What are you excited about?
What will change if you are funded?
Can you apply your research skills to timely topics that funders want to support?
How is it innovative or potentially transformative?
How will it advance knowledge and move the field forward?
Are you viewed as an active part of the conversation in your discipline?
Are you proposing to do more than a simple extension of current work?
As soon as you start thinking about applying for external funding, contact the Foundation, Government and Faculty Grants (FGFG) Office through this online form.
FGFG staff can support you by:
- Setting-up a meeting/conducting a funder search
The FGFG Office can assist faculty in using online resources to research funding opportunities or conduct a detailed search after a discussion with faculty about their research.
- Sharing grant writing tips
- Have you written a one-page summary to share with a program officer?
- Have you conducted a literature review?
- Have you reviewed abstracts of previously funded projects?
- Suggesting a proposal timeline
- Acting as a liaison with the funding source/program officer. If you would like to contact a grantor, please first talk with the FGFG Office to coordinate your approach. The College has numerous long-standing relationships that should be considered.
- Helping to prepare the budget
- Editing proposals - Reviewers might not all be in your field. The perspective of a lay reader can be useful!
- Vetting a proposal before submission to ensure it complies with sponsor and College requirements
- Ensuring that proposals are complete and submitted on time
If your application has any staffing impact (i.e., course release, stipends, etc.) or matching fund requirements you must discuss your plans with the FGFG Office as well as your Department Chair and the Provost’s Office as soon as you begin thinking about submission.
Fellowship applications that will be paid directly to a faculty member (rather than the institution) do not require budget or proposal approval prior to submission. However, given enough advance time, our office is available to help you with your proposal and budget, and happy to serve as lay readers. We would like to know about your fellowship submissions as we track pending fellowship applications internally and report awarded fellowships to the faculty and include them in our online award archives.
NSF proposals require a data management/sharing plan as part of the proposal process. A good starting point can be found at dmptool.org. The DMPTool provides detailed guidance and links to general and institutional resources and walks a researcher through the process of generating a comprehensive plan tailored to specific DMP requirements. For extra assistance with these requirements please contact R.C. Miessler, Systems Librarian or your librarian liaison.
- Setting-up a meeting/conducting a funder search
The most important piece of any submission is following the guidelines precisely. For all deadlines, you must allow enough time for the Proposal Processing Form to be endorsed. You cannot submit your proposal until this process is complete. Begin this process early!
The purpose of the Grant Proposal Processing Form is to ensure internal review of the proposal. The proposal must fit the mission of the College and comply with College policies and federal regulations.
Put your ideas and objectives to paper. Be sure to consider your audience and catch the reader's attention right at the beginning.
Work on your budget in advance of the deadline. We require a finalized budget at least 10 days prior to submission. Always include indirect costs, unless the sponsor doesn’t allow them. (Budget template coming soon). No research project carried out through the College exists independent of the College as a whole. Grants come to the College and not an individual because agencies recognize that a research grant requires the support of many areas of the College outside of the direct research (with the exception of some fellowships).
Indirect costs represent the expenses of doing business that are not readily identified with a particular grant, contract, project function or activity, but are necessary for the general operation of the organization and the conduct of activities it performs. The College negotiates the indirect cost rate with the federal government according to federal regulations. The College’s current indirect rate is 55% for on-campus projects and 24% for off-campus projects. At Gettysburg, the indirect rate is calculated as a percentage of salaries and wages (not including benefits) budgeted for the project. The College’s rate should be applied consistently to federal and non-federal sponsored projects unless the funder prohibits indirect cost recovery or specifies a lower rate.
All costs charged to grants must be reasonable, allocable, consistent, and allowable.
When calculating salaries to be included in a proposal budget, Principal Investigators (PI) should use the current academic year institutional base salary (IBS) as the starting point and estimate a 2% increase each year. This is an estimate only, as a faculty member’s actual salary is determined during the annual salary process and may differ from the budgeted amount. If the award is made and the actual salary exceeds the budgeted amount, the PI/PD may be allowed to cover the overage by moving grant funds from another budget line to the salary line. If the actual salary is less than the budgeted amount, the actual salary will be the basis for reimbursement.
