Kingsborough Community College
GRANTS PROCEDURES MANUAL
(Revised as of October 20, 2015)
Table of Contents
Office for College Advancement 1
Step One: Program Inception 2
Step Two: Identify Potential Funding Sources 3
Step Three: Pre-Proposal Approval 5
Step Four: Proposal Development 7
Step Five: Proposal Submission 15
Step Six: Program Implementation and Post-Award Services 16
Recovering from Rejection 20
Appendices:
Grant Funding and Civic Engagement 21
Civic Engagement Rubric 23
Grant Funding for Research 24
Research Compliance 26
Research Foundation Policies 27
The Grant Decision-Making Matrix 28
Notices of Intent to Submit a Grant Application 29
Grant Proposal Checklist 35
Checklist to Determine Sub-recipient or Contractor Classification 36
Sub-recipient Commitment Form 39
Who’s Who in the Grants Development Process 44
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The Office for College Advancement
The Office for College Advancement is the colleges centralized entity for coordinating the
submission, processing, and reporting of all college grants and contracts.
College Advancement provides technical assistance to members of the faculty and
administration in obtaining grant funding for projects that further the mission and goals of the
college and support faculty research agendas. This technical assistance includes the following:
Pre-award Services:
Conceptual proposal development
Identification of potential funding sources
Reviewing eligibility and funding guidelines
Determining if the grant should be fiscally managed by the Research Foundation of CUNY,
the Kingsborough Community College Foundation, or as a Kingsborough College account.
Providing samples of funded proposals, as available
Drafting of institutional narrative section(s)
Creating job descriptions
Constructing line item budgets and budget narratives
Identifying matching cost requirements/options
Including indirect and released time costs into the budget
Organizing and formatting the proposal
Obtaining institutional approval/signature
Proposal submission
Post-award Services:
Providing Grant Project Directors with an orientation, including training on processing fiscal
transactions
Coordinating submissions of budget and program modifications
Reviewing the schedule of budget expenditures on a quarterly basis
Consulting with Grant Project Directors and their department chairs or supervisors to prevent
problems
Assisting, as needed, with interim and final report narratives
Providing both pre-award and post-award services to the college community, College
Advancement serves as the ombudsman for both grant applicants and as grant project directors
(and their department chairs or supervisors when applicable), helping to resolve administrative
issues within the college as well as with funding sources.
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Step One: Program Inception
Grants begin with an idea. When thinking about whether to apply for grant funding, the most
important question is: what is the goal of your proposed program or research? It is impossible to
develop a competitive proposal without a clear idea of what you are setting out to accomplish
and why your proposed research/program is important. Potential Principal Investigators
(PI’s)/Program Directors (PD’s) should flesh out their research or program design before even
searching for potential funding sources.
Though it is never too early to begin discussing a proposal idea and/or a need for grant funding
with the Office for College Advancement, you should only initiate such conversations after
thinking through your proposed program/research and discussing it with your department chair,
program director, or dean.
Tips for Program/Research Design:
1. Review the Literature: Many funding sources ask for formal literature reviews in a
research proposal or for proof that your program proposal is evidence-based. Take the
time to collect that evidence and identify what your proposal adds to your field.
2. Discuss with Your Colleagues and Chair: One of the best resources for your
program/research development is your academic department or program unit. Find
colleagues in your interest area and talk about your idea with them. Present your idea to
your chair. Ask College Advancement if professors in other departments work in related
areas. These people can offer more than just pointed critiques you may find out about
exciting ways to collaborate and find out how your proposed program/research may
impact other areas of the college.
3. Write a One-Page Summary and Preliminary Budget: Once you have your idea in focus,
write it down. Address the program’s/research’s significance, goals and objectives,
planned activities, and importance to the college. Write a budget including all known
costs, including salaries, equipment (including support and installation), travel, materials
and supplies, and student stipends. Consider space needs for your project and whether
they will require renovations. These items will be useful as you go through the grants
development process.
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Step Two: Identify Potential Funding Sources
It’s now time to see if there are funding sources you can approach with your idea. There are
several places to go to start looking for funding:
1. City University of New York (CUNY): CUNY administers several funding programs to
support faculty research. Descriptions and guidelines for these programs can be found
online at: http://www.cuny.edu/research/faculty-resources/internal-funding-
programs.html.
2. COS Pivot: COS Pivot provides a comprehensive database of funding opportunities and
access to potential collaborators, driven by pre-populated scholar profiles. Claim your
profile and start accessing funding opportunities here: http://pivot.cos.com/.
3. Grants.gov: Another source for Federal government grant listings is grants.gov. Visit
their "find funding opportunities" page:
http://www.grants.gov/applicants/find_grant_opportunities.jsp
4. The Foundation Center: This resource only provides private funding sources that choose
to list their RFP’s. However, you can also find out about funded programs, trends in
philanthropy, and research specific funding sources. Visit: http://foundationcenter.org/
5. Kingsborough’s Office for College Advancement: The Office for College Advancement
maintains updated information about federal, state and local funding sources as well as
private foundations by:
Subscribing to such publications as The Chronicle of Philanthropy, The Chronicle of
Higher Education, and Community College Times;
Participating in relevant listservs; and
Monitoring websites such as The Foundation Center, the Council for Resource
Development, and the American Association of Community Colleges.
Maintaining a Grants Development Group wiki. If you are interested in being part
of the Grants Development Group wiki, contact the College Advancement office.
The wiki houses PowerPoint presentations from workshops on grants development
presented in conjunction with Kingsborough Center for Teaching and Learning and
other grants development resources.
6. PSC-CUNY: Each year, the PSC-CUNY Research Award Program provides funding for
faculty research. These small grants provide support for creative research by both the
established and younger scholar. Information about this funding stream can be found
online at: https://www.rfcuny.org/RFWEBSITE/research/content.aspx?catID=1190.
7. Other Sources: State and City agencies also fund education programs, workforce
development programs, and services for students and community members. If you are
looking for funding for these types of programs but are unsure which agency to target,
contact the Office for College Advancement. You can sign up for agency-specific
notifications in your area of interest.
Once you have identified potential funding sources, you need to evaluate their ―fit‖ for your
proposed program. When evaluating prospects, use the ―Grant Decision-Making Matrix,‖ found
on page 28, this will help guide your decision-making on whether or not to submit a proposal.
Keep the following questions in mind as you rate your prospects:
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1. Identify technical barriers to your application: Are there any geographic restrictions?
What are the deadlines? What types of institutions or investigators may apply?
2. Evaluate the funding source’s goals and priorities: How well do the goals and priorities
of this funding source match your program’s/research’s goals and priorities? Though you
may need to approach different funders from different angles, you should not have to
change your goals and priorities to shoehorn your proposed program/research into the
funding sources requirements.
3. Evaluate the application requirements: Do you have the information needed to complete
a proposal? If not, is there enough time before the deadline for you to compile it? If
collaboration is required, do you have the relationships to support it?
If online submission is required, and you do not have access to the online interface,
contact College Advancement to be given access.
4. Research current recipients: Who receives funding, how much, and for what? Don’t be
shy about your research, eitherif there is a recipient you know, have a connection to, or
who is doing funded work similar to your own, check out their website and call them to
find out more.
Once you have learned enough about the source and determine that it is a good fit, pick up the
phone and call them! Talk to a program officer about your research or program, ask if they’d
be interested in reviewing a concept paper (you’ve already written one, so that should be easy!),
and clarify expectations of applicants. The conversation alone may save you writing a full
proposal if the program officer sees right away that your proposal is not in line with their
priorities, or it may provide you crucial insight needed to get the grant you’re looking for.
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Step Three: Pre-Proposal Approval
Once you have a program developed, and have winnowed down your potential funder list, you
need to secure pre-proposal approval for your submission. This approval is intended to ensure
that your proposal is related to the college’s mission of promoting student learning and
development, as well as strengthening and serving its diverse community and that it is supported
by your colleagues and the Administration.
The Office for College Advancement requests that PIs/PDs submit a Notice of Intent to
Submit a Grant Application at least twelve business days in advance of the deadline. A
business day is defined as 9:00 am to 5:00 pm, excluding weekends and CUNY holidays.
Submit the approval form, including all required signatures. Attach a one-page summary of your
proposal and a preliminary budget to the pre-proposal approval form, found on pages 29-31 for
instructional staff and pages 32-34 for non-instructional staff. Refer to the section on developing
a grant proposal budget on pages 7-14 for more guidance.
The Notice of Intent to Submit a Grant Application must be submitted to the Office for
College Advancement whether or not Kingsborough is the lead institution on the proposal.
There is a space on the Notice to indicate that kind of submission.
For Federal funding proposals, applicants should allow three months for proposal completion,
and, though earlier submission to College Advancement is requested, it is not required. Pre-
proposal approval serves several key administrative functions. At the most basic level, it helps
College Advancement allocate resources effectively to support your submission. In the case of
online submission, it also ensures that you receive timely access to online interfaces to submit
your proposal. In addition, pre-proposal approval notifies your department chair or supervisor
and upper-level administration of your intent. If you are requesting released time or
supplemental salary of any sort, this alerts them about factors that may impact planning for the
coming year, and provides a confirmation that what you are proposing does, indeed, contribute to
the mission of the college.
Another reason the pre-proposal approval process is so important is to reduce the possibility that
two faculty members submit competing proposals. In the case where more than one faculty
member is interested in applying for a particular funding stream, and the funding source
prohibits the submission of more than one application per institution, the following decision-
making process will be followed:
If the proposers are in the same department, the conflict will be referred to the department
chair or supervisor for resolution.
If the proposers are not in the same department, the AVP for College Advancement will
consult with the respective Deans or Vice Presidents who oversee the represented areas.
Instructional staff must obtain approvals from their chair and the Provost, and non-instructional
staff must obtain approvals from their direct supervisor and from the Dean, Assistant Vice
President, or Vice President in charge of their department.
