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- POLICY STATEMENT
- 3 Deadlines
- 4 Example of Deadlines
- 5 Violations
- 6 Handling Late Submissions
- 7 Exceptions/Emergency Situations
- 8 REASON FOR POLICY
- 9 PROCEDURES
- 10 FORMS/INSTRUCTIONS
- 11 APPENDICES
- 12 FREQUENTLY ASKED QUESTIONS
- 13 ADDITIONAL CONTACTS
- 14 DEFINITIONS
- 15 RESPONSIBILITIES
- 16 RELATED INFORMATION
- 17 HISTORY
DEPARTMENT ADMINISTRATIVE POLICY
Responsible University Officer:
Policy Owner: Hormel Institute Grants and Contracts Professional
Policy Contact: Elizabeth Fedie
This policy governs the proposals for all sponsored projects, including new, continuous, renewal and supplement applications. This policy and accompanying documents were created in an effort minimize late submission and allow ample opportunity to review and make any necessary corrections prior to submission. Overall this policy aims to provide the best possible service to our faculty, staff and Institute.
The design for this policy was modeled after the University of Minnesota Sponsored Projects Administration deadline guidelines, as well as the Department of Pediatrics and the Department of Epidemiology in the School of Public Health who have set strict guidelines for their department application preparation and submission processes.
Notice of Application
Individuals applying for sponsored funding must notify The Hormel Institute Grants and Contracts Professional at least one (1) month prior to the application deadline via the Grant Application Notification form. This form must include all necessary information required to complete the Proposal Routing Form (PRF) and budget, if necessary.
If individuals from other UMN departments are listed on the proposal, the applying individual is required to provide the Grants and Contracts Professional with the names and contact information for the other department’s department and college approvers at time of notice.
If an outside institution is listed on the proposal, the applying individual is required to provide the Grants and Contracts Professional with the outside institution’s Grant Administrator contact information at the time of notice.
Notice of Withdraw
If an individual decides they are no longer interested in applying for a certain funding opportunity they should notify the Grants and Contracts Professional as soon as possible.
The Hormel Institute
All completed application files and information are due to the Grants and Contracts Professional no less than eight (8) business days prior to the application deadline (or one (1) week prior to the SPA deadline).
Sponsored Projects Administration
All completed applications and fully executed Proposal Routing Forms (PRF) are due to the UMN Sponsored Projects Administration (SPA) no less than three (3) business days prior to the application deadline. SPA has a Proposal Deadline policy in place, see SPA Proposal Deadline Policy in the Appendices for more information.
Example of Deadlines
If the sponsor deadline is Friday, October 14th:
Notification is due September 14th
Notify the Grants and Contracts Professional by Tuesday, October 4th
Application due to SPA by Tuesday, October 11th
Violations to the deadline policy have been modeled after the University of Minnesota, Sponsored Projects Administration deadline policy and are as follows:
Email notification of violation will be sent to the applying individual and recorded.
Email notification of violation will be sent to the applying individual and the individual’s supervisor and recorded.
Email notification of violation will be sent to the applying individual, the individual’s supervisor, and Executive Leadership (see Additional Contacts) and recorded.
A third late violation will result in a discussion with the applying individual’s supervisor the Grants and Contracts Professional and Executive Leadership and may lead to more serious consequences as determined by The Hormel Institute Executive Leadership and Grants and Contracts Professional.
Handling Late Submissions
All proposals that meet the deadline will be processed first. All late submissions will be processed after on-time submissions are completed. Staff will do their best to submit late proposals but cannot guarantee that late proposals can be processed in time to meet a deadline. Late proposals allow less time to correct any errors or to handle system delays.
Any request for special exception must be directed by the Grants and Contracts Professional to Executive Leadership and will be evaluated on a case by case basis at the discretion of Executive Leadership.
Emergency situations do not include international travel, travel delays, limited access to internet, staffing shortages or failure of subrecipients to return documents/proposals or provide information.
The objective of this policy and accompanying procedures and forms is to establish appropriate procedures for the application for sponsored funding at The Hormel Institute. This policy is an effort to reduce administrative burden and to comply with The Hormel Institute, University of Minnesota and sponsored agency requirements, through the communication of policy roles and responsibilities and the setting of expectations across The Hormel Institute.
Grant Application Notification Form
There is no FAQ associated with this policy.
|Grants and Contracts Professional||Becky Earlemail@example.com|
|Chief of Staff||Elizabeth Fediefirstname.lastname@example.org|
|Interim Executive Director||Ann Bodeemail@example.com|
The Hormel Institute Director and Associate Director.
Grants and Contracts Professional
Individual(s) appointed by The Hormel Institute to oversee the sponsored project application and award process.
Proposal Routing Form (PRF)
The PRF is used to obtain internal approvals necessary to submit an application for external research or training support and to gather information for the institutional proposal and award databases.
Faculty and staff prepare the PRF using the EGMS Web site (Electronic Grants Management System).
Sponsored Projects Administration (SPA)
SPA is the University of Minnesota system-wide office authorized to submit research proposals and receive awards from external sources on behalf of the Board of Regents of the University of Minnesota. SPA is also the fiduciary for the U on grant-related matters.
Applying individuals are responsible for:
Making sure they notify the Grants and Contracts Professional one (1) month in advance of the application deadline using the Grant Application Notification form. As well as including information for other department and outside institution contacts
Providing all necessary information, including but not limited to application files, application information, subaward contacts and files, collaborator information and UMN collaborator department and college approvers to the Grants and Contracts Professional at minimum eight (8) days prior to the sponsor deadline.
Reviewing and approving the PRF and final application in a timely manner in order to make the SPA deadline of three (3) days prior to the sponsor deadline.
Providing necessary changes as requested by SPA upon review of the submitted proposal prior to the sponsor deadline.
Executive Leadership is responsible for:
Meeting with individuals who can’t abide by the sponsored projects deadline policy to determine necessary actions.
Evaluating exceptions to the Sponsored Projects Policy.
Grants and Contracts Professional
The Grants and Contracts Professional is responsible for:
Preparing, reviewing and submitting new, continuous, renewal and supplement applications. Sending the applications to SPA prior to the SPA and sponsor deadline and making any necessary changes as requested by SPA.
Sponsored Projects Administration (SPA)
The UMN SPA is responsible for:
Logging proposals it into the proposal database. Assigning a proposal number with an internal review sheet. Checking the proposal and the PRF for proper signatures and for sufficient number of copies. Checking PI eligibility and forwarding proposals to a grant administrator for review.
There is no Related Information with this policy.
December 2016 – New Policy