Effective August 2017, if you anticipate applying for tenure or promotion to full professor during the life of the grant please contact FGFG for the appropriate budget step amount. First apply institutional percent increase amount for the faculty member, then add the step amount.
Fringe benefits consist of the institution’s contributions to an employee’s social security account, a retirement plan, health and dental insurance, unemployment compensation, worker’s compensation, life insurance and disability insurance. The benefit rate is applied to all benefit-eligible positions, regardless of whether the employee opts for coverage. Additionally, all proposals that include compensation for benefit-eligible positions must budget full support for benefits at the current fringe benefit rate. For 2018-2019 the fringe rate for full-time positions and academic year funding for faculty is 42%, and the fringe rate for summer salary for both faculty and students is 7.65%.
Institutional Base Salary (IBS)
Institutional Base Salary (IBS) is the annual compensation paid by Gettysburg College for a faculty member’s 9 month academic year appointment, whether that individual’s time is spent on teaching, advising, scholarship, or service. The IBS does not include bonuses or one-time payments. IBS is established by the College in an annual salary letter. At no point may charges to federal awards exceed the proportionate share of the IBS for that period (2 CFR 200.430). Thus, faculty may not receive academic year salary (extra service pay) unless they are on leave.
Summer Salary Policy
Grant budgets may provide for up to two months of extra work during the summer. Each month of summer salary is calculated at a rate of one-ninth of the current academic year's salary (for a maximum of 2/9 per summer).
Course Release and Buy-Out Procedure
Faculty members may request a course release in order to concentrate their efforts on grant-supported scholarship, in accordance with sponsor guidelines. The request must be made in writing to the Department Chair and the Provost’s Office and should also be communicated via the External Funding Proposal Processing form. The approval is made on condition that the release is properly budgeted for and will only be granted if an award is made.
Standard practice for calculating course release is through effort buyout based on a percentage of the faculty member’s salary. In effect, the grant “buys” the faculty member’s released time by paying for that portion of his/her salary. At Gettysburg, a course release represents 1/5 of a normal teaching load and may be calculated up to 1/5 (20%) of actual academic contract for a faculty PI. The maximum number of courses a faculty member may request release from teaching for the purpose of conducting sponsored scholarly work is one per academic year.
Sabbatical Leave Policy
The sabbatical leave policy provides for a leave of one semester at full salary or a leave for a full academic year at one-half salary. Faculty members scheduled for a full-year sabbatical at one-half salary during the period of a proposed grant budget may include leave salary in the budget. The faculty member should only request income during the leave up to the amount he/she would have been paid by the College.
Student Researcher Compensation Policy:
Gettysburg is committed to paying all our research students equitably while keeping in mind that the nature and requirements of conducting such projects often varies across disciplines. In some cases, students are assisting faculty with their research and, in other cases, students may be conducting their own research while being mentored by a faculty member. Working as a Student Researcher during the academic year may be different from working as one during the summer when there is more time to accomplish certain tasks. Finally, students differ in their experience and, thus, so do their skill sets as they progress through the four years. Gettysburg College has attempted to take all of these factors into consideration when devising the following pay scale.
During the academic year, student researchers will be paid an hourly rate of between $7.25--$8.50. This range reflects the possible differences in students’ skill sets, experience, and nature of the tasks the student may be required to perform. The specific rate of pay within this range will be determined by the faculty member with whom the student is working in consultation with his/her department. The exception to this would be if the external funding source requires student researchers to get paid at a specified rate.
Student researchers who are employed during the summer but who are not part of the College’s Summer Research Program, will be paid an hourly rate (generally between $8.50--$10.00), regardless of whether the funding comes from an external funding source e.g., NSF, or an internal one e.g., a departmental operating budget. Exceptions may be made in rare circumstances by contacting Human Resources, who will consult with Finance and the Provost’s Office as necessary. When the College is reviewing stipends vs. hourly wage, the nature of the research project must be considered. According to tax law, a student may be awarded a fixed-amount stipend only if the work is an independent research project with no services rendered to the College (i.e., the student is not assisting a faculty member on the faculty member’s project, but is working on the student's own project). Additionally, it should be noted that federal funds may not be used for stipends unless a specific training purpose is noted in the external funding proposal.