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If you are preparing a proposal that requires the hiring of new staff, the acquisition of equipment,
or otherwise has space implications for the college, grant applicants must get approval on your
proposal from the Vice President for Finance and Administration. It is the recommendation of
the Office for College Advancement that proposers allow two additional weeks to obtain this
level of approval. The applicant must work with Campus Planning and Design to prepare a
preliminary cost estimate for accommodating the request. In the case of a new staff member,
space must be identified and the cost of equipping an office (desk, telephone, computer, etc.)
must be calculated. In the case of a piece of equipment, whether or not renovations are required,
a space must be identified and the cost of preparing the space for its installation must also be
calculated. Additional costs for equipment maintenance must also be estimated. The role of the
Vice President for Finance and Administration will be to evaluate the ability of the college to
bear these costs, weighed against the college’s strategic goals, when not borne by the grant.
If you do not receive these approvals, your proposal cannot be submitted.
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Step Four: Proposal Development
Once you have received the necessary pre-proposal approvals and submitted them to College
Advancement, the Director of Development, Associate Director of Development, or Manager of
Corporate and Foundation Relations will contact you to discuss next steps. For most research
proposals, proposal writing will be the sole responsibility of the Principal Investigator, with
assistance from their own research team, if applicable. For program proposals, proposal
development may be the sole responsibility of the Program Director, College Advancement staff
with assistance from the Program Director, or a shared responsibility. In all cases, the Office of
College Advancement will provide institutional information (including background boilerplate)
for inclusion in the proposal.
Special Considerations for Research Grants: Faculty research is an area that can benefit from
grant support. If you are working on an application for faculty research, please keep in mind that
compliance with CUNY policies relating to research is required for all faculty research, and is
particularly important for grant-funded research. All researchers should familiarize themselves
with CUNY’s policies relating to human subjects protection, research ethics, conflict of interest,
and export control. Please refer to the ―Grant Funding for Research‖ (page 24-25) section of this
Grants Manual and the Research Compliance section of the CUNY website
(http://www.cuny.edu/research/compliance.html) for this information.
A Note on Principal Investigators: It is the general policy of Kingsborough Community
College that all Principal Investigators for grants be full-time members of college faculty or staff.
Exceptions to this policy may only be made with the consent of the department chair or program
director in which the part-time staff member or adjunct faculty works.
Proposal Narrative: Proposal narratives must be submitted to College Advancement using
Microsoft Word for Windows software.
In drafting the grant narrative, applicants must follow the funding source’s guidelines for
organizing and formatting the proposal. Read these guidelines carefully, taking note of any
questions you have or items you need clarified. Contact Program Managers or Grant Officers to
ask these questions, as outlined in the guidelines.
If no guidelines are available, applicants are encouraged to consider including the following
sections:
I. Abstract (no more than one page):
Briefly explain your proposed project or research. State the problem or research question, say
how you plan to address that problem or explore that question, and what you expect the outcome
to be. State the amount you are requesting and briefly describe what that amount of funding will
support.
II. Introduction to Kingsborough Community College:
This section, boilerplate for which can be provided by College Advancement, describes KCC:
who we serve, what our mission is, and what our role in the community is. This section may also
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provide the rationale for why the college is poised to address the problem you describe, or
describe how the college will support the research you are proposing.
III. Need/Rationale section:
This section will describe why the program you are proposing is needed by your target
population or the importance of your research question to the progress of knowledge in your
field. In the case of research proposals, you should draw upon current research in your field to
address this section, including previous research you have done. In the case of program
proposals, identify your target population, confer with Institutional Research, review recent
research, and research demographic trends to show why your target population needs the
intervention you are proposing.
IV. Project Description:
This is the meat of your proposal and describes what you plan to do: what your goals are, what
research methodology you plan to use, what your program design is, and the activities you will
conduct or coordinate in order to reach your goals. This section should also be supported by
research; tell the funder why your research methodology is the best one to use to answer your
question, cite the appropriate studies that show your proposed program design is the best one (or
is adaptable) to serve your target population.
If you intend to include a Civic Engagement (CE) component in your proposal, especially for an
experience that satisfies the student graduation requirement, please be sure to discuss that
intention with the Office for College Advancement at the start of the grant development process.
You need to be sure that your project is in line with the CE rubric in use by the college to
evaluate courses and experiences, and incorporate evaluation of your proposed activity by the CE
committee into your project timeline. The CE rubric is on page 23 of this grants manual.
V. Project Timeline:
This is a chart indicating the specific activities, timelines for implementation, person(s)
responsible for each activity and measurable outcomes. This shows that you have put
considerable thought in as you develop your program or implement your research.
VI. Staffing Plan:
This generally has three parts: an organizational chart for your program; résumés for current staff
members serving as PI or PD or in other capacities for this program; job descriptions for each
staff member for this program. RF-CUNY has standard job descriptions available on their
website, which can be used as a basis for your job descriptions.
VII. Evaluation Plan:
This section addresses how you will define success. It points the reviewer back to your goals
and states how you will collect data to set a baseline and track progress (i.e., Participant surveys?
What type of instrumentation? A qualitative or quantitative approach?), and describes how you
will use that data to measure success (What type of statistical approach will you use to analyze
your data?). The complexity of your Evaluation Plan depends on your program approach,
research question, and the resources available to implement it, including the amount of funding
you are requesting.
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VIII. Budget Detail/Justification:
In this section, you provide a narrative explaining how you came up with each line item in your
budget and why that expenditure is important to the implementation of your research or program.
Proposal Budget: All proposal budgets must be submitted to College Advancement in Microsoft
Excel. If the funding source uses a template or form, online or hard copy, the submitted budget
must match the budget form field for field.
College Advancement is the college’s ―one-stop‖ center for constructing grant budgets and is
available to assist grant applicants at any point in the budget development process.
As a first step in budget preparation, read through your grant narrative and assign costs to each
and every activity that is referenced, both in terms of personnel and operating costs.
Be sure to follow all grant guidelines when preparing your budget. College Advancement
requires PI’s to submit budgets that are formatted as requested by the funding source. Keep in
mind that, once approved, the college requires a detailed budget for grant-funded work even if
the funding source only requires a summary budget.
If you need assistance in preparing your budget, contact College Advancement to discuss this
need when you submit your Notice of Intent to Submit a Grant Application.
What follows is a description of common budget categories, their definitions, and policy
guidance. As always, contact College Advancement if you have questions or run across a budget
category neither defined in grant guidelines nor described below.
I. Personnel Services:
Job descriptions and résumés are used as the basis for establishing pay scales.
If the grant is going to be managed by an entity other than the Research Foundation of CUNY
(RFCUNY), you must contact the College’s Office of Human Resources for salary information.
If your grant is to be managed by RFCUNY, it is strongly recommended that you review their
guidelines prior to establishing salary rates. RFCUNY, https://www.rfcuny.org, has developed
its own job descriptions and pay scales for grant-funded employees. Clarification of how current
CUNY employees may be compensated through RFCUNY administered grants is available on
the RFCUNY website: https://rfcuny.org/RFWebsite/News/DetailNews.aspx?newsID=4588.
It is the college’s preference to use grant funds to offset current staff salaries. Including released
time for faculty and administrators is preferred over using grant funds to hire new staff. Keep in
mind that when staff members are employed on grant funds, they may only be paid for services
rendered during the grant project period and grant funds must be allocated to cover all
employment costs, including vacation time. Grant funded staff cannot be compensated for work
done prior to the start of the grant project, nor can they be compensated for work done after the
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grant project has ended. The employment of grant-funded staff ends when the grant project
ends.
If you are seeking released time for yourself or any faculty or staff member involved in the
proposed project, the individuals must be identified along with the amount of released time and
the semester in which the released time will occur. Applicants must obtain written approval from
their department chairperson for all released time requests. Released time approval is included on
the pre-proposal approval form.
The release time rate for faculty is $1,250 per semester hour. KCC faculty members have
teaching loads of 27 semester-hours per year. Faculty members can request up to 27 hours of
release time per year. Faculty members cannot receive released time over the summer. They can,
however, receive summer salary, which is calculated based on a multiple of one-ninth of the
faculty member’s annual salary.
In general, faculty members cannot request more than three months’ worth of summer salary.
Some funding sources further restrict such requests, so be sure to pay attention to these
regulations when reviewing grant guidelines. In addition, consult with Academic Affairs to
confirm the maximum amount of summer salary available as the summer salary payment
mechanism can be used by the college as well to compensate faculty for work done in service to
the college.
Administrators and non-instructional faculty are not eligible for summer salary because they are
paid based on a 12-month year. However, they are eligible for released time based on a portion
of their full-time salary.
II. Fringe Benefits
RFCUNY maintains its own fringe benefits program for employees; the RF's benefits package is
comparable to those of other academic and non-profit institutions.
The cost of providing benefits to employees is included in grants as a direct charge. To simplify
both pre-award budget preparation and post-award accounting procedures, RFCUNY has set
standard percentages to be used to calculate fringe benefit costs, based on classification, as
follows:
Full time and
Part time A
Part time B &
Sabbatical
Released Time
Faculty
Summer Salary
Adjunct
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If the grant is going to be managed by an entity other than RFCUNY, you must contact the
College’s Office of Human Resources for fringe benefit information.
If KCC adjunct faculty or part-time staff members are employed by two separate RFCUNY-
administered grants, the combined number of hours cannot exceed 19 per week, or additional
costs must be included in the benefits package. College Advancement can assist Project
Directors in determining if staff members are employed on other RF grants.
III. MTA Tax:
Salaries and wages for Part-time A, Part-time B, and Full-time employees is subject to a 0.34%
MTA tax. This is calculated as a percentage of salary only.
Faculty on released time and receiving Summer Salary are not subject to this tax, however it
does apply to faculty receiving supplemental salary.
IV. Other than Personnel Services (OTPS): OTPS expenses consist of all non-personnel
expenditures, including:
A. Supplies
Line item budget detail must be provided, such as:
a) For office supplies, estimate the number of units to be purchased and cost per unit.
b) For educational/instructional supplies, estimate the number of participants to be served by
your project and the cost per person.
c) For capital supplies (equipment), specify type, model number, number of units to be
acquired, and unit cost along with costs for peripherals (locks/cables). Obtain all
information from the Office of Information Technology Services if ordering computers or
printers and check with the Office of Administration to insure that additional phone/fax
lines or computer lines do not need to be installed.
