Office of Grants and Contracts
Office of the Associate Dean for Research and Faculty Affairs (ADRFA)
801 N Rutledge, 2nd floor
8:00 a.m.-4:30 p.m. Monday through Friday
Grant and Contract Administration
Staff provides assistance to SIU School of Medicine faculty and staff in reviewing grants for submission to external agencies and review of contracts for the support of research. This office is responsible for assuring that institutional polices are followed on grants, sub-awards, contracts, and external grant applications.
All applications for external funding submitted from SIUSM MUST be reviewed and approved before submission through the ADRFA Office.
Required Budget Approval for Grant Submission
A detailed budget and narrative justification must be provided for all grant applications for external funding for review and approval by the ADRFA Office:
- Must be submitted to ADRFA at least 2 weeks before grant application deadline via email@example.com. ADRFA must approve the final budget BEFORE the grant is submitted.
- Use the Excel Budget Template - using appropriate tab at bottom for length of grant.
- Use the Budget Submission Checklist.
The detailed budget must delineate the following for EACH year of anticipated funding:
- All personnel who will contribute to the grant* - include name, department, position title, academic base salary and FTE, percent effort on grant, fringes, and salary amount that will be charged to the grant.
*This includes both those who will be paid on the grant and those for whom cost-sharing will be requested. If cost sharing is requested, a waiver form indicating the funding source must be signed by the relevant Chair.
Total effort by any individual cannot exceed 100% FTE. Effort paid through cost sharing is considered to be part of the individual's total committed effort.
This information documents anticipated faculty and staff effort, chair approval and assures that requested salary funding has been correctly calculated.
- Supplies and commodities, including animal use costs, all delineated in general terms, include small items of equipment (< $5,000). For modular grants delineation is not necessary.
- Travel, indicating persons or positions expected to travel and the estimated cost per trip.
- Equipment (items costing over $5,000) with justification.
- Contractual Services - publications, external contractual services, etc.
- Consortium/Subcontract arrangements.
This submission policy enables ADRFA staff to provide detailed reviews, as well as facilitate with revisions, that might be necessary prior to submitting the proposal to the granting agency. As funding for grants becomes increasingly competitive, the ADRFA office strives to make every effort to ensure that all non-scientific details in research proposals are adequately addressed. SIU School of Medicine faculty/staff are also encouraged to meet with ADRFA staff at least one week before their proposal is due at the funding agency.
All federal funding agencies have converted to the Grants.gov system for proposal submissions. Check the guidelines page to get familiar with the system for submitting federal grant applications. The Grants.gov home page has helpful resources: FAQs page, tutorials, a training demonstration on completing an application package, and a user's guide.
Grant Forward - grant search database
The SIU Carbondale Office of the Vice Chancellor for Research subscribes to a grant search database that faculty, staff, and students can use to search for external funding opportunities. Grant Forward links users to more than 14,000 funding opportunities in the Arts, Education, Sciences, Engineering, Law, and many other fields. In addition to being able to set up alerts based on individualized criteria, Grant Forward infers and aggregates research interest from several sources, such as researcher's CV or publication history, and matches the profile with relevant funding opportunities. To register for Grant Forward go to the OSPA website and click on the Grant Forward link under Quick Links. For help or if you have questions, contact OSPA at firstname.lastname@example.org or 618-453-4540.
eRA (NIH Electronic Research Administration) systems provide applicants, grantees, and federal staff the tools necessary for electronic processing of grants. Used by NIH, AHRQ, CDEC, FDA, SAMHSA, and the VA, the eRA Commons and IMPAC II system support the full grant's life cycle from receipt to award to closeout. For purposes of exchanging research grants administration information, the NIH provides the “eRA Commons” and “Commons Login”. The eRA Commons is a virtual meeting place where NIH extramural grantee organizations, grantees, and the public can receive and transmit information about the administration of biomedical and behavioral research.