Those student researchers who have been selected by a faculty panel to participate in the College’s Division 3 Summer Research Program will receive an hourly wage of $10.00 (not to exceed $400 per week) throughout the duration of their particular program, which may run anywhere from 8-10 weeks.
Those students who have been selected by a faculty panel to participate in the College’s Division 1, 2, and IDS Summer Research Program will be compensated in the form of a $3,500 stipend, paid in five bi-weekly installments, over the course of the 10-week program.
If a student researcher is required to live on campus as part of their specific research position or by nature of the summer research program in which they are participating, a summer housing fee will not be charged to the student. If the student’s presence in a science lab is an integral part of the research experience and/or is warranted by specific job responsibilities (e.g., 24/7 responsibility for monitoring lab animals), the College will absorb these costs. In all other cases the department, program, or a grant (internal or external) will be required to assume the student researcher’s housing costs (please contact FGFG for the current rate).
Equipment must be purchased in accordance with Federal regulations. Computer purchases up to $5,000 are considered supplies and do not require the bid process.
Typical sub-award situations include arrangements in which two (or more) qualifying legal entities/institutions are working collaboratively on a grant project. Sub-award agreements are made in the form of a legally binding agreement, generated by the prime awardee, which is also referred to as the lead organization. If a Gettysburg Principal Investigator wishes to include a sub-award in his/her grant proposal, prior to submission, the Gettysburg PI must:
- Provide the FGFG Office with a statement from an authorized representative of the sub-recipient institution, indicating a commitment to perform the scope of work proposed, assuring the accuracy and reasonableness of the budget, and agreeing to enter into a formal sub-award if the proposal is funded.
- Provide the FGFG Office with a written scope of work to be completed by the sub-awardee, if the project is funded.
- Provide the FGFG Office with a detailed budget/budget narrative of the sub-awardee’s project that meets the requirements of the funder and Gettysburg College and a copy of the sub-awardee’s federally negotiated indirect cost rate.
- A copy of the most recent fiscal year’s completed Single Audit in accordance with Subpart F of the Uniform Guidance (if applicable), with an explanation for any findings.
Depending on the mechanism by which you are applying, the proposal would have to be submitted as one (as a subaward) or individually (as a Collaborative Research Proposal) but they are interdependent and you must work closely with the other institution so please leave extra lead-time for collaborative proposals.
For federal awards, voluntary committed cost sharing cannot be used as a factor during the merit review of applications or proposals, but may be considered if it is both in accordance with federal awarding agency regulations and specified in the notice of funding opportunity. If your proposal requires matching funds, please notify the FGFG Office and the Provost’s Office for consideration.
Gettysburg College requires all faculty and staff working on external funding to submit the Grant Proposal Processing Form at least ten working days prior to deadline. This must include a copy of the final budget.
The FGFG Office will provide your proposal with a final review when you are ready for submission and all approval signatures have been obtained. Depending on funder requirements, either the principal investigator (PI) or the Authorized Organizational Representative (housed in the FGFG Office) will submit the proposal. Be sure you read the guidelines carefully to know who should submit the proposal. FGFG is required to submit proposals that require institutional endorsement. Most proposals to government agencies and research proposals to foundations require institutional endorsement. FGFG will also assist faculty with proposals to other organizations that do not require institutional endorsement and are submitted by faculty as individuals (e.g., fellowships). If the FGFG Office should submit the proposal, you are welcome to set-up a time to submit together or you can forward your completed package to our office.
The FGFG Office can provide the College’s EIN and D-U-N-S Number if necessary.
You must turn in the Grant Proposal Processing Form even if the College Authorized Organizational Representative is not required for submission.