Some funding sources impose deadlines for receiving supplies, materials, and equipment. It is
not sufficient to simply have the materials ordered, or the funds encumbered; the materials must
have actually been delivered to the campus. Check with the funding source or College
Advancement for specific guidelines.
If you plan to purchase and/or install any computer equipment, peripherals, or software, you
must consult with the Office of Instructional Services. Consultation is necessary to ensure that
the proposed purchases can be supported and maintained by the college.
B. Services
Contact College Advancement to assist you in estimating the cost of purchased services.
a) For workshops, provide detail as to topics, the number of hours per session, cost of the
workshop leader per hour, and estimated number of participants to be served by the
workshop.
b) For consulting or subcontracting services, contact College Advancement if you need
assistance in determining the funding source’s definitions/differentiations of such
services and/or if you want an estimate of the post-award paperwork required for such
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services. Please also be aware that the inclusion of a particular consultant in a proposal
does not guarantee exclusion from competitive bidding processes. Refer to funder
guidelines for guidance on rules surrounding the use of consultants.
c) For printing services, provide detail as to the number and type of materials to be
produced.
The college encourages all grant applicants to include d), e) and f) when permissible by the
funding source:
d) Estimate copying services at $.05/copy and specify the number of copies needed.
e) Include postage for first class mail, in-state bulk mail, and out-of-state bulk mail. Refer
to the USPS website for details on current postal rates: https://www.usps.com/ship/first-
class-mail.htm.
f) Telephone at $250/line plus long distance for all locations
C. Travel
Many grant funding sources allow funds to be budgeted for travel for the Project Director as well
as other key personnel and program participants to attend conferences and/or to attend mandated
meetings by the funding source, provided that the travel is detailed in the grant budget. [Note:
New York City rules and regulations not only govern the college’s travel policies and
procedures, but also govern reimbursement rates for travel expenses and supersede the funding
source’s rules. Applicants are strongly encouraged to review these policies, procedures and
reimbursement limits when planning to include travel in a grant budget. A hard copy of NYC’s
policies is maintained in College Advancement or may be accessed online:
http://comptroller.nyc.gov/wp-content/uploads/2014/03/Directive-6_Travel-Meals-
LodgingandMiscellaneousAgencyExpenses.pdf.
Approval for any and all travel must be obtained, in advance, through the college’s regular
processes. The following information should be detailed in the grant budget for both in-state and
out-of-state travel:
• Position title, as listed in the grant proposal, of staff who will be traveling
• Name or type of conference/meeting to be attended
• Organization hosting conference
• Dates of conference
• Location of conference/meeting
• Registration fee
• Round-trip transportation costs based upon total mileage or bus/train/airfare costs
• Round-trip shuttle/ground transportation costs if using public transportation
• Hotel cost per night and number of nights
• Per diem expenses, such as for meals and miscellaneous expenses
In general, any grant-funded travel must be supported by written, original receipts in order to
obtain reimbursement up to the maximum amount allowable.
Travel advances can be arranged for grant-funded activities and College Advancement can assist
the Project Director in obtaining such advances. Otherwise, all funds for travel are allocated on a
reimbursement basis, after the travel has occurred and all the necessary paperwork and receipts
have been submitted.
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D. Sub-Recipients:
Sub-recipients of grant funds are distinct from vendors or contractors in that they are jointly
responsible for the achievement of grant outcomes. In the case of a grant proposal that includes
sub-recipients, a Sub-Recipient Commitment Form must be completed.
V. Facilities
If you plan any renovations, requests for dedicated space, or installation of specialized
equipment or items such as fax machines, copiers, or printers, you must consult with the Office
of the Vice President for Administration and Finance. Purchasing a fax machine may require the
installation of another telephone line and purchasing a computer may require an additional
computer hook-up. Consultation is necessary to ensure college-wide communication and
planning.
VI. Indirect Costs
Indirect Costs, also known as Facilities and Administrative Costs, are described by the OMB
Circular A-21 (the Circular delineating cost principles for educational institutions) as ―costs that
are incurred for common or joint objectives and, therefore, cannot be identified readily and
specifically with a particular sponsored project, an instructional activity, or any other
institutional activity.‖ It is the college’s policy to maximize indirect cost recovery to the extent
allowable by the funding source and permitted by the college’s federally approved indirect cost
rate.
Effective with grants starting 07/01/2015 or later, the College’s federally-negotiated indirect cost
rate is 52.30% of salaries and fringe if more than 50% of the project activities are to be
performed on campus and 23.30% of salaries and fringe if more than 50% of the project
activities are to be performed off campus. This rate is calculated on the total of salaries and
benefits only, not the total of all direct costs.
Indirect cost recovery is important to evaluating the sustainability of a proposed program. As a
general practice, the college uses the RFCUNY as the administrative entity for government
grants and grants that require hiring staff. RFCUNY charges a fee for these services. The college
must pay these fees even if a funding source does not allow indirect costs or if the funding source
has a mandated cap for indirect cost recovery that is lower than RFCUNY’s fee. The college
retains indirect costs included above and beyond the RFCUNY fees.
It is the policy of the college to use the federally-negotiated rate when developing proposal
budgets. In some cases funding sources disallow the inclusion of indirect costs in the grant
budget or mandate a cap for indirect cost recovery. In these cases, the college will abide by the
funding source’s policies. There may be other compelling reasons to use a lower rate. However,
it is the responsibility of the PI/PD to justify requesting a lower amount, and not all such requests
will be approved.
A request to use an indirect rate lower than the college’s negotiated rate must be made using the
Notice of Intent to Submit a Grant Application form. The reason for the request is selected
from the list on the form and documented as follows:
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If requesting a lower rate based on restrictions within the funding source’s guidelines,
please attach a copy of the portion of the guidelines indicating the restriction.
If requesting a lower rate to meet a required match, please include the portion of the
guidelines indicating the need for the match and indicate how much of the match will be
met in this way. Do not volunteer indirect costs as a match unless the source allows it
and the match is required.
If requesting a lower rate for any other reason, please attach a brief narrative justification
for your position.
In considering requests for a reduced indirect rate, College Advancement will consider, among
other factors, funder restrictions, the ability to cover Research Foundation administrative fees,
and the extent to which the proposed program will contribute to the college’s mission.
If the sponsor does not fund indirect costs, presidential approval for a complete waiver of
indirect costs must be approved. This waiver approval is required for all grants and is included
on the Notice of Intent to Submit a Grant Application.
VII. Total Costs
Total Costs are the sum of the Total of Direct Costs and Indirect Costs.
VIII. Cost Share (only if required by the funding source)
There are three types of Cost Share (also referred to as Matching Costs): mandatory cost share,
voluntary committed cost share, and voluntary uncommitted cost share. Mandatory cost share is
required by the funder, described in the proposal and given a monetary value. Voluntary
committed cost share is not required by the funder, described in the proposal, and given a
monetary value. Voluntary uncommitted cost share is neither required by the funder nor
described in the proposal, but incurred in the course of implementing a project and may be
assigned a monetary value. CUNY policy prohibits the inclusion of voluntary cost share
without the approval of the Office of the Vice Chancellor for Research. Consult with the
Office for College Advancement if you plan to seek the Vice Chancellor’s approval. Any and all
cost share must be documented, verified and approved prior to submission of a grant application.
If the proposal is funded, it is the Project Director’s responsibility to track and document any and
all matching costs listed in the budget summary. College Advancement will assist Project
Directors in identifying possible matches as well as identifying ways of documenting such
matches.
Certain federal agencies, such as the National Science Foundation, prohibit voluntary cost
sharing. This includes using an indirect rate that is less than the federally-negotiated rate.
Because of this prohibition, all National Science Foundation grant proposals must use the
federally-negotiated rate.
If the grant applicant is expecting and/or seeking additional budgetary support from the college,
either in cash or in-kind (non-cash, may include tangible items or volunteer, pro-bono hours),
then written approval must be obtained. Approval for additional budgetary support is included
on the pre-proposal approval form.
15 | P a g e Kingsborough Community College Grants Manual
Step Five: Proposal Submission
Internal Review: College Advancement recognizes that the complexity and the completeness of
applicants’ grant proposals will vary. The following timeline must be followed in order to
ensure full and complete review of proposals:
As soon as possible or at least 12 full working days prior to the submission date:
Submit the Notice of Intent to Submit a Grant Proposal form to College
Advancement. This allows College Advancement to allocate time and staff resources to
best assist submitting faculty and staff, and to schedule time for review of the submission.
At least 7 full working days prior to the submission date: Provide College
Advancement with a project budget and budget justification, along with a version of
the narrative suitable for review.
At least 2 full working days prior to the submission date: Provide College
Advancement with all final proposal documents. Grant staff will conduct a final file
review and approve the proposal and will then submit the application, see checklist on
page 35 for required grant proposal file components.
Note that College Advancement is available to assist grant applicants in completing proposals,
budgets and/or in obtaining necessary supporting documentation, but, to guarantee such support,
the grant applicant must then contact College Advancement much earlier than two working days
prior to the submission deadline. If, for some reason, the applicant cannot meet such deadlines, it
is the applicant’s responsibility to communicate with College Advancement and negotiate a
revised deadline so as not to jeopardize the grant submission deadline.
The internal review consists of both program and fiscal reviews to insure that all activities
contained in the grant proposal are supported by grant funds and/or matching funds.
Additionally, College Advancement is responsible for ensuring that all appropriate and/or
relevant parties have been consulted on the project and that the necessary supervisory/department
sign-off has been obtained. College Advancement will work with the grant applicant to make any
necessary modifications to the proposal and/or budget to conform to the requirements, standards
and policies of the funding source, the college and, when appropriate, the Research Foundation
of CUNY.
Proposal Submission: The Office for College Advancement is the authorized entity to function
as the designated liaison between the grant applicant and the signatory authority of the college,
specifically the President, for institutional sign-off of the grant proposal.
Please note that only certain college officials within the Office for College Advancement are
authorized to submit proposals on behalf of the President and the College. Kingsborough
reserves the right to retract any proposal submitted by individuals who lack this institutional
authority.
Upon approval and signature, College Advancement submits the grant application to the funding
source and a signed copy is simultaneously sent to the grant applicant. Contact the Office of
College Advancement to discuss online submission protocols.
