Administrative Guidelines for Grant Proposals

In light of recent requirements by several agencies for electronic submission of proposals, it is important to restate the College's policy that all proposals be reviewed for institutional compliance through the Sponsored Research Office prior to submission.

If there are any questions regarding these guidelines, please contact Ms. Dawn Hewiit, Director for Sponsored Research. Thank you for your cooperation.

It is college policy that all grant and contract proposals be processed through the grants office. Further, an institutional certification is required for all pending proposals. This certification is the responsibility of the Project Director who will obtain the signature of the Department/Division Chair. The Grants Officer will then obtain the necessary academic and administrative certifications from the Vice President for Academic Affairs and the Vice President for Administrative Affairs for each proposal. In addition, any budget modification must be processed through the grants office prior to submission to the granting agency.

The college indirect cost policy is to recover fully allowable indirect costs at the federally negotiated indirect cost ratefor York College/RF-CUNY. Since any waiver of indirect costs amounts to a subsidy to the project, the Project Director is required to notify the grants office and state the rationale for waiver or reduction of indirect costs. After such approvals and clearances have been obtained, the Grants Officer will proceed with the preparation of the actual proposal together with the project director or principal investigator.

The College indirect cost policy is to alloThe federally negotiated indirect cost rate for York College/RF-CUNY on campus is currently 69% of salaries, wages & fringe benefits, and 21% off campus. Our original DHHS agreement is dated March 31, 1993. These approved rates are for use on grants, contracts and other agreements with the federal government and other entities. Please check with the grants office for any changes in this agreement.

I. Proposals for Research and Training Grants

  • The faculty member interested in applying for such a grant will first discuss the matter with the department head and with other department members if the department head feels it appropriate to do so.
  • With the approval of the department Chair, the faculty member will bring the proposal to the attention of the Grants Officer.
  • The Grants Officer will discuss the proposal with the appropriate administrator to obtain approval of the concept and for clearance on such matters as space, facilities, equipment, staffing, released time, indirect costs, etc.
  • The grant proposal is then submitted to the agency from which funding is being sought. Verification of accuracy of content of the proposal is the responsibility of the Principal Investigator.
  • The Grants Officer will notify the college administration when the grant has been awarded. The offices to be notified are the President, Vice President for Academic Affairs, the Vice President for Student Development, Dean for Administrative Affairs, Associate Deans for Academic Affairs, Grants Accounting in the Business Manager's office, the Business Manager, the Projector Director, the Department Chairperson, the Director of Governmental Relations, and the Director of Public Relations.
  • In all instances (with the exception of those proposals submitted by the York College Foundation) the proposal will go forward as a proposal from the college jointly with the Research Foundation and all funds will be administered under the fiscal policies and procedures of the Research Foundation. In addition, the Project Director or the Principal Investigator must be a full time faculty member or HEO of the college. In those instances when it is deemed appropriate for an adjunct faculty member to serve as Principal Investigator or Project Director, the department head shall be named as a co-Principal Investigator or Project Director.
  • In all instances, paperwork connected with payment requests, PAFs, etc., must be processed through the grants accountant located in the Business Office. In no instance should these forms be submitted directly to the Research Foundation.
  • Research involving Institutional Review Boards for Protection of Human Subjects, Animal Care & Use, Institutional Hazards, etc. must be submitted to the appropriate review Committee prior to program deadlines. The Principal Investigator is advised to consult with the Office of Sponsored Programs for specific guidelines and instructions.

II. Proposals for Grants which call for College Sponsorship for Establishing an Institute or Center

  • The faculty member suggesting the program brings the concept to the attention of the department chair and to other members of the department if the department chair feels it appropriate to do so.
  • With departmental approval the faculty member brings the proposal to the attention of the Grants Officer. The Grants Officer arranges for a conference among the President, the Provost, and the Dean for Administrative Affairs for a thorough review of the proposal and for a determination as to whether or not the "Institute" or "Center" being proposed requires the approval of the University.
  • If the proposal is approved by the college administration but requires University action, the Grants Officer will be directed to submit the items to the University and to follow up to obtain the University's decision. If University approval is achieved, the Grants Officer and the Project Director may then proceed to complete the appropriate application and paper work and submit to the funding agency.
  • In those instances when University approval is not required, the Grants Officer and Project Director may proceed with the project after the college administration has given its approval.
  • In all instances, the grant proposal must go forward as a proposal from the college jointly with the Research Foundation, and all funds will be administered under the fiscal policies and procedures of the Research Foundation. In addition, the Project Director or Principal Investigator must be a full time faculty member or HEO of the college. In those instances when it is deemed appropriate for an adjunct faculty member to serve as Principal Investigator or Project Director; the department head shall be named as co-Principal Investigator or co-Project Director.


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