Office of Grants and Contracts
Office of the Associate Dean for Research (ADR)
801 N Rutledge, 2nd floor
8:00 a.m.-4:30 p.m. Monday through Friday
The Office of Grants and Contracts assists in the preparation and review of grant applications that SIU School of Medicine faculty and staff submit to external agencies. The office also assists in the review of contracts that support research. The office assures that institutional polices are followed on external grant applications, sub-awards and contracts.
All applications for external funding submitted from SIUSM MUST be reviewed and approved before submission through the ADR Office. If a Waiver Request for Voluntary Cost Sharing form is required, the budget must be approved by ADR staff BEFORE the Waiver is completed and submitted.
All external grant applications and subcontracts/consortiums require ADR Office review and approval prior to submission. To allow sufficient time for application review and for possible revisions, the Office of Grants and Contracts set the following due dates:
- The grant budget, justification narrative, funding agency guidelines, and Application Certification for External Funding are due 2 weeks in advance of the application due date. If applicable, a Waiver Request for Voluntary Cost Sharing will be required before ADR budget approval.
- Finalized and completed applications are due 3 business days before the application due date. For example, applications due on Tuesday must be submitted to the Office of Grants and Contracts at email@example.com on the preceding Thursday by 8:00 a.m.
As funding for grants becomes increasingly competitive, the Office of Grants and Contracts strives to assure that all non-scientific details in research proposals are adequately addressed. SIU School of Medicine faculty/staff are encouraged to schedule an initial meeting with the Grants and Contracts Office to review proposal guidelines, identify necessary components, and outline required information. All questions and grant-related correspondence should be sent to firstname.lastname@example.org.
Resources for Grant Submission
To help guide you and your team through the grant submission process, the following will provide helpful information and resources:
- Application Submission Checklist
- Application Certification for External Funding: Revised 9/20/16
- Excel Budget Templates for varied # of years: Revised 3/7/17
- Instructions for updating COI
- Waiver Request for Voluntary Cost Sharing (Instructions and Annotated Form): Revised 9/16/16
- Revised Waiver Request for Voluntary Cost Sharing (Blank Form): Revised 1/27/17
- Subrecipient Commitment Form (for subaward, consortium, subcontract, etc.)
Please note that the "Application Certification for External Funding" document replaces the former "goldenrod." Once this form is completed, the signed document can be scanned and emailed to email@example.com. This document must be submitted with budget documents two weeks in advance of the application deadline.
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.
Rigor and Reproducibility
Scientific rigor and reproducibility is given significant consideration in the process of scoring a grant application. Rigor and reproducibility exemplifies and promotes the highest level of scientific integrity, public accountability, and social responsibility in the conduct of science, which is key to successful application of knowledge toward improving outcomes. Grant application development requires equal, if not greater consideration to rigor and reproducibility. Please review the most current NIH Rigor and Reproducibility requirements.
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.