16 | P a g e Kingsborough Community College Grants Manual
Step Six: Program Implementation and Post-Award Services
Follow-up on Proposal Submissions: Communicate with the funding source’s program officer
on a routine basis to track the status of the proposal’s funding status.
Notification of Awards/Rejections: If a proposal is funded or rejected, the Office for College
Advancement will notify the grant applicant and his/her supervisor/department. If you receive
notification of funding/rejection, forward that notification to College Advancement. Do not sign
any grant or contract on behalf of the college. Forward grants and contracts to the Office for
College Advancement for appropriate approvals.
If your proposal is funded, it is typical for the funding source to request revisions to the budget
and/or the scope of work. Such revisions are often required prior to issuing any written
confirmation of the grant award. You should plan to submit such revisions to the Office for
College Advancement within one (1) week of notification. In addition, all PI/PD’s are required
to submit a budget plan to the Office of the President using the template found in the Appendix.
If your proposal is rejected for funding, the Office for College Advancement, in partnership with
the grant applicant, contacts the funding source to obtain the reasons for the rejection. In some
cases, funding sources provide written explanations and/or copies of the readers’ comments and
rankings for the purpose of refining the application for future submissions.
In cases where a funding source has a formal appeal process, a PI/PD may request that the
college appeal the funding decision. All requests for appeals must be submitted in writing, either
hard copy or electronically, to the Office for College Advancement within one (1) week of
receipt of the funding source’s explanation for the rejection and must include the grounds for the
appeal. Such requests will be forwarded to the President’s Cabinet for review and approval prior
to appealing any decision.
Advance of Grant Funds Procedure: You may request an Advance of Grant Funds to
establish a grant account while the college is waiting for the funding source to issue a formal
contract, co-sign a contract or reimburse expenses. Contact the Associate Director of Funds
Management by email to request this advance. An advance will only be authorized if the
following conditions are met:
1) Complete copies of the submitted proposal, line item budget and any budget
modifications are on file with the Office for College Advancement.
2) The Office for College Advancement has received a written letter of confirmation, or e-
mail, from the funding source indicating the project start date and the dollar amount of
the award. If written confirmation cannot be obtained, the President has the discretion of
allowing the Office for College Advancement to obtain verbal confirmation from the
funding source.
The advance may only be used to support the following:
1) Expenditures that occur after the applicant receives written approval of the Advance
Funds Request: retroactive expenditures are not allowable.
17 | P a g e Kingsborough Community College Grants Manual
2) Expenditures that are within the specified dates of the contract period: expenditures are
unallowable if they occur prior to the official start date of the contract or after the official
end date of the contract.
3) Expenditures that are supported by the line item budget of the grant document.
Expenditures associated with new hires may not be supported with advance funds.
Upon approval/rejection of the Advance Funds Request, College Advancement will notify you
and your supervisor. If the request is approved, College Advancement will also simultaneously
notify the administrative staff member who will be responsible for processing the grant’s fiscal
transactions during the contract period.
The Office for College Advancement routinely follows up with the funding sources and/or the
Research Foundation to obtain mutually signed contracts/agreements on a timely basis. The
account remains open in accordance with the specific start and end dates specified in the grant.
Any extensions of the grant period must be approved by the funding source, in consultation with
College Advancement.
Project Implementation: Grant Project Directors have primary program and fiscal
responsibility for the implementation of their respective grant projects in accordance with the
college’s guidelines, the guidelines of the funding source, and, if applicable, Research
Foundation guidelines. Grant Project Directors must work within the established supervisory
chain of command (i.e. their department chairs or supervisors) for the implementation of grant
projects.
The Office for College Advancement will host an initial orientation session for any new PI/PD or
his/her designee for the processing of all fiscal transactions, inclusive of payroll, timesheets and
requisitions. The PI/PD has full responsibility for managing, monitoring and authorizing any
and all fiscal transactions using grant funds.
The initial orientation meeting with the PI/PD or his/her designee will cover:
Grant reporting timelines and responsibilities;
Establishing a plan for the promotion of the grant program, both on-campus and with
external constituencies;
Scheduling a training session for processing fiscal transactions such as payroll and
purchasing requisitions; and
Question and answer session.
The Research Foundation of CUNY also offers training for PI’s/PD’s with grants administered
by RFCUNY.
During the grant contract period, the PI/PD is responsible for notifying the Office for College
Advancement of any substantive programmatic or fiscal deviations from the proposal
originally approved by the college for submission. Any and all budget modifications must be
processed via the Office for College Advancement to insure that all program objectives continue
to be supported by the grant’s line item budget. If a grant budget is modified, funds cannot be
expended against the revised version until approval is obtained from both the college and, if
18 | P a g e Kingsborough Community College Grants Manual
required, the funding source. Examples of substantive programmatic or fiscal deviations include
but are not limited to: substitutions of summer salary for released time, substitution of one
institutional partner for another, change in target population, and change in PI/PD.
All funding sources differ but most require that modifications be requested, and receive prior
approval, when:
Key personnel change,
New line items are added to the budget,
The total dollar amount of the award changes, or
The scope and/or objectives of the project change.
If prior approval is required by the funding source:
The Grant Project Director must submit the request in accordance with the funding
source’s format and timelines via College Advancement; and
Changes cannot be implemented, nor can funds be reallocated, until College
Advancement receives written confirmation from the funding source.
Most requests for budget modifications must be submitted within the grant project period. It is
recommended that all requests for budget modifications be submitted midway through the grant
project period to allow adequate time for review by the funding source and implementation by
the Grant Project Director. The college reserves the right to disallow requests for budget
modifications based on the nature and timeliness of such requests. In addition, be sure to check
with the applicable program officer at your grant funding source. Some funders have a deadline
to submit budget modifications or have other restrictions on changes.
Hiring Project Staff: Contact the Office for College Advancement to discuss how to hire new
project staff. If your project requires hiring new staff, please be aware that such hires are subject
to the eVerify process. This is an electronic process that verifies employment eligibility. New
staff must go through the eVerify process on or before their first day of hire.
In addition, the New York State Department of Labor requires that PI's/PD’s must provide a
copy of the NYS wage letter at the time the employee accepts the position. No employee should
work until he/she receives a copy of this notification.
Finally, be sure to complete the checklist for new hires.
Project Monitoring & Compliance: The PI/PD has responsibility for monitoring his/her grant
project on an ongoing basis and complying with all the rules and regulations of the funding
source, the college and RFCUNY, if applicable. College Advancement must be notified, in
advance, if a current or a potential funding source is planning to schedule, or has scheduled, a
site visit to assist in welcoming the funding source to the campus.
Project Reports: The Grant Project Director is responsible for preparing and submitting all
interim and final narrative and fiscal reports to their department chair and/or supervisor, as well
as College Advancement. College Advancement maintains copies of interim and final reports in
the college’s centralized grant files.
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Although some funding sources do not require submission of final reports until after the project
has ended, it is recommended that such reports be completed prior to the project end date
whenever possible. Completing reports prior to the project’s end date will allow the Project
Directorwhose salary may be covered by the grantto -- write such reports. If the Grant
Project Director’s employment ends, or the grant is not renewed, the completion of the Final
Report becomes the responsibility of the Grant Project Director’s supervisor or department chair.
Effort Reporting: It is the responsibility of the PI/PD to ensure accurate effort reporting for
grant staff. For grants managed using RFCUNY, effort reporting is done using online systems.
The Associate Director of Funds Management will work with PI’s to familiarize them with effort
reporting systems and provide any missing information so that the PI's/PD’s can complete and
certify online effort certifications.
Official Records: The Office for College Advancement maintains a centralized file history on
all grants for the college, in conformance with CUNY’s Guidelines for Records Retention and
Disposition. Grant Project Directors are responsible for maintaining the daily program files as
well as copies of all requisitions for expenditures for audit purposes. In the event that a grant is
not renewed, or if the grant project has been completed, the Grant Project Director should
arrange to have all files transferred to the Office for College Advancement where they will be
reviewed and subsequently forwarded for storage.
20 | P a g e Kingsborough Community College Grants Manual
Recovering from Rejection
(Reprinted from November 2010 KCC Grants Newsletter)
Imagine it: after weeks maybe even months of waiting, you finally see an email in your inbox
from that funding agency you applied to. You spent weeks on that proposal getting the
approvals you needed, developing your program design even filling out that Intent to Submit a
Grant Proposal form for College Advancement. You start reading and those dreaded words are
right there on your screen: ―We regret to inform you that your proposal was not selected for
funding.‖
―Regret?‖ Yeah right.
Those of you who have experienced the sting of rejection from a funding agency are in good
company. In 2006, only 8% of first time proposal submissions were funded by the National
Institutes of Health. But resubmission works! At the same agency the same year, 28% of those
submitting proposals for a second time were funded.
Rejections are a teaching moment for faculty seeking support for their research and for staff
seeking support for their programs. The majority of federal, state, and city agencies evaluate
proposals on an established and published set of criteria. Larger private foundations take this
approach as well. Federal agencies such as the Department of Education, the National Science
Foundation, and the National Institutes of Health send all applicants reviews of their applications
successful or unsuccessful which are important to evaluating the potential for the agency
funding a subsequent re-submission.
Proposals get rejected for a variety of reasons administrative errors, inappropriate choice of PI,
project design, budget even politics. A careful reading of the reviews provided will give you
guidance on why your proposal was rejected.
Once you have read your reviews, you need to evaluate whether to re-submit this proposal to the
same agency, look for another source of support that may be more in line with your goals, or
hold off on looking for funding at this time. Identify common threads in your reviews and
evaluate if they are easily addressed. Discuss the reviews with a colleague you trust who is an
expert in your area. Contact the program officer of the funding stream you applied for to see if
they can provide insight into how you should address shortcomings. And assess the relevance
and importance of your project to your field if it is a research proposal, and to students if it is a
program proposal.
Even if the funder you applied to does not provide formal reviews, contact a program officer or
staff member to see if they can provide informal feedback on your proposal. These
conversations can be very helpful to relationship-building. In the world of grantmaking, ―no‖
does not always mean ―never.‖ Grant success is a lifelong process. Anyone who writes grant
proposals has received that rejection letter. The key is to take that rejection and learn from it.
