Grant Writing Information
The Academic Research Support Center is here to support you in all aspects of proposal development. Whether it is finding a funding source, developing a budget, proof reading an application, or submitting the final proposal, we are here to help. Keep in mind that the Academic Research Support Center in consultation with the Oklahoma State Regents of Higher Education routinely screens a variety of sources to locate potential external funding for faculty and staff. As items that may be of interest to a particular school or department are located, they are emailed to the appropriate faculty. To assist faculty in their grant writing efforts and to enhance the efficiency of information delivery regarding grant external grant opportunities, faculty and staff can submit to the Academic Research Center, the Faculty/Staff Interest Survey.
Basic Writing Tips
As you develop your grant, keep in mind that you have to convince the funding agency of the need of your grant idea. Accordingl, document that there is a problem your project seeks to address and solve. Cite evidence to support your identified problem (i.e. literature search, current legislation, survey findings, relevant statistics, etc.). Moreover, create a sense of urgency that convinces the funding source to support your project now, while also establishing a relationship with the funding agency. The latter can be accomplished by either submitting a pre-proposal (letter of intent) to a potential grantor or directly contacting the relevant program director by phone/email.
Templates
The following templates represent basic descriptions regarding Cameron University, the use of OneNet as a tool to easily disseminate research results across the state and beyond, and the system of higher education in the State of Oklahoma. Feel free to edit and then copy and paste the desired template into your grant proposal. For additional template alternatives, see the Template Collection Document.
Cameron University
Cameron University is the largest four-year higher education institution in Southwest Oklahoma and located in Lawton, a city with a population of about 93,000 and in close proximity to Fort Sill. Cameron University has just celebrated its 100th birthday and, as part of the Centennial Observance, successfully engaged in an ambitious three-year fundraising campaign to, among others, advance endowed faculty positions and student scholarships. Cameron now has more than 65 endowed faculty positions (lectureships, professorships and chairs) - more than any other regional university in the state and trails only the University of Oklahoma and Oklahoma State University among all state colleges and universities as well as more than 55 scholarship opportunities for students. The University offers associate, baccalaureate and master's degrees in more than 50 degree programs and has an average fall enrollment of almost 6,000 students. The ethnicity of the student population is diverse and Cameron University is home to more than 200 international students from more than 45 countries. The ethnicity of the student population is diverse consisting of 60% White, 20% Black, 10% Hispanic, 7% Native American, and 3% Asian.
OneNet Capabilities
OneNet, Oklahoma's sole telecommunications provider for higher education, government and research in Oklahoma, is a Division of the Oklahoma State Regents for Higher Education operated in cooperation with the Oklahoma Office of State Finance. This comprehensive network is unlike any other in the country-utilizing fiber optics and wireless technologies to transmit video, voice and data throughout Oklahoma, the nation and the world. OneNet is not a state-owned utility, but rather a state-led partnership among telecommunications companies, equipment manufacturers and service providers. OneNet provides high-speed communications to approximately 70% of public K-12 schools, all vocational-technical schools, all state colleges and universities, public libraries, local, tribal, state and federal governments, rural health care delivery systems and programs engaged in research.
Oklahoma State System of Higher Education
The Oklahoma State System of Higher Education is the state's legal structure for providing public education at the collegiate level. It is a coordinated system of colleges and universities located throughout the state. There are currently twenty-five institutions in the Oklahoma State System of Higher Education, including two comprehensive graduate universities, eight regional universities, three special-purpose universities and twelve two-year colleges.
Introduction to Grant Writing
The Life Cycle of a Grant
Components of a Grant
Basic Grant Writing References
Proposal Development Handbook
National Science Foundation Grant Writing Guide
Demographical Information to Include in Proposals
Basic Cameron University Facts
Cameron Statistical Reports (Campus access only)
Overview of the Oklahoma State System of Higher Education
Statistical Information for Proposals
Education Needs Index
IPEDS Data Feedback Report
National Center for Higher Education Management Systems
National Center of Education Statistics
OSRHE Oklahoma Education Information System/Higher Education Profiles
US Census Bureau American Fact Finder
US Department of Labor Bureau of Labor Statistics
Agency for Healthcare Research and Quality
Budget Preparation
The proposal budget is a plan for expenditure of project funds by specified cost categories. Many agencies provide budget forms or require budgets to be presented in specific formats. As you prepare the proposal budget, keep in mind the following:
- Budget items should be determined and cost estimates obtained
- A realistic budget shout be formulated to avoid an underestimated or overestimated project cost
- The sponsor's project guidelines often provide information useful in budget preparation
- Cost rates, which always should be checked for accuracy, can be found on this website or from the business office
- Multi-year project budgets must include an appropriate inflation factor
- The budget justification, a narrative, should briefly explain the need for personnel and other direct cost items in the budget
- Cents should be rounded off to the nearest dollar
- Preliminary or final budgets should be submitted to the Academic Research Support Center for review by using the Grant Implementation Form
Budget Categories
Add Pay
Add pay is permitted for the principle investigator, project director, or appropriate staff member if allowed by the funding agency. Salary additions will be allowed on a scale of up to 25% per academic year of the faculty ten month contract base salary. The grant or contract must also cover the related fringe benefits and indirect costs.
All add pays must be pre-approved by the Dean of the faculty member's college and the Vice President for Academic Affairs.
Consultants
Consultants include any person who is not an Cameron University employee that will work on the project. Typically, a person will be considered a consultant (versus an employee) if he/she meets the following criteria: (1) is engaged to complete a specific item or project, (2) considers this type of work as their regular business profession, (3) works for multiple people on a routine basis, (4) is not a current Cameron University employee, and (5) provides the University with an invoice detailing the item(s) or service(s) rendered.
