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The Grant Advocate (Oct. 2024)

You Responded and OGAC Listened

I want to thank all those who took the time to participate in the Grant Needs Assessment Survey. It is greatly appreciated. We value your effort and input. OGAC is in the process of positive transformative changes thanks to you. We took your positive comments and expanded upon them and thoughtfully analyzed all constructive criticism. We developed a plan of action and are working behind the scenes to become even more responsive to your needs and advocate on your behalf.

Of those who responded, 85% were faculty and 75% were very interested (28%) to extremely interested (47%) in applying for grants. Of the respondents, 65% were not knowledgeable at all (26%) or somewhat knowledgeable about grants (39%). It was revealed through the survey that help was needed in all areas of grant writing with 76% needing help in researching potential funding opportunities, 65% needing help in understanding University policies and procedures, and 61% needing help in budget creation. We were able to measure interest in grants training at 80%, being a grant mentor at 28%, and being a grant mentee at 60%.

OGAC is strategizing and developing projects to address these issues and meet the needs of the Monmouth University grant community. There will be more to come about these projects in the near future.

Interesting Funding Facts

Before you begin any serious research for your grant project/program, know where you stand in the funding industry. Having realistic expectations of the money that’s available, will help you strategize and make decisions when you are researching potential funders.

The top line news is charitable giving to higher education during fiscal year 2023 totaled $58 billion, which is $1.5 billion less than the amount received the previous year. (March 28, 2024)

The federal government is the largest grantor of grants and funds more than half of all academic Research & Development, with six agencies providing over 90% of the funding. These agencies include the following:

  • Department of Health and Human Services (HHS)
  • Department of Defense (DOD)
  • National Science Foundation (NSF)
  • Department of Energy (DOE)
  • National Aeronautics and Space Administration (NASA)
  • Department of Agriculture (USDA)

However, much of the federal grant budget goes to the states through block and formula grants. The states then decide how to use the money.

Higher Education Institutions’ Funding Sources (Source: CCS Fundraising)

  • Major Gifts 35%
  • Foundation and Corporate Grants 29%
  • Annual Fund 17%
  • Planned (deferred) Gifts 10%
  • Other 9%

According to 2021 data from Research.com, college majors that receive the highest percentage of federal grant money are:   Health 18.4%, Humanities 16.3%, Business/Management 15.9%, Technical/Professional 12.3%, Life Sciences 7.5%, Social and Behavioral Sciences 7%, Engineering 6.1%, Computer & Information Science: 4.6%, Education 4.5%, and Vocation and Technical 3.2%.

The Creativity Corner

If grants are a world of infinite possibilities than it stands to reason that ideas are infinite also. Creativity is central to a grant writer or a principal investigator. Having a creative process, is very important, allowing you to see new connections, think of new ideas, and use current understanding to develop future plans.

Creativity is unclear at times. You must be receptive to ideas whenever they come, especially as they often come at the most inconvenient of times. Find ways to capture these flitting ideas and accept that ideas do not just come by themselves. Allow ideas time to develop into a concept.

Developing a Program Concept

One must develop an idea into a clearly articulated goal that answers the question, “What do you hope to accomplish with the completion of this project?”  This overarching goal forms the backdrop for presenting a proposal that can successfully describe a solid and realistic work plan, budget, and provide some assurance to the sponsor that the grant award will be used to its best potential advantage.

In developing the ideas for a project, one should be able to provide quick, simple answers to the following questions:

  • What will the research accomplish?
  • How much will it cost?
  • How much time will it take?
  • What is the plan for completing the research?
  • How will results be evaluated?
  • Why should you, rather than someone else, do this project?
  • What has been done already in the area of the project?
  • What difference will the project make to the institution, the discipline, the students, or other identified categories?

Yeah, you have an idea! It grew and developed into a program concept. So, what’s next? You need to discuss your idea with your chair and your dean. Once they give their approval, you need to find funding. Please contact OGAC, we can help you find possible funding opportunities by doing multiple levels of research.

Principal Investigator’s Role & Responsibilities

A principal investigator (PI) is the primary leader and decision-maker of a research project. They are responsible for directing and coordinating the research team and ensuring the project’s objectives are met. The PI can refer to the holder of an independent grant in the sciences, such as a laboratory study or a clinical trial. The PI is also responsible for the ethical design and conduct of a research study.

A good PI has a strong and dedicated research vision that fosters innovation. The PI role is multifaceted, encompassing numerous duties within the grant management lifecycle, from developing proposals and budgeting to addressing compliance issues and reporting. Given the breadth of responsibilities, certain core qualities distinguish an effective PI. They must possess the following skill sets:

  • Organizational Skills—are crucial. PIs must manage resources, budgets, timelines, and documentation effectively
  • Communication Skills—are high-level. A strong PI must convey their ideas and findings not only within the team but also with other stakeholders such as administrators, funders, and regulatory boards.
  • Management and Influencing Skills—A PI needs the ability to attract and manage funding, network, and form collaborations with a diverse range of partners and stakeholders.
  • Leadership Skills—used to guide their research teams, set goals, and motivate individuals toward a common objective.
  • Problem-solving Skills—are used when a PI encounters obstacles and they must overcome these hurdles and keep projects on track.
  • Adaptability—The research landscape constantly evolves and PIs must adapt to new technologies, methodologies, and unforeseen challenges.

Developing these essential qualities requires self-awareness of your strengths and weaknesses, continuous learning, and hands-on practice so you can make the necessary improvements.

