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Office of Grants and Contracts

Contract and Grant Administration – Assistance is provided to faculty and staff affiliated with SIU School of Medicine in reviewing grants for submission to external agencies, and review of contracts for the support of research. The office is responsible for assuring that institutional policies are followed on grants and contracts. Questions regarding funding policy or grant information can be addressed to Pam Burk or Theresa Sandidge in the Office of the Associate Dean for Research and Faculty Affairs located at 801 N. Rutledge, 2nd Floor, Rooms 2081 and 2077. Hours are 8:00 a.m. to 4:30 p.m. Monday through Friday. Call Pam Burk at 545-8174 or email and Theresa Sandidge at 545-4549 or email

Required Budget Approval for Grant Submission

The ADRFA will require that a detailed budget and narrative justification be provided for all grant applications submitted for external funding. This budget should be prepared on the standard NIH budget form, with one form per year of requested funding - click here >

The detailed budget must delineate the following for each year of anticipated funding:

  1. All personnel who will be paid on the grant, including name, department, job title, total salary, % effort on the grant, percentage and amount of salary that will be charged to the grant.
  2. Fringe benefits that will be charged to the grant.
  3. Supplies and commodities, delineated in general terms, including small items of equipment (<$5,000).
  4. Anticipated animal procurement, duration of housing, and special care or equipment needs, in general terms.
  5. Travel, indicating persons or positions expected to travel and the estimated cost per trip.
  6. Equipment (items costing over $5,000), with justification.
  7. Anticipated use of core services (estimated hours or effort) (Research Imaging and Flow Cytometry, Research Services, Statistics & Research Consulting).
  8. Other costs (specify).
  9. Collaborative/consortium arrangements.

This budget and narrative justification must be provided to the ADRFA (Theresa Sandidge) no less than 2 weeks prior to the due date of the application. The final budget must be approved by the ADRFA before the grant is submitted.

The general expectation is that all personnel listed on the grant will be paid for on that grant. However, if other funds are available, this can be so stated, including the funding source. Allocation of salary to an account other than the grant can be made at the discretion of and is the responsibility of the Chair.

These procedures are necessary for four reasons:

  1. To allow documentation of effort and appropriate expenditure of external funding in the event of an audit.
  2. To determine whether the requested funding will realistically cover the cost of the proposed research, particularly with regard to modular budgets.
  3. To collect data relevant to applying for core support grants.
  4. To assure that the School is appropriately compensated for staff and faculty effort devoted to research.

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 system for proposal submissions. Check our guidelines page and get familiar with the system for submitting federal grant applications.'s home page has lots of helpful resources, including a FAQs page, a tutorial, a training demonstration on how to complete an application package, and a user 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. Searching is easy from campus or home. 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, or 618-453-4540.

ERA Commons

eRA (NIH Electronic Research Administration) systems provide applicants, grantees and federal staff the tools necessary for electronic processing of grants. Used by NIH, AHRQ, CDC, FDA, SAMHSA and the VA, the eRA Commons and IMPAC II systems support the full grant's life cycle from receipt to award to closeout. For the 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.