University Grant Matching Funds
The Office of the Vice President for Academic Affairs/Provost is committed to the cultivation and development of Sponsored Research Activities at WCU. In backing up her commitment, the VP for Academic Affairs/Provost has established a University Grant Matching Funds for externally-solicited grants to support continuing professional development opportunities of WCU faculty. The Associate Vice President (AVP) of OSR is the fund manager of the University Grant Matching Fund. It is important to note that the academic colleges and departments associated with a particular project may be willing to commit financial resources to externally funded project in their specific department or division. Although the OSR would like to grant the request for Matching Funds to each prospective investigator who seeks such support, it is relevant to note that the institutional resources are limited. Based on this fact, the University is of the belief that to maintain consistency, fairness, and transparency in our practices, it is prudent that it establishes policies and procedures that are available and accessible to the WCU community.
The WCU Procedures on Matching Funds
The following policy statements are aimed at assisting prospective investigators with the choices and decisions pertaining to their request for WCU Matching Funds to support their projects submitted to external agencies for funding:
Stephen Marvin, FHG Library, visiting the Pavilion of Tengwang in Nanchang, China with directors from the China Academy of Social Science and Jiangxi University Libraries
Principal Investigators (PIs) must first solicit funding from department chair or dean before submitting the request to OSR for the University Grant Matching Funds. PIs must obtain the signatures/approvals of their Department Chair(s) and Dean(s) on the WCU Grant/Contract Cover sheet before a request for matching funds can be made to OSR.
All requests must be submitted in writing to the attention of the AVP, 30 days prior to the submission deadline set by the external funding agency. Requests that violate this policy will not be considered.
PIs must supply the AVP with a working draft of the proposed project and budget, and a written justification documenting the matching funds being requested and an explanation of the need and specific use for the funds no later than 30 days prior to the submission deadline set by the funding agency.
The AVP reviews the request for the University Grant Matching Funds and makes the appropriate decisions within two working days. The AVP will e-mail the decision regarding the requested to the appropriate departmental chairperson and the PIs.
If a proposed project is funded and matching funds have been agreed to, the PIs receiving the matching funds must use them for the stated purpose on the WCU Grant/Contract Cover Sheet. Under no circumstances, unless approved by the AVP, can the funds be used for a purpose other than that which is stated in the original agreement.
In the event that the proposal for which matching funds were promised has been funded by the external funding agency, the AVP or his/her designee agree to transfer the pledged funds to the appropriate cost center or to approve the expenditure of the funds in a timely manner.
If the original grant proposal submitted to an external funding agency was not funded, the pledge of matching fund becomes null and void. However, if the investigator(s) decide to resubmit the same proposal to either the same funding agency or to a different funding agency, a new agreement to receive matching funds must be discussed with the department chair(s), academic dean(s), and then renegotiated with the AVP.
Matching funds will be decided on a case by case basis according to the policies and procedures outlined above. It is understood that a commitment for matching funds is in all cases associated with the original grant proposal documented on the WCU Grant/Contract Cover Sheet for that particular submission. It is further understood that the granting of institutional "Matching Funds" is contingent on the approval of the submitted external grants from the appropriate agency. It is further understood that the original pledged "Matching Funds" may be pro-rated to reflect the size of the actual awards requested from the external funding source(s).