Sponsored Programs
The Office of Research and Sponsored Programs at Cal Poly Pomona assists faculty and staff to obtain externally funded research support. The office is a central source of information on major government agencies, foundations, and corporations which support research. The staff is focused on helping faculty and staff on campus to seek and administer both internal and external funding for research, scholarship and creative activities and public service related efforts. The goal is to help grow the research and scholarly capacity of the institution to support the creation of opportunities for students for hands-on learning experience consistent with the institutional education philosophy of "Learning-by-Doing" thereby better preparing Cal Poly graduates for the knowledge based economy. It is accomplished through a collaborative effort by faculty, staff, students and the research centers on campus.
Pre-Award Services
- Educational workshops on various topics related to external funding
- Match faculty interests with funding opportunities
- Guide faculty and staff on proposal development and grant writing
- Guide faculty and staff on budget preparations for proposals
- Help faculty in proposal review and approval and final submission to sponsors
- Review proposals to assure that they are in compliance with Federal and University policies
- Review budgets to assure that they are compliant with Federal and University policies
- Assemble all required certification and assurance forms; assemble final proposal, and submit
- Cayuse 424 (Electronic Proposal Submission)
- Negotiate contracts with funding agencies
- Post-award administration guidance in collaboration with the Office of Grants & Contracts at the Cal Poly Pomona Foundation, Inc.
- Facilitate compliance with funding agencies' requirements and Cal Poly policies
Contact the office as soon as you know that you will be submitting a proposal. Please use our Intent to Submit Form.
ORSP requests that all proposals be submitted through CAYUSE at least five (5) working days prior to an agency deadline. The proposal should be full, complete, and approved by all appropriate parties. The primary reasons for requesting five working days to review are:
- To assist the Principal Investigator (PI) in creating and submitting a proposal that is within sponsor guidelines including: assistance with an appropriate and accurate budget, assistance with format to ensure that the proposal is complete.
- Since the proposal document is submitted and the award is made to the University, not to the PI, ORSP has the legal and fiduciary responsibility to ensure that all University, sponsor, State and Federal regulations, laws, and policies are met.
- Because the actual proposal development process can take days, weeks, and even months, we recommend that the PI contact the ORSP very early in the proposal process, so the administrator can help facilitate the overall process.
- The PI is responsible for the coordination and preparation, management, and technical reporting of all proposal and submission materials. Although the institution signs sponsored agreements and is legally responsible to the sponsor, it is the PI that is responsible for the proper fiscal management and conduct of the project and for compliance with all terms and conditions of a sponsored agreement, for efficiently and effectively managing project funds within approved budgets, and for completing the project in a diligent and professional manner. This includes all compliance and contractual terms and conditions. PIs should remember that once all approvers have approved a proposal, that proposal must then be officially submitted to ORSP by the PI
- Responsibilities of Dean and Department
- Projects are conducted as a department or college function. The Chair and Dean acknowledge their approval and the use of university personnel, facilities, and students by approving a proposal
- Authorized organizational representative
- The CPP Foundation, The Provost and the Chief Financial Officer
- NOTE: If a project is over expended or if expenditures are disallowed, the department or college is expected to cover this cost
For proposals in which CPP is the lead organization and is subcontracting with another organization, ORSP needs to approve a project narrative and budget for the subcontractor. A subrecipient form by the organization's Authorized Organizational Representative must be included, along with a copy of the organization's negotiated F&A cost rate, if available.
For a revised budget that needs authorized organizational representative signatures, ORSP needs a copy of the new budget and any other materials being submitted to the agency. If any changes have been made to the project narrative, a copy of the new narrative should be supplied as well.
If the sponsor limits or does not allow F&A costs, the investigator must provide to ORSP, with the proposal, a copy of the sponsor guideline stating the F&A cost policy. ORSP will accept this limitation if it is a standard policy applied across all applicants for the sponsor or the sponsor’s specific program.
Any University cost-share commitments should be indicated on the Proposal/Award Cost Share form, and the form should indicate a valid account number (with sufficient funds) and be signed by the account manager and the next level supervisor. Keep in mind that cost sharing equipment/space includes ONLY equipment/space that would normally be charged a fee for its use can be used for cost sharing in a grant.
ORSP encourages investigators to include a reasonable increase in all budget categories to account for inflation in subsequent budget years. Typical increases for salaries and fringe benefits are 1-3% per year, and for tuition 5-10% per year.
ORSP asks that the faculty and staff fringe rates be estimated based on the actual fringe rate. Please contact your college Budget Analyst or contact ORSP for these rates.
Be sure to include shipping costs in the budget proposal. If you don't, the purchasing process may be delayed for lack of a budget for shipping.
No. The equipment, supplies, etc. is property of the institution. The institution received the grant; you as the Principal Investigator, conducted the grant.