This article is based on a presentation by Marjorie Piechowski, Director of Research Support and Michelle Schoenecker, Senior Technical Grant
Writer, both from the University of Wisconsin Milwaukee College of Engineering and Applied Science, at the Society of Research
Administrators 2010 Annual Meeting.
21 | P a g e Kingsborough Community College Grants Manual
Grants Support Civic Engagement at Kingsborough
(Reprinted from the March 2014 issue of Kingsborough’s Grants Newsletter)
Kingsborough Community College was one of the first community colleges in the nation to
focus attention on the importance of civic engagement in the education of its students. After
establishing a Center for Civic Engagement, headed by Lavita McMath Turner, Director of
Government Relations, in fall 2013, a new graduation requirement went into effect for incoming
students: in order to graduate, students must complete two civic engagement (CE) experiences.
Students can fulfill this requirement by taking a CE-certified course, completing a college-
sponsored activity, or participating in an activity proposed by the student.
Since then, KCC Faculty and staff have been hard at work incorporating civic engagement into
coursework, identifying campus activities that qualify as CE experiences, and reviewing outside
activities. They have also been writing, securing, and managing grants. Grants are a great way
to support civic engagement activities; funders look favorably on projects that engage students in
community work and prepare them to be active, productive citizens. Descriptions of these
programs follow:
Community College National Center for Community Engagement (CCNCCE),
headquartered at Mesa Community College in Arizona, recently funded Kingsborough’s
Engaging Diversity program. Co-led by Professor Peter Fiume and Lavita McMath Turner, this
project will aid in the full integration of the CE requirement into coursework in Behavioral
Sciences, Art, and History, Philosophy and Political Science departments. In addition, the grant
supports the use of a ―Common Intellectual Experience,‖ identified by the American Association
of Colleges and Universities as a high-impact practice, to fulfill the CE requirement.
National Science Foundation Science Education for New Civic Engagements and
Responsibilities (SENCER), awarded to Dr. Anna Rozenboym, Assistant Professor of
Biological Sciences, will support the integration of civic engagement and active learning into
gateway courses those required of all Biology or all Allied Health programs majors. Using
food as a unifying theme, this project will encourage students’ civic engagement by raising
issues of food acquisition, food access, food choices, geo-social aspects involving food, and
healthcare within biological science coursework.
CUNY Service Corps provides Kingsborough students with the opportunity to work at New
York City non-profits for an entire school year, participate in a cohort experience, and potentially
earn college credit. Corps members participate in projects in one of four focus areas: health,
sustainability, education or economic issues. The first year of this program continues through
the end of June, and applications for the second year are currently being accepted.
JPMorgan Chase Foundation provides funding to support Kingsborough students working at
non-profits around the city. Students participate in a structured internship experience modeled
after the college’s internship class. After participating in a two-week pre-placement ―boot
camp,‖ students work 8-10 hours per week in a non-profit organization, meet every two weeks
with an internship counselor, meet monthly as a cohort, and engage in reflective work to
incorporate what they learn in the classroom with what they are doing in the field. At the
conclusion of the internships, students evaluate their experiences, and supervisors evaluate their
22 | P a g e Kingsborough Community College Grants Manual
performance. The first cohort of students has completed their internship, and the second is about
to begin.
―Civic engagement can take many forms, and grants are a useful way to kick-start new initiatives
at the college,‖ says Lavita McMath Turner. ―I encourage faculty and staff to partner with the
Center and work with College Advancement as they develop grants to further Civic Engagement
at the College.‖
CIVIC ENGAGEMENT CORE COMPETENCIES RUBRIC
23 | P a g e Kingsborough Community College Grants Manual
POLITICAL KNOWLEDGE
CIVIC KNOWLEDGE
ADVOCACY
SOCIAL RESPONSIBILITY
SERVICE
LEADERSHIP
DOMAIN
Demonstrates understanding of
how the processes, principles,
and structure of governments
and political institutions affect
individuals in society.
Demonstrates understanding of how a
dominant perspective shapes social
authority and patterns of power.
Demonstrates understanding of
needed skill sets and processes to
advance group position on a civic
topic, and demonstrates capacity to
carry out and reflect on public efforts
that involve service, public education,
and/or policy formulations as a
means to influence decision makers.
Demonstrates understanding of the
importance and/or lack of importance
for individuals and organizations to
behave ethically and with due
sensitivity toward social, cultural,
economic and environmental issues.
Demonstrates
understanding and/or
participation in activities that
reinforce a sense of civic
identity and continued
commitment to public
action.
Demonstrates understanding of
how to inspire or facilitate others
to build democratic societies
and/or the counter perspective.
SELECT TWO DOMAINS. FOR EACH DOMAIN YOU CHOOSE, DESCRIBE CONCRETE EXAMPLES (E.G. ACTIVITIES, ASSIGNMENTS, ETC.) FROM YOUR SYLLABUS OF HOW STUDENTS WILL FULFILL THE DOMAIN’S
COMPETENCIES.
CORE COMPETENCIES
Student acquires and/or
disseminates knowledge
relating to political issues.
Student demonstrates
understanding of the need for
awareness of the
interconnectedness and
cumulative benefit of diverse
political perspectives.
Student describes key
historical struggles,
campaigns, and social
movements that sought/seek
to achieve the full promise of
democracy.
Student acquires knowledge
of relevant political issues
affecting local and/or global
communities.
Student participates in a
political movement and/or
campaign.
Student listens, discusses,
debates with others of
different viewpoints on
political, social, economic, and
cultural issues.*
Student utilizes media to
achieve civic engagement
objectives.
Student engages in activities
to improve the community
through political venues.
Student examines the central
principles and historical development
of democratic governments.
Student examines American
democracy from a comparative
perspective relative to the
expressions of ideals and practices
in other countries.
Student examines the philosophy of
building coalitions to develop ideas
that are greater than the individual
through group synergy.
Student examines the impact of
government and political systems on
public policy formulation and
decision making.
Student examines democracy-
building strategies through research
and application.
Student examines useful strategies
to address mutually agreed upon
problems on campus and in
community, society or the world.
Student communicates strategically
and effectively in support of a civic
endeavor.
Student applies information and
concepts from previous class
lessons to a new perceived unjust
situation in order to benefit the
oppressed.
Student demonstrates the ability to
appreciate the perspectives of
those with different viewpoints on
controversial issues.
Student listens, discusses, debates
with others of different viewpoints
on political, social, economic, and
cultural issues.*
Student formulates action plan to
influence dominant/powerful forces
to act in a way that benefits the
poor, marginalized, or oppressed.
Student identifies social and/or
individual problem and creates
campaign to draw attention to the
situation.
Student facilitates constructive
dialogue with peers, faculty, and
community members.
Student engages in meaningful
volunteer activity.*
Student formulates strategies for
action to contribute to the perceived
common good of society.
Student demonstrates
understanding of possible
consequences for violating unjust
rules or laws.
Student appropriately participates in
activities that seek to change unjust
rules or laws.
Student formulates action plans to
be defenders of the oppressed,
weak, vulnerable, or mother earth.
Student actively participates in
cultural activities or events within
local or global community.
Student demonstrates the
relationship between healthy
behavior and the accomplishment of
long-term professional and/or
personal goals.
Student formulates strategies that
promote health and reduction or
elimination of risk factors for
themselves or others.
Student recognizes the value of the
arts as a means to facilitate civic
dialogue and engage diverse
constituencies.
Student engages in meaningful
volunteer activity.*
Student uses
extracurricular activities
to improve the
community through
engagement.
Student successfully
completes Service
Learning Course.
Student identifies the
role of spirituality in self
and engages in activities
that support religious
affiliation.
Student engages in
meaningful volunteer
activity.*
Student organizes food,
coat, blood drives and
the like.
Student serves as the catalyst
for others to act.
Student leads projects and
activities.
Student attends leadership
skills development activity.
Student demonstrates
organizational skills to
effectively run groups,
meetings and projects.
Student facilitates effective
involvement from
stakeholders.
Student seeks out leaders of
cultural organizations to serve
as mentors to groups and/or
individuals.
Student understands the
important role of followers.
Student understands the
different approaches to
leadership.
* This example appears in multiple domains.
24 | P a g e Kingsborough Community College Grants Manual
Grant Funding for Research
Academic institutions have a long history of providing a space for encouraging faculty to engage
in research to further their field of study. Such institutions realize that faculty research not only
has intrinsic value to faculty members, enabling them to remain current in their fields and pursue
such professional goals as tenure and advancement, but also provides benefit to the institution
and its students.
Community college faculty has a greater emphasis on teaching and learning than faculty at four-
year colleges and graduate degree-granting institutions. Because of this, it can be a challenge to
maintain an active research program. Seeking and securing grant funding is one way for
community college faculty to get the time and resources they need to pursue their research.
Faculty research can also enhance the student experience, both directly and indirectly. When
faculty members are engaged in their fields, they can bring that engagement into the classroom
and show students how what they are learning has ―real world‖ impact. In addition, students can
benefit from direct participation in faculty research; the American Association of Colleges and
Universities considers undergraduate research to be a ―high-impact practice.‖ Grant funding can
be used to support this practice.
Resources for Research at CUNY
The CUNY website features a section on research (http://www.cuny.edu/research.html). This
page acts as a portal for more information about research for faculty and students.
The Office for the Vice Chancellor for Research (http://www.cuny.edu/research/ovcr.html)
―promotes and supports research and discovery, and fosters technology transfer and
commercialization to stimulate economic growth and a better quality of life for New York State
and the rest of the world.‖
CUNY also administers research funding programs for faculty, including the Community
College Collaborative Incentive Research Grant, the Collaborative Incentive Research Grant, and
the Junior Faculty Research Award in Science and Engineering. Information on these programs
can be found online at http://www.cuny.edu/research/faculty-resources/internal-funding-
programs.html.
Resources for Identifying Funders and Collaborators
COS Pivot: Through its relationship with the Research Foundation of CUNY, Kingsborough
Community College faculty and staff have access to the COS Pivot (http://pivot.cos.com), a
searchable database of funders and collaborators. COS Pivot features include access to funder
records for public and private sponsors, pre-populated professional profiles for faculty members
at member institutions, and the ability to design tailored funding searches that send weekly
updates. Faculty members interested in using this service should set up an online account and
claim and update their profiles.
