West Chester University
Filano Hall, Room 205
West Chester, PA 19383
It is essential that the roles of the Office of Sponsored Research and the WCU Foundation Office are carefully coordinated. The development of healthy relationships between the university and private funding agencies relies on effective coordination between the two offices and the avoidance of competing proposals to the same agency. To this end, we have defined sponsored projects, the respective roles of the two offices, and a procedure for handling sponsored research proposals. If followed, the procedure described at the end of this document should eliminate any conflict of intent on the part of the two offices.
Sponsored Projects are established when funds are awarded to the University by external sources in support of research, instruction, training, or service under an agreement that includes any one of the following criteria:
Office of Sponsored Research. In the pre-award stage of the grant process, the researcher is developing a proposal to submit to a sponsor for funding consideration. The OSR encompasses all aspects of pre-award administration, including sponsor identification, proposal preparation, proposal review, proposal submission, pre-award negotiation, human subjects and animal welfare review, verification of any cost sharing or matching requirements, patent negotiation, and university approval and authorization of proposals. Specifically, the OSR will:
The OSR does handle other responsibilities pertaining to the grant after the award is made. They include the following duties:
The Foundation is responsible for privately funded endowment, scholarship and other general University projects. It often requests funding from foundations for University projects and it solicits support from private benefactors. The WCU Foundation also works with the OSR when applications for sponsored projects are submitted to agencies responsible for the distribution of private funds. It is essential that the WCU Foundation be approached when seeking funding from private sources. They are responsible for coordinating submissions to such agencies from all constituencies at the University and only they can clear a proposal for submission to private sponsors. Such coordination is vital to the development of good relationships between private sources and the University. Specific duties of this office include the following:
Therefore, the signatures required on a full proposal submitted to a private agency include:
Associate Vice President
Director, Restricted Funds
Vice President for Advancement (or designee)
Provost and Vice President for Academic Affairs
Signatures should be obtained in the order listed. Once the principal investigator obtains the signature of the Faculty Dean, the OSR can obtain all remaining signatures for the principal investigator, and will coordinate the submission of the proposal to the agency with the WCU Foundation.
Obtain clearance from the WCU Foundation, to approach Corporate and foundations for research related projects.
Prepare and submit Letter of Intent, if necessary, with assistance from the WCU Foundation.
Prepare proposal with assistance from OSR and the WCU Foundation.
Complete WCU Grant/Contract Cover Sheet for all Public and Private Sponsors, providing all requested information.
Obtain approvals of Human Subjects, Animal Research, and/or Hazardous Substances Committees if necessary.
Submit complete proposal with all supporting documentation (including Presidential cover letter) and the Cover Sheet to OSR.
Obtain all remaining required approvals on WCU Grant/Contract Cover Sheet for all Public and Private Sponsors:
Copy and submit proposal to foundation, etc.
Review advance requests for Foundation clearance. Notify both the Principal Investigator and the OSR with decision. Or, the Foundation can notify the OSR and they will notify the Principal Investigator. This entire exchange can be conducted via email.
Assist Principal Investigator with Letter of Intent if necessary and other forms of assistance.
Upon receipt from the OSR, review completed Grant/Contract Cover Sheet and proposal prior to submission to agency. Clear (or not clear) proposal for submission to agency and return to OSR.