Proposal Submission Requirements

Ashland University encourages faculty members (individually or in groups) to seek support from outside funders for research that contributes to new knowledge and for funding opportunities that further other University strategic objectives. Some of the services provided by the University Grants and Foundation Relations Office (the Grants Office) include:

  • Grants research, opportunity assessments, and strategy development

  • Proposal development and submission

  • Record maintenance and archiving of all Grants submitted by the University

  • Assessment and storage of award decisions

  • Stewardship (given the grant is awarded to us)

The following policies are written in reference to some of the services provided by the Grants Office, including:

  • Acting as the Authorized Office to solely submit grant proposals on behalf of Ashland University

  • Providing a clear Point of Contact for funding agencies

  • Gaining approval for use of University resources proposed in grant applications

Authorized Office to Submit Grant Proposals on Behalf of Ashland University

The Director of University Grants and Foundation Relations is the Authorized Organizational Representative (AOR) and Signing Official (SO) for all proposals, grants, and related contracts and subcontracts. Outside of the President and Provost, the Grants Office is the only authorized office that can legally bind Ashland University for proposal submissions and related sponsored agreements.

Certain legal and ethical obligations are stated or implied in these documents of agreement; the University as a whole is responsible for the proper performance of the stated work and for fiscal management of the funds received from the sponsor. The Grants Office is the official designated office of the University with the authority to submit proposals and accept subsequent awards on behalf of the University. Therefore, only the University Grants and Foundation Relations Office can accept or apply for a grant from an outside sponsoring agency.

This requirement is necessary to ensure that all research and other externally funded projects conducted by University employees comply with relevant federal, state, and University policies and stipulations, including but not limited to the following:

  • Appropriateness and alignment with University objectives

  • Conflicts of interest

  • Liability, insurance and indemnification issues

  • Protection of Intellectual Property

  • Compliance with IRS regulations

  • Personnel policies; including equal opportunity, nondiscrimination, and proper compensation for employees

  • Proper reporting of research activity to various agencies

  • Protection of human subjects, animals, and the environment

  • Recovery of direct and indirect costs

  • Use of University equipment, facilities, and personnel resources

  • Adherence to stewardship requirements and other conditions specified in the award document.

In order to actively encourage research development and networking, the above policy does not apply to concept papers or “white papers” used to facilitate the development of a proposal or fellowship applications. However, Principal Investigators are asked to send a copy of pre-proposal documents to assist the University Grants and Foundation Relations Office so that they can begin preparations for the formal submission when relevant. These pre-proposal items must be routed through the Grants Office prior to submission if they require institutional approval or contain a detailed budget. In all cases, University Grants and Foundation Relations should always be contacted at the point in time when the funding agency requests a formal, official proposal with a commitment of resources from the University.

The Grants Office requires lead-time to review and endorse proposals. At least twenty working days prior to the funder’s deadline is the minimum suggested lead-time for proposal submissions. Inadequate processing time does not allow for proper review of the proposal and may jeopardize the on-time submission of the proposal. A proposal will not be submitted unless it is complete, meaning that all necessary approvals have been obtained and the content developed is an accurate and appropriate representation of the University. Upon notification of a formal grant application request, University Grants and Foundation Relations may require any members party to the scope of the project to provide a declaration disclosing all federal grants for which they are performing duties or receiving funding. The Grants Office holds the option to administratively cease the pursuit of any grant proposal or withdraw a proposal not endorsed by the Grants Office. University Grants and Foundation Relations ensures that the University does not exceed limited submission guidelines from funders in the pursuit of a grant opportunity. Submitting too many proposals, whether knowingly or unknowingly, may result in the automatic rejection of all proposals from Ashland University. UGSP centralizes the limited submission process in order to ease the application process for interested candidates and to ensure that submission restrictions are met.

Point of Contact with Funding Agencies

All sponsored research programs, grants and contracts, regardless of sponsor, are processed through University Grants and Foundation Relations. The Grants Office acts as liaison with state and federal agencies which sponsor research and other funded initiatives. It also works with Institutional Advancement Office to ensure that research proposals to and funding agreements with foundations and corporations are executed according to University development objectives.

Use of Ashland University Resources

In order to ensure that the University is properly reimbursed for indirect costs associated with certain grants, grants pursued by Ashland University faculty and staff must be authorized and administered by the University Grants and Foundation Relations Office. Facilities, equipment, personnel, or other resources of Ashland University may not be used in the performance of a grant that is not administered and controlled by the University without exclusive permission from the Grants Office (pending approvals gained from necessary authorities that may include Treasury Services, Deans, Vice Presidents, the Provost, or other University officials as dictated by the type of grant proposed). All employees proposing the use of University resources must first submit their proposals for support through the Grants Office prior to submission to an outside agency for review and approval. Policies pertaining to the allocation of indirect costs awarded as a result of a successful grant application apply. Additionally, at the Grants Office’s discretion, printing and shipping costs associated with the submission of a grant application may be the responsibility of the department seeking funds. Awards made to Ashland University specifying future performance conditions and utilizing University resources must be coordinated through the Grants Office and signed by a University signature authority, as determined by University Grants and Foundation Relations. Proposals for gifts or donations without future conditions or requirements will be handled through University Grants and Foundation Relations and Institutional Advancement in accordance with their procedures.