25 | P a g e Kingsborough Community College Grants Manual
Grants.gov: Grants.gov (http://www.grants.gov/) is the central clearinghouse for all federal
funding opportunities. Visit the ―manage subscriptions‖ section of this website
(http://www.grants.gov/web/grants/manage-subscriptions.html) to sign up for automatic
notifications.
National Institutes of Health (NIH) Research Portfolio Online Reporting Tools (RePORT): The
NIH maintains a database of funded proposals (http://report.nih.gov/). The RePORT tool can be
used to get information on projects funded under particular mechanisms. Through RePORT you
can review project abstracts, find out funding levels, and get information on success rates.
National Science Foundation (NSF) Award Search: Similar to NIH’s RePORT, the NSF Award
Search (http://www.nsf.gov/awardsearch/) allows you to search funded proposals to access
proposal abstracts and funding levels.
National Endowment for the Humanities: Descriptions of funding programs available through
the NEH are accessible online on the NEH website (http://www.neh.gov/grants). Deadlines and
previously funded projects are accessible within each grant funding opportunity description.
H-Net: Humanities and Social Sciences Online: From their website (http://www.h-net.org/): An
international consortium of scholars and teachers, H-Net creates and coordinates Internet
networks with the common objective of advancing teaching and research in the arts, humanities,
and social sciences. H-Net is committed to pioneering the use of new communication technology
to facilitate the free exchange of academic ideas and scholarly resources. Through H-Net,
humanities scholars can sign up for announcements, including funding opportunities
(http://www.h-net.org/announce/).
26 | P a g e Kingsborough Community College Grants Manual
Research Compliance
The City University of New York requires all research conducted at CUNY colleges to comply
with certain policies designed to protect the integrity of research, provide protection for human
subjects, minimize conflict of interest and the appearance of conflict of interest, and protect the
dissemination of research products. Research Compliance policies can be found on the CUNY
website (http://cuny.edu/research/compliance.html). Please contact the Officer listed for more
detailed information about each program below.
The Responsible Conduct of Research (http://cuny.edu/research/compliance/Responsible-
Conduct-of-Research.html) policy outlines responsibilities of researchers, the grant office,
students, and the Research Integrity Officer in ensuring research integrity. Particularly important
to securing grant funding is fulfilling the outlined training requirements. Kingsborough’s
Research Integrity Officer is Dr. Reza Fakhari, Associate Provost and Assistant Vice President
for Academic Affairs (reza.fakhari@kbcc.cuny.edu; 718-368-5029).
The Human Research Protection Program (http://cuny.edu/research/compliance/human-subjects-
research-1.html) provides for the protection of the rights and welfare of human subjects in
research. Particularly important is ensuring that research involving human subjects is reviewed
and approved by the Institutional Review Board (IRB) prior to grant expenditure. This involves
the fulfillment of specific training requirements and submitting an IRB application. IRB
applications should be submitted when grant proposals are submitted to ensure that IRB approval
does not delay the implementation of sponsored research. You can find information about HRPP
at Kingsborough online: http://www.kbcc.cuny.edu/irb/Pages/hrpp.aspx. Kingsborough’s HRPP
Coordinator is Ms. Carmen Rodriguez, Director of Academic Programs
(carmen.rodriguez@kbcc.cuny.edu; 718-368-5029).
CUNY’s Conflict of Interest Policy ensures that research results are not impacted by actual or
perceived conflict of interest. Information on the policy and regulatory requirements are
available online (http://www.cuny.edu/research/compliance/conflictofinterestpolicy.html).
Please pay particular attention to the training requirements for Public Health Service-funded
grants. Kingsborough’s Conflict of Interest Officer is Dr. Reza Fakhari, Associate Provost and
Assistant Vice President for Academic Affairs (reza.fakhari@kbcc.cuny.edu; 718-368-5029).
Finally, CUNY’s policy on Export Controls balances its commitment to research of international
benefit and interest against the need to protect the products of research from misuse. Please
review these guidelines carefully to evaluate whether your project is governed by this policy
(http://www.cuny.edu/research/compliance/Export-Control.html).
27 | P a g e Kingsborough Community College Grants Manual
Research Foundation Policies
All government-funded grants and most large private grants (especially those requiring hiring
new staff) must be administered through the Research Foundation of CUNY (RFCUNY). All
potential PI/PD’s should familiarize themselves with RFCUNY policies governing grant
administration. The RFCUNY Project Director/Employees Guide is available online at:
https://www.rfcuny.org/RFWebsite/research/content.aspx?catID=1180
Particularly important when developing your grant budget is to be familiar with RFCUNY’s
policy on cost sharing. As you develop your grant budget, only include cost share when
required by the sponsor. And choose cost share that is easily calculated and documented.
It is also important to be sure you are clear about the use of sub-recipients and consultants. If
you anticipate that your project/research design requires either collaboration with another
academic (CUNY or otherwise), non-profit, or for-profit entity, or may require the procurement
of specific services in the form of an independent contractor agreement, please confer with
College Advancement about the distinction between these types of third-party arrangements,
how to budget for them, and the Research Foundation’s policies surrounding these relationships.
28 | P a g e Kingsborough Community College Grants Manual
T H E G R A N T D E C I S I O N M A K I N G M A T R I X
CHECK YES OR NO FOR EACH QUESTION LISTED BELOW:
YES
NO
1. Are you familiar with the Grant Review and Approval Process?
IF NO, GO TO COLLEGE ADVANCEMENT’S WEBSITE OR CALL COLLEGE ADVANCEMENT FOR PROCEDURAL
GUIDELINES.
2. Does this project fit within the college mission and priorities?
IF NO, STOP HERE. THE PROJECT CANNOT BE APPROVED.
3. Is there adequate time to write, compile, get authorization for, and submit the proposal 10 days before the submission deadline?
IF NO, SPEAK TO YOUR DEPARTMENT CHAIR OR SUPERVISOR BEFORE PROCEEDING.
4. Is the project an important value-add for the college?
5. Have you identified a source of funding?
6. Have you talked to your department chair or supervisor about this opportunity?
7. Does the college have a history/relationship/rapport with this funding agency?
IF YOU ARENT SURE, CALL COLLEGE ADVANCEMENT.
8. Are you familiar with the guidelines of the grant opportunity?
9. Does your project fall within the interests of the funding agency and the opportunity they are sponsoring?
10. Do you have a project concept that is based on models or best practices in the field?
11. Do you have adequate training, experience, and time to administer the grant?
12. Have you identified with whom you will collaborate to develop/write/package the proposal?
12a. If yes, have you identified grant partners outside the college?
13. Have you discussed this opportunity with those partners?
14. Does the college have the resources (space, personnel) to administer this grant?
15. If the project requires institutional match, have you identified potential source(s) of the match?
16. Does the grant offer indirect cost recovery to the college?
17. Does the college have the resources to sustain this project beyond the period of grant support?
18. Does this project have future financial potential for the college, or improve college efficiencies?
99. Does this project advance scholarship or best practices in the field, and/or will it serve as a model that may be replicated by others?
Scoring. One point for each “Yes:
17 20 points = youre ready to work on this project and College Advancement will work with you, if time allows, to meet your deadline.
14 16 points = your project is well thought out, and College Advancement will work with you to develop a full proposal for this or some future competition.
10 13 points = your project is almost ready to be developed, but needs some further work or planning on your part.
5 9 points = you need to invest more time in concept development before your project can proceed.
0 4 points = your project is not likely to make it onto the grant schedule.
29 | P a g e Kingsborough Community College Grants Manual
NOTICE OF INTENT TO SUBMIT A GRANT APPLICATION
Use for grants with a PI/PD who is a member of the instructional staff
Complete this form as fully as possible and submit this form to College Advancement
(M243) at least twelve working days in advance of submitting a proposal.
Make sure all approvals are in place.
Primary Investigator/Project Director: Today’s Date:_____
Department: Extension:____________________
Date Due:__________ Sponsor:
Program Announcement # or URL:
CFDA (federal grants only) #
Proposed Project Title:
1. Is this a federal grant? No Yes
2. If a non-federal grant, is online submission required? No Yes
If yes, do you currently have access to the online submission interface? No Yes
3. Are other institutions involved? No Yes
If yes: a. Please list other institutions involved:
b. Is Kingsborough the lead? No Yes
If no, indicate lead institution:
4. Is this a research project? No Yes
If yes, have you completed the Responsible Conduct of Research (RCR) training? No Yes
Please attach a copy of your RCR certificate to this application
5. Does this project involve human subjects? No Yes
If yes, describe status of project with IRB:
30 | P a g e Kingsborough Community College Grants Manual
6. Will this project require existing and/or additional space on or off campus?
No Yes if yes: Existing On-campus
Additional Off-campus
Please describe space needs and additions and/or renovations to be made:
7. Will this project involve the acquisition of computer hardware and/or software? No Yes
If yes, please describe:
8. Will this project involve the acquisition of major equipment? No Yes
If yes, please describe:
If you answer “yes” to questions 6, 7, or 8, approval from the Vice President for Finance and
Administration is required below.
9. Are you requesting salary support for yourself? No Yes
If yes, select type and calculate where indicated below:
Released Time:
____ hours of released time x $1,250 per hour = $ (A)
$____________ (A) x 0.49 (released time fringe rate) = $ (B)
Total value of released time requested (A + B) = $ (C)
Summer Salary (for most grants, faculty may request up to 2 months of summer salary)
Summer Salary: $ _______________ ÷ 9 = $ (D)
$ (D) x _____ (number of months) = $ (E)
$ (E) x 0.26 (summer salary fringe rate) = $ (F)
Total value of summer salary (E + F) = $ (G)
Research Leave: (length of leave)
10. Are you requesting a research assistant? No Yes
If yes, please indicate: Undergraduate Graduate Other
11. Are you requesting other staff? No Yes
If yes, please indicate: (#) full-time (#) part-time
If yes, will this staff member require new office space? No Yes
If new office space is required, approval from the Vice President for Finance and Administration
is required on page 3 of this form.