Fringe benefits should not be calculated for consultants and they should not be included in the indirect costs calculations if Cameron University's negotiated indirect cost is used. If the negotiated rate is not used, consultant fees should be included in any other indirect cost rate calculation based on a percentage of direct costs.
Direct Costs
Direct costs are clearly identifiable costs related to a specific project. General categories of direct costs include but are not limited to salaries and wages, fringe benefits, supplies, contractual services, travel and communication, equipment, and computer use.
If Cameron University's negotiated indirect cost rate is not allowed by a funding agency, they will often allow a percentage of direct costs to be used.
Budget Example with Salary, Fringe, and Indirect
PI Salary: $50,000
Student Salary: $4,000
PI Fringe: 20% of PI Salary x 0.35* = $3,500
Student Fringe: $4,000 x 0.01 = $40.00
Indirect: $54,000 x 0.49% = $26,460
TOTAL $ = $30,000
Note:* 0.35 is calculated as follows: Faculty/Staff Fringe Benefits (25%) + current health rate at (409.12x12) x 0.20
Rates frequently change and maybe different depending on the faculty/staff. You have to confirm all rates with the Academic Research Support Center or with the Business Office.
Exclusions
The following items are often considered personnel costs, however, when using the negotiated rate of 49% (on campus) and 18% (off campus), don't compute fringe and indirect costs on:
Consultant fees
Honoraria
Stipends
Fringe Benefits
Fringe benefit rates frequently change and can be different for different work periods, for example, summer salary for faculty. You should always confirm fringe benefits rates with the Academic Research Support Center, however, the following average rates can be used as an estimate when planning your proposal. When completing the actual budget forms, please contact the Research & Sponsored Programs Office for the precise calculation.
Faculty and staff: 25% + current health rate
Part-time and graduate students: 8.65%
Undergraduate students: 1%
Honoraria
An honorarium is paid to an individual for professional services of a consulting, artistic, or entertainment nature. Generally, the individual should be an authority or recognized expert in the field of endeavor for which retained, and the service should be of a non-recurring nature. To qualify, the individual must not have been on the University payroll or of any other Oklahoma State Agency at the time the services are provided.
Fringe benefits should not be calculated for honorariums and they should not be included in the indirect cost calculations if Cameron University's negotiated indirect cost rate is used. If the negotiated rate is not used, honorariums should be included in any other indirect cost rate calculation based on a percentage of direct costs.
Indirect Costs
Indirect costs are costs related to expenses incurred in conducting or supporting research or other externally-funded activities but not directly attributable to a specific project. General categories of indirect costs include general administration (accounting, payroll, purchasing, etc.), sponsored project administration, plant operation and maintenance, library expenses, departmental administration expenses, depreciation or use allowance for buildings and equipment, and student administration and services.
Whenever possible, proposals should request full reimbursement of indirect costs. When a proposal provides for less than full indirect cost reimbursement, the circumstances should be discussed in advance with the Research & Sponsored Programs Office.
The Academic Research Support Center is available to help you determine what the funding agency will allow and to help compute the appropriate rate. In general, programs are computed using Cameron University's Federal Negotiated Rate. Indirect costs change based on our negotiations with the Federal Government (currently, every three years).
Cameron University's Federal Negotiated Indirect Cost Rate
On Campus: 49% of salaries and wages (not including fringe)
Off Campus: 18% of salaries and wages (not including fringe)
Limits on Indirect Costs
Some funding agencies limit the amount of indirect costs that can be requested. When not using the negotiated rate, a percentage of all direct costs is commonly used.
Exclusions
Student scholarships must be excluded from any indirect cost calculations based on a percentage of direct costs.
Matching and In-Kind
Some grants require a specified portion of the cost of a supported item of equipment or project be obtained from other sources. The required match may be more or less than the amount of the grant. In-kind are contributions or assistance in a form other than money. They include equipment, materials, or services of recognized value that are offered in lieu of cash.
Calculation
Total ten month contract base pay for the faculty member divided by the standard number of hours taught per ten month contract times the number of release time hours requested.
Release time salary should include fringe benefits and indirect costs.
Limits
All release time requests must be pre-approved by the Dean of the faculty member's college. Any release time request over 25% must be approved by the Vice President for Academic Affairs.
Salaries
Typically, the salary section of the budget should include the names and titles of all personnel who will be working on the project, the percentage of time each will devote to the project, and the salary or percentage of salary requested.
Summer Salary
Summer pay is for work performed during the summer. Summer salary is permitted for the principle investigator, project director, or appropriate staff member if allowed by the funding agency. The grant or contract must also cover the related fringe benefits and indirect costs. Summer grant activity is not included in the academic add pay.
Stipends
Stipends are paid to participants of a program, workshop, or approved grant activity. A stipend will be paid to all participants including Cameron University employees that attend the program with the sole intent and purpose of being a student. There is no designated limit on the stipend amount.
Fringe benefits should not be calculated for stipends and they should not be included in the indirect cost calculations if Cameron University's negotiated indirect cost rate is used. If the negotiated rate is not used, stipends should be included in any other indirect cost rate calculation based on a percentage of direct costs.
Exceptions
Presenters can not receive stipends.
Grant Writing Links
The Art of Grantsmanship
The Foundation Center Short Course in Proposal Writing (Part 1)
The Foundation Center Short Course in Proposal Writing (Part 2)
Getting and Managing a Construction Grant
National Science Foundation Guide for Proposal Writing
Non-Profit Guides: Grant Writing Tools for Non-Profit Organizations
Plain Language
U.S. Department of Education Tutorial, "Grantmaking at ED"
The Grantsmanship Center Magazine
