Proposals & Awards
Review the processes and resources associated with proposals and awards.
Proposals & Awards
Proposals which may result in an award to the university must be submitted through the Office of Research and Sponsored Programs. Proposals that will result in an award directly to an individual faculty member need not be submitted through USD, but faculty should be aware of any potential conflict of interest with respect to their employment by the SD Board of Regents. Grant specialists will assist PIs in prospecting for funding opportunities, providing templates and assistance in budget development, and spot checking for RFP compliance.
Our office will also assist with external review of proposals that have significant university-wide or programmatic impact if requests are made sufficiently early. Sponsored programs will work with the PI to ensure compliance with university and BOR policies, determine the interested parties through whom the proposal must be routed for approval, and initiate and monitor progress through the electronic routing process. ORSP will submit the fully approved proposal to the relevant funding agency as well as coordinate acceptance of awards, review of award terms and conditions, submission of required award amendments, and preparation of subaward documents. Required award amendments and documents for subawards will be jointly prepared by the PI and ORSP.
Resources & Information
Funding for research and creative work comes from external sources (government agencies, foundations, private corporate partners) as well as focused internal programs. Whatever the source, the competition for financial project support is clear. The ORSP provides assistance and consultation to support faculty and student researchers and scholars in their efforts to gain a competitive edge. Sponsored programs staff members manage a rapidly growing number of funding applications from USD, submitting hundreds of proposals each year.
Useful Reference Information:
Official Name and Address: University of South Dakota, 414 E. Clark St., Vermillion, SD 57069-2390
Cognizant Agency: U.S. Department of Health and Human Services
DUNS #: 929930808
Congressional District: SD-000
Animal Welfare Assurance Number: A3207-01
IRB Federal-Wide Assurance Number: FWA00002421
Authorized Organizational Representative: Daniel Engebretson, Vice President of Research & Sponsored Programs
FiscalPoint of Contact: Janet Koehn, Grants Accounting Manager
Administrative Point of Contact: Melinda Robinson, Director Sponsored Programs and Gina O’Connor and Cindy Brodsky, Grant Specialists
Contact ORSP for assistance with:
- Obtaining signatures for awards and contracts
- Subaward processing
- Collaboration agreements/ letters of support
- Initiating transfers/relinquishment
- Information about facilities & administration costs
- Locating USD faculty with specific expertise as potential project partners
- General information requests
The grant specialists can help you process and submit your proposal. All proposals must be processed through ORSP to ensure that all federal, state and USD policies are being considered. Our team will review your proposal and budget not only for compliance with rules and regulations, but we will also help answer questions regarding conformance with agency guidelines. We do ask to be contacted at least five business days prior to agency submission to ensure time for routing and approval.
ORSP Process for Proposals
- Contact ORSP to notify staff of the intent to apply. Include the agency name and opportunity number of the proposal.
- Create a Cayuse SP proposal record, which includes filling out the compliance questions and budget. Cayuse SP is a system the Sponsored Program Office utilizes to track, record and gain approval for proposal submissions. You can find information on how to start a Cayuse SP proposal on the portal.
- Routing and approval occur electronically through Cayuse SP and must be complete prior to proposal submission.
- Submit to the agency.
- The authorized representative at USD is the person who can sign off on proposal submissions and granted awards. The authorized representative at USD is the vice president for research. An individual department or faculty member does not have the ability to submit proposals or accept awards without the authorized representative’s approval.
- If a granting agency requires a 501(c)(3) status for being eligible to apply, you can submit for this opportunity.
- The elements in a proposal that require extra time to process are subawards and costshare. Both items require extra signatures, budgets and budget justifications. Contact our office early if your proposal involves either of these two items.
- USD’s Office of Research provides proposal writing and editing through an external review company. If you are interested in receiving help for writing and editing your proposal, contact us.
When creating a budget for your proposal, it is important to include key items that an agency will be interested in having in the budget justification. Common elements include the following categories:
- Fringe benefits
- Capital expenditures
- Materials and supplies
- Participant support costs
- Indirect costs
- Other miscellaneous expenditures
Participant Support Costs
Participant support costs are costs that are paid to trainees or participants in a project. Participants cannot be USD employees. These costs can be paid to the trainees or on behalf of the trainees. The most common participant support costs include stipends, travel allowances and registration fees. These costs are in connection with meetings, conferences, or training projects.
Graduate Assistant Stipends & Tuition Remission
A graduate assistant will be input into the budget with their annual stipend and tuition remission. The annual stipend amount depends upon the different stipend levels set by each department. However, tuition remission is uniform across campus to be in conformance with the South Dakota Board of Regents policy. There are different tuition remission rates depending upon whether the Graduate assistant is in-state or out-of-state. Contact ORSP for these tuition remission rates.
Indirect costs are input into the budget for USD to recover facilities and administrative costs incurred by the university to support research. Different types of research will have different rates or percentages of indirect costs (called the F&A rate) to account for in the budget. On-campus rates are different than off-campus rates. These rates are federally negotiated with our cognizant agency, which is the U.S. Department of Health and Human Services. If the agency's indirect cost rate is less than the federally negotiated rates, we must have the agency’s indirect cost justification on file.
Costshare is the amount of the project borne by USD rather than the funding agency. Costshare is sometimes required by agencies for submission and most associated with proposals to the state and foundations. USD discourages voluntary costshare. Both mandatory and voluntary costshare must be carefully tracked. There is a difference between cash costshare and in-kind costshare, and both kinds are subject to audit. Cash costshare are any costs that run through USD’s Banner system. In-kind costshare are any costs that are not automatically tracked through the Banner system, such as donation of time, supplies or gas money.
The first step in rebudgeting is to verify the agency guidelines regarding prior approval. Agencies can sometimes have different percentages or dollar amount levels at which a prior approval is required. Once we have determined that prior approval is necessary, we will compare the original budget to actual costs already encumbered to create a new budget and budget justification. The last step will be to reach out to the agency, either via an online submission or through an email depending upon agency processes.
Our office will help process no-cost extensions. In order to submit a request to extend a currently active grant, please send ORSP@usd.edu the following: revised budget, budget justification, amount remaining in account and newly requested end date.
Awards must be processed through the Office of Research and Sponsored Programs, because they are awarded to the University of South Dakota. Our staff will review agency guidelines for accepting an award, work with faculty members on any necessary budget revisions, and formally accept the award if signatures are required.
- Send award to ORSP for review.
- ORSP will review and negotiate any terms and conditions as necessary.
- Our staff will work with the faculty member to review the budget to match award.
- Confirm that the faculty member is comfortable with all reporting requirements and scope of work to be completed under the award’s contractual arrangement.
- ORSP will ensure it is fully executed. The vice president for research is USD’s authorized official to sign.
- ORSP will send the fully executed award to Grants Accounting, who will setup the index and fund number to facilitate spending.
- ORSP will create and send out any subaward agreements, if applicable.
When an award is received, a faculty member will be working with both Sponsored Programs and Grants Accounting on different aspects of award management. Sponsored Programs will work with a faculty member to submit proposals, process awards and award amendments, process subawards and subaward amendments, no-cost extensions and re-budgeting. Grants Accounting will work with the faculty member with invoicing, subrecipient monitoring, accounting variances, time and effort reporting, cost share tracking, and financial reports. Grants Accounting can be reached at firstname.lastname@example.org or at 605-658-3647.
Departments & Facilities
The Office of Research and Sponsored Programs supports and expands competitive research and creative scholarship at USD. The office oversees USD's research function, assisting faculty and researchers, generating student opportunities, and establishing and administering policies governing the conduct of research and overseeing the management of research programs.