Office of Grants and Contracts: Policies and Procedures

Policies

Conflict of Interest Policy

Click here to view the policy.

PASSHE Compensation Policy of 2-18-09

The PASSHE Compensation Policy has been released to all State System Schools.  Click here to view the policy.

The Grants Compensation Policy Power Point presentation offers a more detailed explanation of the compensation policy.

PASSHE Technology and Commercialization for Faculty, Staff and Students

California University offers Technology Transfer and Commercialization services for faculty, students and staff of the University through a cooperative effort with the Technology Transfer and Commercialization Resource Network and the Penn State Research Foundation.

Technology transfer is the process of transferring scientific findings from one organization to another for the purpose of further development and commercialization. The process typically includes:

• Identifying new technologies
• Protecting technologies through patents and copyrights
• Forming development and commercialization strategies such as marketing and licensing to existing private sector companies

Guidance and resources for Student Intellectual Property, both academic and work-related, are also available, including helpful guidance for student-business projects. See the Technology Transfer and Commercialization website for more information.

Technology Transfer Newsletter

Submitting and Obtaining a Grant or Contract

Getting Started

• Call the OGC at extension 5749, or send an e-mail to vogrig@calu.edu to arrange a time to discuss your idea. You will be asked to complete a Faculty/Staff Profile form. The information you provide will be used by the OGC to perform independent searches, as well as targeting information on upcoming deadlines to you. The staff will provide tips for you to conduct your own internet search.
• If human subjects are being used, please contact the Institutional Review Board or Robert Skwarecki, IRB Chair at x4175.
• The OGC will assist you in obtaining the sponsor's guidelines. Read the guidelines carefully! If your project goals and objectives meet those of the sponsors', you are ready to begin.
• The OGC staff is here to help during your decision phase. Let the OGC know if you need clerical support in preparing your proposal.
• Speak to your Department Chairperson regarding your plans. Your Chairperson will be better prepared to approve your project if he/she is familiar with it. Your Chairperson may also suggest that you present your idea to the Dean. Always obtain approval up front!

Writing the Proposal

• The OGC will review your draft for completeness and adherence to the guidelines. The staff will also provide minor editorial revisions, as well as suggestions for formatting improvements.
• The OGC will assist with the preparation of the project budget and the budget narrative. A well justified budget is critical to a strong proposal!

Now What?

• In the event, a pre-proposal, preliminary proposal or Letter of Intent is required by the funding agency, please submit a copy to the OGC prior to submitting to the funding agency.
• Forward your completed Routing Sheet and proposal to the OGC. You are responsible for obtaining the signature of your Department Chairperson and Dean. The staff will verify that everything is included.
• The OGC will obtain all administrative signatures, make copies, and mail or electronically submit your proposal. Please provide at least 10 business days prior to the sponsor's deadline to complete the signing and mailing processes.

Proposal Signoff

• The signoff process is necessary to provide documentation of institutional commitment for your proposal.
• The Routing Sheet has information about your proposal such as the amount of funds requested, amount and type of institutional commitment, indirect costs, project title, principal investigator(s), and the sponsor.

Now my Proposal is Funded...

The OGC will review and negotiate the award agreement and will work with you in post award grant administration. Keep in mind that the OGC will even prepare travel and purchase requisitions however you must allow 10 business days for processing.  Keep in mind that the OGC will not process after-the-fact requisitions.  Guidelines for clerical support for grant funded projects.

The following procedures are for Post-Award activities:

Monitoring and Subcontracts Procedure

Time and Effort Procedures

Cost Sharing Policy

Office of Management and Budget (Circular A-21) - Establishes principles for determining costs applicable to grants, contracts and other agreements with educational institutions.

Office of Management and Budget (Circular A-110) - Sets forth standards for obtaining consistency and uniformity among Federal agencies in the administration of grants to and agreements with institutions of higher education, hospitals, and other non-profit organizations.

Office of Management and Budget (Circular A-133) - Sets guidelines for standards of consistency and uniformity among Federal agencies for the audit of States, local governments, and non-profit organizations expending Federal awards.

OGC Guide Book

The Office of Grants and Contracts has developed a guide book for your reference.  This guide book is in draft form.

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