March 2, 2005
Memo to the Brooklyn College Community from Provost Roberta S. Matthews

Process for Final Preparation and Submission of All Proposals for External Funding

The College is eager to support funded projects that advance faculty and institutional interests. However, with limited space we need to assess whether or not we have the means to support a given sponsored project if external funding is secured. The process described below will help us insure that all proposals and requests for funding, to whatever funding source, are consistent with the College’s Strategic Plan, are of the highest quality, are directly responsive to funders' guidelines and commit only resources we are able and prepared to supply for a new project. In those rare cases where College or departmental support for a specific proposal or funding request is at issue, the Office of Research and Sponsored Programs (ORSP) will consult with appropriate administrators to determine how a particular project can be supported.

The Office of Research and Sponsored Programs (ORSP, 2158 Boylan Hall, 718-951-5622) is the college’s clearinghouse for all external proposals submitted to any government or private sponsor regardless of where a resulting award will be housed and administered once awarded. ORSP provides on-going support to the creativity and entrepreneurship of the entire college community. We want you to be entrepreneurial, but we must be certain that all involved know what any project will involve if funded. ORSP stands ready to discuss ideas and possible funding sources from the earliest stages. As a proposal or request nears becoming a reality, ORSP will of course include others in the discussion, if necessary, in order to coordinate the planned activity with other activities and needs of the  College. The goal is to enhance and provide support from start to finish. Accordingly, please note the following procedure:   

Step 1: At some point as early as possible in the process of developing the idea for a proposal but well before the proposal is ready for submission, the faculty or staff member should arrange to meet with both the Director of ORSP and with his/her chairperson, supervisor, or relevant administrator. The purpose of these consultations is to explore the specific idea for a proposal or funding request, the resources it will require (including reassigned time if any, and space renovations), its potential impact on the department’s goals, and its alignment with the priorities in the College’s Strategic Plan.

Step 2: The signature of the relevant supervisory person must be obtained on the Proposal Approval form designed for this purpose and the form returned to ORSP before a proposal is released for final submission by ORSP. This step also informs the ORSP that they should be preparing to process your proposal when its deadline is near so that they can allocate the needed staff effort to help you complete submission.

Step 3: A minimum of a week prior to a proposal’s submission date, and much earlier if possible, the faculty or staff member(s) should meet with the Director of ORSP to discuss preparation of the budget for the project and provide the Director with any sponsor guidelines that may exist for the specific competition. ORSP will provide feedback on the proposal, review the budget to insure that it reflects the real costs connected with the proposed project, and explore the commitment for any new college resources required with the relevant offices.

Step 4: The ORSP will provide all support needed for production and delivery of the proposal by due date.

Step 5: Upon award of a grant, ORSP will determine where the grant will be housed, depending on the administrative procedures appropriate for the type of sponsor and the details of the expenditures on the project.

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Brooklyn College Office of Research and Sponsored Programs
Brooklyn College / Boylan Hall - Room 2158 / 2900 Bedford Avenue / Brooklyn, New York 11210-2889
Tel. 718 951 5622 / Fax. 718 951 4744