Grants and Sponsored Projects: Policy & Procedures
Grants are funds or other forms of support provided by federal, state, and private agencies in support of research or other endeavors. Preparing a grant application is frequently complex and normally requires input or commitments from Castleton University or Vermont State Colleges System staff and administration. The VSCS Office of Sponsored Projects maintains a number of different resources that can guide you through the process of applying for, setting up, and managing a grant award. Check out the following guides and information:
This step-by-step guide provides an overview of grant processes within the Vermont State Colleges System. If you have never submitted a grant before or need a refresher, this is an excellent place to start.
Submitting and managing a grant requires the involvement and consent of various people across the university and VSCS community. Timely completion of required grant forms will facilitate the application process and ensure you are following existing policies and agreements. Form A helps grant administrators plan for a future grant submission and should be submitted as soon as you have decided on a grant. Form B includes a detailed budget and must be submitted at least two business days before the proposal is due. Please review these and other required forms and make sure you understand when to submit each.
One of the most challenging parts of a grant proposal is preparing a realistic and appropriate budget. This step-by-step guide will help you manage this process and produce a budget that accurately reflects both your project’s needs and the policies of the university and Vermont State Colleges System.
Completing a grant application may require specific information about the university or the Vermont State Colleges System. You will find a range of useful information, including our Federal Tax Identification Number (EIN), IRS Determination Letter, Unique Identifier (UEI), SAM date, and Indirect Cost Rate (ICR).
The Vermont State Colleges System maintains an extensive set of policies governing the use of grants and external funding. Many common questions can be resolved by consulting these documents. Researchers also need to be aware of VSC Policy 435, identifying potential conflicts of financial interest, and must complete Form D and, if applicable, Form E on an annual basis. The National Institutes of Health provide a specific definition of financial conflicts of interest.
Conducting grant-funded research carries significant added responsibilities depending on the nature of the research and grantor. All research involving human subjects must be cleared by Castleton University’s Human Subjects Institutional Review Board. The National Science Foundation (NSF), the National Institutes of Health (NIH), and the National Institute for Food and Agriculture (NIFA) all mandate specific responsible conduct of research (RCR) training requirements that must be completed on a timely basis by researchers.
Once you have received an award, there are a number of steps you must take. Please consult these step-by-step guides to setting up a grant award, managing an award, and, once your work is complete, closing out the award.