeopardize your access to grant funds and, in some cases, institutional access to that funder’s money.
After the College receives notice of your award, the Controller will set up an account for your grant that will enable you to access the funds. Spending must align with your proposal budget, funder terms and conditions, and Earlham accounting guidelines such as those outlined in Earlham’s Business Expense Policy.