Policies and Procedures

A precise plan of action when writing and going through the grant proposal process. 



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

Export Controls Standards & Guidelines

Export Control Laws are
federal laws and regulations that restrict the transfer of certain materials, technology, related technical data and certain services outside the United States in the interest of protecting the national security and domestic economy.

These laws have been in existence for many years. Every University faculty member, researcher, department head, dean and administrator should have a fundamental understanding and general awareness of Export Control Laws to know when to raise questions and alert responsible officials to a possible export control or embargo issue.

Subrecipient Monitoring
Tech Transfer

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

Download the procedures for Technology Transfer and Commercialization Services.


Submitting & Obtaining Grants

Getting Started

  • Call the OSPR at extension 1662, or send an e-mail to primm@pennwest.edu to arrange a time to discuss your idea. The information you provide will be used by the OSPR 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.
  • The OSPR 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 OSPR staff is here to help during your decision phase.
  • 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

  1. The OSPR 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.
  2. The OSPR 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?

  1. In the event, a pre-proposal, preliminary proposal or Letter of Intent is required by the funding agency, please submit a copy to the OSPR prior to submitting to the funding agency.
  2. If submitting a proposal you will need:
    - Routing Sheet
    - New User Guide
  3. The OSPR 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 approval and mailing processes.

Proposal Signoff

  1. The signoff process is necessary to provide documentation of institutional commitment for your proposal.
  2. 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 OSPR will review and negotiate the award agreement and will work with you in post award grant administration. Please refer to the Post Award section for Purchasing support guidelines and the Travel section for both grant funded travel and "university" funded travel (sponsored by the university for grant related research/travel).

Post Award Purchases

The OSPR is provided funds by the university to cover the costs of faculty and staff members' attendance at various grants related workshops and seminars with a goal of increasing grantsmanship at the university. 

Please see guidelines below: