Managing External Grant Funding

Grants 101 offers a review of common terminology and definitions used in the grants process at DePaul.

Finding and securing external grant funding for projects is a collaborative process that involves multiple stakeholders, including researchers, external funders and agencies, grant managers, the Office of Research Services (ORS), Corporate and Foundation Relations in Advancement, Restricted Accounting, HR, Library Liaisons and others. Effective communication and clear delineation of roles are critical to the success of any research and creative activity.

• Refer to Who Does What? to review the steps involved in the grant processes and identify which office or individual is responsible for various process steps
• The Key Contacts List identifies the offices/departments who can help you with your grant at various stages in the grant process
• For your reference, an Organizational Chart illustrating the structures of the teams commonly involved in grant proposals and management is available

To foster a vibrant research community, DePaul encourages faculty and staff, regardless of their level of experience, to explore external grant funding opportunities for projects and programs. This may come in the form of a direct submission to a government agency or private funder, but can also be DePaul as a subaward, a subaward on a DePaul submission, or contract through a collaboration with another organization or university. 

Key internal partners: ORS Pre-Award and ORS Grant Writer, Corporate and Foundation Relations, College Dean’s Offices and Budget Managers

• Learn about DePaul's resources for Identifying Funding, including grant search sites like Grant Forward and ORS's list of selected opportunities.
• Access the Foundation Directory, which offers information on foundations, corporate giving programs and grantmaking charities. Grantmaker profiles include private and independent foundations, corporate foundations, U.S. federal funders, public charities and international foundations
• Grants to Individuals Portal provides details on funders that provide scholarships, fellowships, grants, and a wide range of financial support to individuals
• Leverage Research Development to build research and scholarship at DePaul
• Check out DePaul's Corporate and Foundation Relations Resource Website or the overview in this Faculty CFR 2-pager

Some funding sources have multiple step processes. An application or Letter of Inquiry may be required before a proposal is invited. Other funders are open to requests from any organization that meets their criteria during certain times of year. Reach out to ORS Pre-Award or Corporate and Foundation Relations if you need assistance determining the best way to reach out to a funder or agency, and work with internal partners to follow funder directions.

A proposal generally outlines the key objectives, methods and expected outcomes of your project, as well as a planned budget that accounts for all expenses associated with your project, such as equipment, supplies, travel and personnel costs. DePaul offers a range of resources and tools to guide you through the process and provide assistance.

For all external funding opportunities, begin by submitting the External Funding Request Form. ORS Pre-Award provides guidance and support to researchers throughout the proposal and budget development process. They can assist with assessing funding opportunities, reviewing proposals and ensuring that your proposal meets all of the necessary requirements. For philanthropic grants submitted, Corporate and Foundation Relations can assist in finding and assessing philanthropic funding opportunities, developing proposals and preparing submissions. ORS Pre-Award will also assist with budget development for philanthropic grant applications.

Key internal partners: ORS Pre-Award, Corporate and Foundation Relations, Budget Managers

• Flow chart of the Government Grants: Pre-Award Process
• Flow chart of the Philanthropic Grants: Pre-Award Process
• Learn about the Proposal Development, Review and Approval process 
• Review a Sample LOI Outline 
• Complete a External Funding Request Form for all funding requests

After an award has been announced, completing the grant agreement may require Office of the General Counsel review and collecting approvals from university signatories. Office of Research Services will manage this process for government awards, contracts and sub-awards. Corporate and Foundation Relations will manage this process for philanthropic awards.

Grant fund set-up is managed by Office of Research Services Post-Award and Restricted Accounting after grant documentation is completed. Budget revisions may be required if the amount awarded does not match the requested amount. A Notice of Grant Award (NOGA) will be sent to you when your grant fund is set up and available in BlueSky. 

Key internal partners: ORS Pre-Award, Corporate and Foundation Relations, ORS Award Management and Restricted Accounting

• Learn about the Grant Award Set Up Process
• Notice of Grant Award and how to locate your grant financial segments 
• The External Award Management Guide with step by step instructions for managing your award 
• Links to all mandatory Grants Management Training
• A quick reference for who does what on Federal Subawards
• Learn how to sign-up for additional training programs like CITI Training and AALAS Learning Library and IRB Information and Training

Several teams at DePaul provide support to help you effectively navigate the award management process. If you need assistance with any of these processes, please use the Key Contacts document.  

Key internal partners: ORS Award Management, HR, Restricted Accounting, Financial Services, Corporate and Foundation Relations, Budget Managers

• Learn how Grant Accounting is set up and managed
• How Coding ProCard and Reimbursement Expense Reports to a Grant
• The ORS Guidelines for PI Grant Reports
• Office of Research Service's External Award Management Guide
• Learn how to Move Staff or Faculty off a Grant and on to Another Grant
• How to See What Has Been Spent in Your Grant Account/Budget
• How to Purchase Items and/or Supplies For a Grant Project
• Create a Reimbursement for an Expense on a Grant
• Learn how to Hire Personnel on a Grant Project
• Assign a New Principle Investigator (PI) to a Grant
• Learn how to create a Grant Journal Entry
• An individual Compensation Plan (ICP) is a one-time or recurring payment for faculty, staff and other student employees. Learn more about  ICP Options Guide
• HCM Department Manager User Guide
• The Manager Self-Service Workflow Document
• Gain an understanding about cost sharing and various Cost Sharing Guidelines at DePaul
• How to do a Budget Modifcation/Reallocation

Technology plays a critical role in advancing research and creative activities. Our technology support services are designed to help researchers leverage the latest tools and platforms to enhance their work and achieve their goals. From data analysis and visualization to high-performance computing and specialized software, our team is here to provide you with the resources and expertise you need to succeed in your research and creative activities.

Key internal partners: IS

• Are you new to DePaul and have technology questions? Start Here!
• Software To Assist With Your Research are available to download to your DePaul-owned computer for free. 
• LinkedIn Learning provides tutorials on a wide range of subjects and is available free for DePaul Faculty and Staff.
• Need access to specialty software, like ArcGIS, Esri, PyMOL, or Morningstar Direct? Find them available on computers in these Lab and Classroom Locations.
• Need To Requisition Tools, Servers or Cloud Based Services from IS for your research? Please fill out this Form.
• Need to collaborate with others on your research by creating forms or housing documents? Find Available Collaboration Resources Here.
• Getting Started With Tableau

DePaul offers comprehensive training programs designed to equip researchers with the skills and knowledge they need to succeed in their research and creative activities, from grant writing and project management to data analysis and communication.

Key internal partners: Office of Research Services, IS, Financial Affairs, Corporate and Foundation Relations

• Learn more about the trainings available from the Office of Rearch Services.
• A complete listing of Financial Services Grant Trainings related Knowledge Base articles that can be used to assist in the management of grants within BlueSky

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