31 | P a g e Kingsborough Community College Grants Manual
12. Indirect Costs: base: $ x rate: _______% = $
Kingsborough’s federally approved indirect cost rate, effective 07/01/2015, is 52.30% of salary plus fringe for on-
campus work, and 23.30% of salary plus fringe for off-campus work. Refer to funder guidelines for possible limits
on indirect costs and preferred base.
If requesting less than the approved rate, please indicate the reason:
Funder has placed a limit on the indirect cost recovery of ___% on ______________
Please attach portion of guidelines reflecting that limit to this form
Matching funds are required and I am requesting that $_________ in indirect costs be used to
meet this match
Please attach portion of guidelines reflecting that requirement to this form
This sponsor does not allow for payment of indirect costs
Please attach portion of guidelines reflecting that requirement to this form and get presidential sign-off as indicated below
Other reason
Please attach a brief narrative justification for this request
13. Are matching funds required? No Yes
If yes, please indicate allowable types: in-kind cash other
14. Is there any conflict of interest? No Yes
If yes, please explain:
Please attach a brief abstract of the proposal along with a draft budget
_______________________________________________________________
Signature of Principal Investigator/Program Director Date
_______________________________________________________________
Signature of Chair Date
_______________________________________________________________
Signature of Provost Date
_______________________________________________________________
Signature of Vice President for Finance and Administration Date
_______________________________________________________________
Signature of President acknowledging waiver of indirect costs Date
32 | P a g e Kingsborough Community College Grants Manual
NOTICE OF INTENT TO SUBMIT A GRANT APPLICATION
Use for grants with a PI/PD who is a member of the non-instructional staff
Complete this form as fully as possible and submit this form to College Advancement
(M243) at least twelve working days in advance of submitting a proposal.
Make sure all approvals are in place.
Primary Investigator/Project Director: Today’s Date:__________
Department: Extension:____________________
Date Due:__________ Sponsor:
Program Announcement # or URL:
CFDA (federal grants only) #
Proposed Project Title:
1. Is this a federal grant? No Yes
2. If a non-federal grant, is online submission required? No Yes
If yes, do you currently have access to the online submission interface? No Yes
3. Are other institutions involved? No Yes
If yes: a. Please list other institutions involved:
b. Is Kingsborough the lead? No Yes
If no, indicate lead institution:
4. Is this a research project? No Yes
If yes, have you completed the Responsible Conduct of Research (RCR) training? No Yes
Please attach a copy of your RCR certificate to this application
5. Does this project involve human subjects? No Yes
If yes, describe status of project with IRB:
33 | P a g e Kingsborough Community College Grants Manual
6. Will this project require existing and/or additional space on or off campus?
No Yes if yes: Existing On-campus
Additional Off-campus
Please describe space needs and additions and/or renovations to be made:
7. Will this project involve the acquisition of computer hardware and/or software? No Yes
If yes, please describe:
8. Will this project involve the acquisition of major equipment? No Yes
If yes, please describe:
If you answer “yes” to questions 6, 7, or 8, approval from the Vice President for Finance and
Administration is required on page 3 of this form.
9. Are you requesting salary support for yourself? No Yes
If yes, select type and calculate where indicated below:
Released Time:
____% (percent effort) x _________ (annual salary) = $ (A)
$____________ (A) x 0.49 (released time fringe rate) = $ (B)
Total value of released time requested (A + B) = $ (C)
10. Are you requesting other staff? No Yes
If yes, please indicate: (#) full-time (#) part-time
If yes, will this staff member require new office space? No Yes
If new office space is required, approval from the Vice President for Finance and Administration
is required on page 3 of this form.
34 | P a g e Kingsborough Community College Grants Manual
11. Indirect Costs: base: $ x rate: _______% = $
Kingsborough’s federally approved indirect cost rate, effective 07/01/2015, is 50.30% of salary plus fringe for on-campus
work, and 23.30% of salary plus fringe for off-campus work. Refer to funder guidelines for possible limits on indirect costs
and preferred base.
If requesting less than the approved rate, please indicate the reason:
Funder has placed a limit on the indirect cost recovery of ___% on ______________
Please attach portion of guidelines reflecting that limit to this form
Matching funds are required and I am requesting that $_________ in indirect costs be used to
meet this match
Please attach portion of guidelines reflecting that requirement to this form
This sponsor does not allow for payment of indirect costs
Please attach portion of guidelines reflecting that requirement to this form and get presidential sign-off as indicated below
Other reason
Please attach a brief narrative justification for this request
12. Are matching funds required? No Yes
If yes, please indicate allowable types: in-kind cash other
13. Is there any conflict of interest? No Yes
If yes, please explain:
Please attach a brief abstract of the proposal along with a draft budget
_______________________________________________________________
Signature of Principal Investigator/Program Director Date
_______________________________________________________________
Signature of Supervisor Date
_______________________________________________________________
Signature of Dean, Assistant VP, or Vice President Date
_______________________________________________________________
Signature of Vice President for Finance and Administration Date
_______________________________________________________________
Signature of President acknowledging waiver of indirect costs Date
35 | P a g e Kingsborough Community College Grants Manual
Grant Proposal Package Checklist: to be submitted to M243 with proposal documents two
working days before a proposal deadline.
Primary Investigator/Project Director: ____________
Date:____________________
Department: Extension:___________________________
Proposal Deadline:__________ Sponsor:
Program Announcement # or URL:
CFDA (federal grants only) # _____________
Proposed Project Title: ______
________________________________________________________________________
Checklist: check items below
If not available online, a copy of the sponsor’s proposal guidelines
Completed application forms as required by the sponsor
The final budget and budget justification in the format required by the sponsor.
Completed and signed CUNY compliance forms as required :
Export Control Checklist
Conflict of Interest Disclosure (if applicable)
RCR Training Certificate (research only)
IRB Application (Human Subjects research only)
If applicable:
Complete documentation for all proposed subcontracts
Consultant Letter(s) of Intent/Commitment and Bio sketch(es)
Documentation of appropriate approvals for all direct cost sharing requests
(mandatory or voluntary)
1
PI:______________________________ FundingOpp.#:___________________________
Institution:____________________ Sponsor:___________________________________
ChecklisttoDetermineSubrecipient or ContractorClassification
(forinternalCUNYuseonly)
DEFINITIONSFROMFEDERALUNIFORMGUIDANCE(2CFR,PART200):
Subrecipient:
§200.93‐SubrecipientmeansanonFederalentitythatreceivesasubawardfromapassthrough
entitytocarryoutpartofaFederalprogram;butdoesnotincludeanindividualthatisabeneficiaryof
suchaprogram.
§200.331‐Subawardproposalsmustuseasubrecipient’sfederallynegotiatedFacilities&
Administrative(F&A)rate.Ifnoneexists,thena10%deminimisrateshouldbeused,unlessnoF&A
rateisrequired.
Contractor:
§200.23‐Contractormeansanentitythatreceivesacontractdefinedin§200.22.
§200.22‐ContractmeansalegalinstrumentbywhichanonFederalentitypurchasespropertyor
servicesneededtocarryouttheprojectorprogramunderaFederalaward.
OTHERFEDERALGUIDANCE:
FromNIH:
Subawardees(subrecipients)shouldmakeamajorcontributiontotheproject.Useasubaward
whenyouneedanotherinstitutionfordesign,conduct,oroutcomeofyourproject.Consultants
usuallyprovideadviceorservices—forexample,supplyingsoftware,makingtechnicalcomments,
orsettingupequipment—andsometimesparticipatesignificantlyintheresearch.Theyworkfora
fee.
INSTRUCTIONS:Completesections1&2attachedbymarkingallcharacteristicsthatapplytothe
outsideentity.Thesectionwiththegreatestnumberofmarkedcharacteristicsindicatesthe
relationshiptheentitywillmostlikelyhavewithCUNY.Theremaybecircumstanceswhenthe
relationshipdoesnoteasilyconformtoeitherthesubrecipientorcontractorcategoriesasindicated
bythechecklist.Inthesesituations,thesubstanceoftherelationshipshouldbegivengreater
considerationthanthetypeofagreement.Section3shouldbeusedtoprovidethedocumentation
usedindeterminingtheproperrelationshipclassification.
36 Kingsborough Community College Grants Manual
2
NAMEOFOUTSIDEENTITY:______________________________________________________
SECTION1SUBRECIPIENT
Description:AsubawardisforthepurposeofcarryingoutaportionofaFederalawardandcreatesa
Federalassistancerelationshipwiththesubrecipient.Characteristicsthatsupporttheclassificationof
thenonFederalentityasasubrecipientinclude:
1. Thesubrecipientmustcomplywiththesponsorrequirementsoftheprimeaward(e.g.
effortreportingonfederalawards);
2. Thesubrecipientexercisesprogrammaticcontroloverhowthesponsoredworkis
performed.Itmakesindependentdecisionsregardinghowtoimplementtheproposed
activities,asopposedtoprovidinggoodsorservicestotheprimeawardPI;
3. Thesubrecipientisresponsibleforsubstantiveprogrammaticworkorforconductinga
significantportionoftheproject;
4. Aprincipalinvestigatorhasbeenidentifiedatthesubrecipientwhofunctionsasa“Co‐
PI.”Publicationsmaybecreatedorco‐authored.
EntitiesthatincludethesecharacteristicsareresponsibleforadherencetoapplicableFederalprogram
requirementsspecifiedintheFederalaward.
SECTION2CONTRACTOR
Description:AcontractisforthepurposeofobtaininggoodsandservicesforthenonFederalentity’s
ownuseandcreatesaprocurementrelationshipwiththecontractor.Belowarecharacteristics
indicativeofaprocurementrelationshipbetweenthenonFederalentityandacontractor:
1. AcontractorisnotsubjecttothecompliancerequirementsoftheFederalprogram(e.g.
effortreportingonFederalawards);
2. Acontractorprovidesgoodsorservicesdevelopedaccordingtothespecificationsofthe
CUNYPrincipalInvestigator;
3. Acontractorprovidessimilargoodsorserviceswithinitsnormalbusinessoperationsto
otherpurchasersandnormallyoperatesinacompetitiveenvironment;
4. AcontractorprovidesgoodsorservicesthatareancillarytotheoperationoftheFederal
program.
