Functions

GRANTS OFFICE FUNCTIONS

Sources Used For Information Regarding Grant Opportunities

Methods Used to Inform NSU Faculty and Staff About Grant Opportunities and Policies

Grants Office Role in On-Campus Proposal Development

Grants office assists in searching for appropriate funding sources.
Grants office assists in securing application material and meets with the faculty/staff on strategies in regard to grant application preparation.
Grants office is available as a resource for faculty/staff throughout the proposal development process.
Grants office serves as the president's delegated Authorized Organizational Representative (AOR) for online federal grant application submission sites. All federal applications should be edited, proofed, and reviewed for completeness prior to electronic submission.
Grants office ensures institutional compliance with federal regulations.
Grants office reviews all grant applications on behalf of the university and secures the president's signature for paper and electronic applications.

What Happens Once A Notification Of Funding Or Non-funding Is Received By The University

A notice of non-funding is recorded as such by the grants office.
A notice of funding is recorded as such by the grants office.
The South Dakota Board of Regents – Executive Office is notified of this funding.
An organized process is followed in handling new grants.
- The grants office and project director (faculty/staff) carefully review the award terms and conditions to determine what needs to be done immediately such as signing and returning documents and/or providing additional information as may be requested by the funding agency.
- All tasks and timetable are reviewed – particular attention is paid to the types of reports necessary and when they are due – these due dates are logged in by both the grants office and the faculty/staff member.
- The grants office and the project director (faculty/staff) will open an account in the finance office.
- The Finance Office will receive a copy of all grant terms and conditions regarding the financial aspect of the grant; they will be responsible for receiving all grant fund payments and establishing the appropriate grant index code and fund to provide accurate accounting of grant expenditure and revenues. Grant money is not to be comingled with other sources of funds.

General Responsibilities of University Grants

Finance Office
- Order and receive grant funds consistent with the grants’ terms and conditions
- Assign index code and fund.
- Act as the custodian of these funds
- Handle audit procedures
Project Director (Faculty/Staff)
- Conduct project in a professional manner and according to agency guidelines (and federal regulations where required)
- Communicate with his/her program officer
- Complete monthly time and effort paperwork and other forms when and as required
- Be responsible for all reporting to the funding agency and submit reports on time
- Monitor grant progress and document all expenditures
- Provide Finance Office with information and forms to be used if required for draw down of grant funds.
- Follow established purchasing policies and procedures.
- Follow established hiring and payroll policies and procedures.
Grants Office

Other than the duties previously outlined, the grants office selectively monitors the university’s on-going grants; upon request will keep a calendar of dates on which reports are due and remind the faculty/staff member of those deadlines
Grants office monitors all applications and active grants for federal compliance and maintains files related to regulations, including financial disclosure/conflict of interest, data management, the Fly America Act, export control, RCR training, human subjects research training, effort reporting, and others
Assists the faculty/staff as needed in report preparation
Assist the faculty member in addressing grant-related problems or necessary changes, such as no-cost extensions