Managing a grant
After receiving the award
It is such a delight to receive the news that your grant application has been successful and the monies have been awarded. In fact, however, the real work then begins. The agency that funded the proposal expects the activities to be completed as promised, and how well that is done will set the stage for any future awards. Accomplished faculty members check out what to do once the money is awarded before they submit the application, and will be ready to get to work quickly.
Specific process to follow
Each campus has a procedure for handling any monies coming to campus, including purchasing of materials or equipment, payment of stipends or salaries, or allocating funds for any other purpose such as travel or release time. Know the process ahead of time, and leave time to set up the necessary paperwork, contracts, tracking numbers, purchase order processes, etc. to streamline implementation of the grant activities. In some cases this is handled by a foundation, in others by the Office of Research, still other campuses may use departmental accounting procedures. There must be a designated person to administer and track expenses and activities, and taking the time to set the process up properly makes the difference between a successful project and one that fails to meet promised goals. Check with your campus and the granting agency to be certain all procedures are being followed correctly.
Keep deliverables on track
One of the ways a granting agency holds recipients accountable is through the promised deliverables. Interim reports may be required at regular intervals, and if so get them in on time. There may be a promised paper or presentation of findings, if that is the case be certain that proposals to conferences or publications are turned in on time. By responding as promised, an agency will be comfortable that their resources are being used in a responsible and effective manner. Follow through in a timely manner is characterstic of accomplished faculty members.
Establish a track record
Part of the reason for beginning with small local awards is to establish a record as a dependable, effective researcher who follows through on promises. There will be many challenges to completing the promised activities. Expect those challenges and negotiate around them to fulfill the goals of the project, and you will begin to develop a reputation as a reliable researcher who is worthy of further funding. Let the challenges delay or derail your project, and it will be more difficult to find funding in the future. New faculty members are in a critical timeframe during the first few years as researchers, as they establish themselves in the academic field as either productive contributors to the larger conversation or individuals with poor follow through.
Tips on Managing Grant Monies
Managing a Grant Award
Office of Grants & Contracts Accounting, Teachers College, Columbia University
This comprehensive site outlines the process for obtaining authorization to fund, how to charge expenses to a grant, monitoring expenses, reporting to sponsors, time and effort reporting, and more.
Faculty Research Grant: Next Steps
Minnesota State University, Mankato
This Prezi presentation outlines steps that need to be taken after receiving a research grant at Minnesota State.
Extramural Fund Management
Office of Research Administration, University of California Los Angeles
This site has links to policies and procedures, effort reporting systems, forms and templates, and frequently asked questions for managing funds at UCLA.
Office of Research and Sponsored Programs
California State University Los Angeles
This comprehensive site contains links about every step in the grant proposal process from applying, through managing, and ethical responsibilities of researchers. It outlines specific expectations of a principal investigator.
Division of Research Affairs
Graduate and Research Affairs, San Diego State University
This site offers guidance to faculty and students about integrity / regulatory compliance, support and development, intellectual property development, along with schedules for seminars that cover highlights.