EntitiesthatincludethesecharacteristicsarenotsubjecttocompliancerequirementsoftheFederal
programasaresultoftheagreement,thoughsimilarrequirementsmayapply.
DETERMINATION
SUBRECIPIENTCONTRACTOR
37 Kingsborough Community College Grants Manual
3
OPTIONALSECTION3USEOFJUDGEMENT
Description:Indeterminingwhetheranagreementbetweenapassthroughentityandanothernon
Federalentityshouldbeclassifiedasasubrecipientorcontractorrelationship,thesubstanceofthe
relationshipismoreimportantthantheformoftheagreement.Allofthecharacteristicslistedabove
maynotbepresentinallcases,andthepassthroughentitymustuseitsjudgementinclassifyingeach
agreementasasubrecipientawardoraprocurementcontract.
Preparedby:____________________________________ Date:_________________________________________
38 Kingsborough Community College Grants Manual
For CUNY use:
PRSY: _____________
Research Foundation of the City University of New York
SUBRECIPIENT COMMITMENT FORM
Sections B through I should be completed at the proposal stage by an Authorized
Representative who is knowledgeable about your organization’s business processes and can
obtain input on the scope of work from the principal investigator (PI) based at your
organization.
This form must be completed in order to determine whether your organization’s relationship to
the project is as a subrecipient or as a contractor. This form must be received before a
subagreement with CUNY can be established.
Section A: Proposal Information (to be completed by CUNY Sponsored Research Office)
CUNY PI: College:
Prime Sponsor:
Title of Proposal:
CFDA #: R&D Award? ___ Y ___ N
Proposed Period of Performance Start: End:
Section B: Subrecipient Information (to be completed by Subrecipient)
Subrecipient Legal Name:
Address:
City: State: Zip:
URL:
Subrecipient DUNS #: EIN#:
Institutional Type: Congressional District:
Subrecipient Proposed Period of Performance Start: End:
Anticipated Amount of Federal Funds Obligated to the Subrecipient:
39 Kingsborough Community College Grants Manual
Section C: Subrecipient Eligibility
The CUNY Research Foundation (RF) requires a Subrecipient Commitment Form to be completed
before a subagreement may be fully executed. This form will be considered valid for 1 year from the
date of signature by your organization’s Authorized Official. In the event of changes to the information
provided, the RF should be notified within 30 days by sending an email to legalaffairs@rfcuny.org.
Please answer the following questions BEFORE completing the rest of the form.
__ Yes __ No Is your organization presently debarred, suspended, proposed for debarment,
declared ineligible or voluntarily excluded from participation in any Federal department or agency?
__ Yes __ No Is your organization delinquent on repayment of any Federal debt including
direct and guaranteed loans and other debt as defined in OMB Circular A-129, “Managing Federal
Credit Programs”?
If you answer “Yes” to either of these questions, it will not be possible for CUNY to establish a
subagreement with your organization and you do not need to complete the remainder of this
form. Please notify CUNY’s Principal Investigator immediately.
Section D: Subrecipient Requirements and Responsibilities
The Research Foundation of CUNY (RF) views the subrecipient organization as a true partner in
carrying out a sponsored project. The requirements and responsibilities of a subrecipient are different
from that of a contractor. The following chart outlines the differences:
Subrecipients Contractors
The subrecipient must comply with the
sponsor requirements of the prime award
(e.g., effort reporting on federal awards).
The subrecipient exercises programmatic
control over how the sponsored work is
performed. It makes independent
decisions regarding how to implement the
proposed activities, as opposed to
providing goods or services to the prime
award PI.
The subrecipient is responsible for
substantive programmatic work or for
conducting a significant portion of the
project.
A principal investigator has been
identified at the subrecipient who
functions as a Co-PI. Publications may be
created or co-authored.
A contractor is not subject to compliance
requirements of the Federal program (e.g.
effort reporting on Federal awards).
A contractor provides goods or services
developed according to the specifications
of the CUNY Principal Investigator.
A contractor provides similar goods or
services within its normal business
operations and normally operates in a
competitive environment.
A contractor provides goods or services
that are ancillary to the operation of the
Federal program.
Is my organization properly categorized as a subrecipient as described above? ___Yes ___No
If No, please contact the CUNY PI about procuring your organization’s products and/or services as a
contractor.
40 Kingsborough Community College Grants Manual
Section E: Additional Subrecipient Proposal Information
Subrecipient Performance Site Address (if different from above):
City: State: Zip:
Subrecipient PI:
Phone: Fax:
Email:
Address:
City: State: Zip:
Administrative/Contractual Contact:
Phone: Fax:
Email:
Address:
City: State: Zip:
Financial Contact:
Phone: Fax:
Email:
Address:
City: State: Zip:
Authorized Signatory:
Phone: Fax:
Email:
Address:
City: State: Zip:
41 Kingsborough Community College Grants Manual
Section F: Facilities & Administrative Rate
The Facilities & Administrative Rate included in this proposal has been calculated based on:
__Subrecipient’s federally negotiated F&A rate for this type of work. (If this box is checked
please attach a copy of your current F&A rate agreement or furnish the URL link to the agreement:
_________________________________________________________________________________)
__ 10% de minimis (minimum) rate (If the subrecipient does not have a negotiated F&A rate a
10% de minimis rate must be used. This rate is available to both domestic and foreign subrecipients.
PIs may not negotiate or agree to lower rates with their subrecipients.)
__ Other (please explain, e.g., NIH caps foreign subrecipients at 8%):
_______________________________________________________________________________
Section G: Fringe Benefit Rates
Fringe Benefit Rates included in this proposal have been calculated based on:
___ Rates are consistent with, or lower than, our federally negotiated rates. (If this box is checked
please attach a copy of your organization’s fringe benefit rate agreement or furnish the URL link to
the agreement:
_________________________________________________________________________________)
___ Based on actual cost.
___ Other (please explain): ____________________________________________________________
Section H: Research Compliance
Check as applicable:
Does the project involve human subjects?
__ Yes __ No __ Pending
If Yes, please provide Federalwide Assurance number:
_______________________________________________________ and copies of the IRB approval.
Does the project involve animal subjects?
__ Yes __ No __ Pending
If Yes, please provide Animal Welfare Assurance number:
______________________________________________________and copies of the IACUC approval.
42 Kingsborough Community College Grants Manual
Section I: Proposal Documents
The following documents are required with this subaward proposal:
__ Statement of Work
__Budget and Budget Justification in awarding agency format
__Subrecipient Commitment Form
__Letter of Commitment
__Other
Subrecipient Authorized Representative Approval
I hereby certify that the information I provided accurately represents the organization of which I am an
Authorized Representative. Any work begun and/or expenses incurred prior to execution of a
subaward agreement are at the Subrecipient’s own risk.
___________________________________________________________________________________
Signature of Subrecipient’s Authorized Official Date
___________________________________________________________________________________
Name and Title of Authorized Official
Please return this form to: ______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
43 Kingsborough Community College Grants Manual
44 | P a g e K i n g s b o r o u g h C o m m u n i t y C o l l e g e
Who’s Who in the Grants Development Process
The Office for College Advancement: College Advancement provides pre-and post-award
services to members of faculty and administration seeking grant awards to support their work.
OCA will provide grant writers with institutional background sections of proposals. College
Advancement will be the main point of contact responsible for developing proposals to support
major institutional initiatives. Four members of the College Advancement team work together to
provide this service:
Elizabeth Basile, Ed.D., Assistant Vice President: provides guidance and supervision to members
of College Advancement, including those providing pre- and post-award services to grant
applicants.
Mabel Chee, Director of Development: provides assistance in identifying, stewarding, and
soliciting public and private funding sources. Includes working with KCC staff members to
develop proposal ideas, search for funding prospects, providing one-on-one consultation on the
proposal development and grant submission process, and reviewing proposals for thoroughness
and completeness before submission; serves as liaison to RFCUNY for the department.
Wanda Morales, Associate Director of Funds Management: reviews proposal budgets and
monitors grant funds expenditures post-award. Ms. Morales assists with employee hiring,
project account set-up and closing, payroll submission, and provides support and instruction in
other aspects of post-award administration. Ms. Morales is one of the department’s liaisons to
RFCUNY.
Kathryn Giaimo, Manager, Corporate and Foundation Relations: in collaboration with the
Director of Development, researches and fosters relationships with corporations and their
foundations to provide financial support for new and ongoing projects developed in collaboration
with KCC faculty and staff. This includes drafting and/or reviewing proposals prior to
submission. She also develops partnerships with local businesses to provide smaller donations,
sponsorships, and/or in-kind contributions. Ms. Giaimo is one of the department’s liaisons to
RFCUNY.
Primary Investigator (PI): person on KCC staff primarily responsible for developing and
implementing the program or research being proposed, including program or research design,
staffing and management, identifying budget needs, and, upon award, program implementation
and administration. This person could be a faculty member or administrator, and is a full-time
employee of the college.
Co-PI: if the staff member or faculty member is planning to implement this program or research
in partnership with another staff member or faculty member, a Co-PI is identified and is part of
the grant preparation team. As with the PI, a Co-PI could be a faculty member or staff member.
PI’s and Co-PI’s are responsible for writing program design and staffing and management
sections of any proposal.
Project Director (PD): alternative to “Primary Investigator,” usually for non-research proposals.
45 | P a g e K i n g s b o r o u g h C o m m u n i t y C o l l e g e
Research Foundation of CUNY (RFCUNY): All publicly-funded grants and grants that support
salaries are administered by RFCUNY. College Advancement will contact RFCUNY on an as-
needed basis when developing proposal budgets to make sure expenses, classifications, and
justifications are in line with RFCUNY regulations. This will minimize questions from
RFCUNY after a grant is awarded and reduce the need for budget modifications based on a
misinterpretation of their requirements. Any grant proposal that requires an A-133 audit report
will be administered by the RFCUNY.
Kingsborough Community College Foundation: the KCC Foundation’s primary mission is to
support college priorities. KCC Foundation does this by funding student scholarships, supporting
faculty and curriculum development, and building its endowment. Only grants with budgets that
do not include salary support go through the foundation.
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