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    Your Grant To-Do List

    Over the Course of the Typical Calendar Year

    In addition to the other tasks associated with managing your grant (particularly overseeing the grant spending and submitting annual narrative reports to the funder), the following tasks need to be completed over the course of a calendar year. (For several of these tasks, you will receive email prompts from the Director of Faculty Research Support.)

    Immediately:

    • Be aware of our Scholarly Misconduct policies and procedures: Upon applying for and/or being notified of external research funding, faculty should read and be familiar with the College’s Scholarly Misconduct policy and procedures
    • If your grant is from the National Science Foundation, be aware of the College's procedures in regards to NSF's Sexual Harassment Term and Condition, effective for grants awarded after Oct. 21, 2018.
    • Be prepared for Effort Certification: During periods when you are being paid by a grant (typically during the summer), keep general records of your time on the grant and time on other institutional activities so that documentation exists when it is time to certify your effort on the project.
    • Anticipate your spending. If you plan to spend more than $3K with one vendor, be sure to review the Procurement Guidelines for Purchases Made with Federal Funding prior to making any purchases.

    January – Conflict of Interest Documentation

    Background: The College's Code of Ethical Conduct and Conflict of Interest Policy and the College's policy on Financial Conflict of Interest in Research Funded by Federal Agencies

    February – Effort Certification Documentation

    • If you received any grant salary for the previous June to December time period, you will receive a completed Effort Certification Form for Summer and Fall by January 31st.
    • Review it, sign it if correct and return it by Feb. 28th

    Background: Effort Certification Procedures

    April - Documentation for Student Summer Research Assistants

    • In late March or early April you will receive an email from Emily Chan with information on setting up summer research stipends as well as other research-related information (eg. summer housing scholarships). Please complete a form for each researcher.
    • If your grant is federal funding, forward your students the instructions to complete Responsible Conduct of Research Training
    • Please "cc" Tess on these communications with your students so that she can track completion of the RCR training

    May – Documentation for Summer Salary

    • If expecting summer salary, send Tess an update on the dates that you plan to work on your grant (and the percent of effort during that time)
    • Tess will send you a Faculty Grant Salary Form based on this information; review it, sign it if correct and return it to Tess

    May – Documentation for Excluded Party Searches

    • Prior to any significant spending, prepare a list of your most used vendors, and provide to the person responsible for conducting your grant's "Excluded Party" searches (as discussed in your post-award meeting)

    Background: Debarment Statement and Instructions

    July – Effort Certification Documentation

    • If you received any grant salary for the previous January to May time period, you will receive a completed Effort Certification Form for Spring by June 30th
    • Review it, sign it if correct and return it by July 31st

    Background: Effort Certification Procedures

    August–  Documentation for Academic Year Salary 

    • If expecting academic year, leave of absence or sabbatical salary from a grant during the coming academic year, work with Tess to determine when grant salary should be issued
    • Tess will send you a Faculty Grant Salary Form based on this information; review it, sign it if correct and return it to Tess