When you function as a funded researcher, you assume fiscal and legal responsibilities. Each principal investigator (PI) is responsible for assuring that the terms of the award are met, and all the applicable Monmouth University (MU) policies are followed. You must keep in mind that sponsoring agencies, MU, and your academic department are all stakeholders in your success, and each may have specific requirements they wish fulfilled. Generally, a PI must do the following:

  • Conduct and manage the technical research;
  • Comply with all applicable federal, state and university policies, procedures, and laws;
  • Comply with all terms and conditions of the sponsored award;
  • Manage project funds efficiently and effectively within approved budgets;
  • Ensure that the project is completed in a professional manner; and
  • Accept fiscal responsibility on behalf of his/her department, administrative unit, and/or campus in the case the project is over extended, or an unauthorized expenditure is disallowed by the auditors (In such cases the academic unit must cover the cost.)

Co-principal investigator/project director is the other person(s) primarily responsible for the scientific, technical, and administrative conduct of a project. In this secondary role to the PI, a co-PI does the following:

  • Provides leadership over a specific task of the project;
  • Coordinates necessary approvals, if at other institution;
  • Contributes to managing the project; and
  • Adheres to any reporting requirements.

Practical PI Strategies to Excel

To become a better principal investigator, you must be strategic in your approach to self-improvement. The following steps can help you strengthen your capabilities and excel in your role:

  • Reflect on past performance—analyze your past successes and failures. Being introspective allows you to pinpoint areas needing improvement and provides valuable insights into your strengths and weaknesses.
  • Understand your priorities and constraint—define your research endeavors to what matters most to effectively allocate your time and resources to areas with the greatest impact potential. To strike a balance in your professional life and ensure your efforts remain aligned with your overarching goals, you must understand your limitations.  
  • Gain more knowledge—staying informed on the latest in the research sector is a continuous process which involves keeping a pulse on industry developments through various channels, such as reading research literature, attending conferences, and participating in webinars and workshops, to identify learning opportunities.
  • Develop a network of contacts—a strong contact network connects you with mentors, collaborators, and experts who can offer guidance and support. These contacts provide valuable insights and possible solutions to challenges but they can also open doors to potential collaborations, grants, and research opportunities.
  • Utilize self-promotion and presentation techniques—consider public speaking training to refine your storytelling and presentation techniques while conveying complex ideas with clarity and impact. Develop a clear and compelling narrative articulating your research objectives, accomplishments, and the impact of your work so it resonates with potential stakeholders and helps you secure funding and form collaborations.
  • Harness technology – In today’s digital world, technology can be a powerful ally to fast-track your efforts. With tools to enhance workflows, oversight, and communication, particularly in the realm of grant management, integrated solutions can significantly reduce administrative burdens, allowing PIs to focus on self-improvement while keeping research teams on track.

Just A Friendly Reminder

OGAC is here for you. Part of our job is to track all grant submissions and analyze them against those Monmouth University was awarded. If you are writing a proposal without the help of OGAC resources, you must remember to always use the eForm in the Etrieve System on the myMU Portal. The eForm is found under the Office of the Provost group and is titled the “Internal Approvals for Grants and Contracts Proposals”. This is our internal approval routing system that makes it easier to get mandatory approvals prior to the submission and for us to keep track of where your application is in the process. Etrieve helps us help you. Please remember to attach the following documents to the eForm: your proposal narrative, your proposal budget, your budget justification, and any other materials that will inform the approvals from your chair, dean, finance and budgets, and the provost. If you have the RFP Guidelines that would be helpful too. The Monmouth’s Budget Template which accounts for Monmouth’s Indirect Costs Rate can be found on the OGAC website. Please allow sufficient time for your proposal to be reviewed by all parties in time for your submission deadline. The more data we collect, the more we can strategize on the best funding plan for the entire Monmouth University grant community. I look forward to hearing from you. Thanks for understanding.

Updates On the Process, Policies, and Procedures

Monmouth University Resources

Did you know that Monmouth University has resources available to the Grant Community? Did you know about the Grants, Sabbaticals, & Summer Fellowship Committee? This committee reviews Creativity and Research Grant proposals two times (2x) a year and makes recommendations for approval to the Provost’s Office. The grant award range is $400.00–$2,000.00 per year. An applicant can’t get funded on consecutive years and can only apply every other year. Plan your funding strategy accordingly.

Grant Applications submitted on or before November 1 will be reviewed in November. Those applications submitted between November 2 and March 1 will be reviewed in March. Recommendations for approval go to the Provost’s Office in December and April respectively.

The Grants, Sabbaticals, & Summer Fellowship Committee is an excellent resource for stand-alone equipment purchases or other smaller needs. To find our more information, visit myMUPortal -> For Your Information Tab -> Grants, Sabbaticals, & Summer Fellowships. There you will find more detailed information, frequently asked questions list, and specific contact information.

Now you know and knowledge is power. Hope this helps!

Tip

Standard practice is to send out multiple grant proposals for the same project as long as you tell the funders you intend to approach other sources. Most grant applications have a section within the application to do just this. If there isn’t a specific section to do this, then creating a 1-page document entitled “Funding Sources Receiving This Request” is the most ethical way to go about this.

We are always here to assist you. The OGAC has an open-door policy and welcomes any constructive feedback. Our staff will be happy to meet with you and provide any required assistance in identifying potential funding sources for any scientific research or sponsored programs that interests faculty or staff. Please contact Linda A. Rossi, GPC, at 732-923-4592 or by email at lrossi@monmouth.edu or just drop by The Great Hall, Room 205. You are welcome anytime.

Open Door Policy

Stop by the Great Hall, room 205, anytime! Or call Linda A. Rossi at 732-923-4592. Or email her lrossi@monmouth.edu