SPGA FAQ

Who do I need to get approval from?

Your proposal will need to be approved by your Department Chair, the Dean, and the SPGA.
The SPGA office will route to the Department Chair and the Dean for the requisite approvals.

How much is the typical grant award or sponsorship amount?

There is no ‘typical’ grant award or sponsorship amount. Grants and sponsorships range from small amounts to well over $1,000,000. Typically, federal grant awards will be more than foundation grants or industry sponsorships, but not necessarily. The best way to decide how much to ask for in a grant proposal or sponsorship is to first determine how much funding your project requires.

If my grant is awarded, how do I get the money?

An index for your project will be set up in the SPGA office once the funds for your project are received.

A detailed budget and budget justification are required with every proposal, even if the sponsor requires a general budget or only a total dollar amount. Before Oregon Tech can authorize a proposal, it must be reviewed for compliance with all university, state, and federal budget policies by the SPGA office.

If a funding agency has its own budget guidelines and forms, budget categories and/or terminology may be different than what is used on Oregon Tech forms. Always rely on the requirements specified by the funding sponsor/agency. Sponsor’s indirect CAP rates are determined by the funding agency and will be considered in lieu of Oregon Tech Federal indirect rate.

If you know a position will be required but the students that has not yet been identified at the time the proposal is being submitted, indicate To Be Named or TBN in place of the name.

Oregon Tech have specific guidelines and procedures that must be followed during budget preparation.

Faculty Salaries

Name of the employee.
Monthly or annual salary
All applicable Cost-of-living adjustments (COLA).
Other Payroll Expenses (OPE) at rates.
Personnel work duties should be discussed in the budget justification

Student

If you know a position will be required but the students that has not yet been identified at the time the proposal is being submitted, indicate To Be Named or TBN in place of the name.

Student hourly rates

Determined at the discretion of the PI and based on the complexity of the work.

Undergraduate Students: Rates for student time in sponsored project budgets ranges from hourly rates $10 - $25/hr. depending on type of project and source of funds. Example, $1500/mo. for full-time, grant-supported internships. See Student Pay Guidelines.

Student stipend rates

Graduate Students: Stipends range from $750 - $3000 / month, depending on type and amount of work and source of funds. Currently the MS MFG OIT grad program offers tuition remission for Teaching Assistantships, plus stipend of $750 /month (0.3 FTE).

Research Assistantships may be budgeted at $1500 - $5,000/month, depending on type and amount of work, and funding sources guidelines (Applies to Federal Grants).

Fringe Benefit Rate

All grants require OPE: When figuring salaries for faculty or staff for grants, OIT-OPE rate is calculated at .52 for release time based on the grant performance period which includes cost of health plans and retirement.
- 0.52 OPE on all grants & contracts for Academic Term as of 2/04/2020 per VPR. 
- 0.35 OPE on all grants & contracts for Summer as of 2/04/2020 per VPR.
- 0.02 OPE for Student wages/stipends as of 1/28/2020 per VPR.

Travel

Domestic: Local travel (Conference/Research meetings)

Travel Reimbursements

International (Foreign) Travel- (Requires SPGA approval)

Consultants

Consultants provide expert advisory or other services for brief or limited periods of time during the period of performance.

Documentation from a consultant should be in the form of a letter that includes his or her name, daily rate of pay (and justification for the rate of pay), number of days, travel costs, and a statement indicating his or her willingness to participate in the project or program.

Equipment

Equipment is identified as an item of non-expendable, tangible personal property, meaning it can be appraised for value, has an acquisition cost of $5,000 or more, is free-standing or can stand alone, and has a normal useful life expectancy of one year or more.

Each equipment item should be listed individually on the budget form, and their estimated cost should also include sales tax, shipping, and assembly, if necessary.

Supplies & Materials

Items that cost less than $5,000 are not considered equipment and belong in the Supplies and Materials category of the budget.

Subaward

The budget justification includes the name of the subaward entity, their total costs, and a general statement about what aspect of the research they will be performing and how their participation will benefit the project or programs

Participants Cost

Research incentive for the participants. Such as Cash/Gift Cards

Indirect

Oregon Tech’s federal indirect rate is .50 to all programs, expires 6/30/2020.

This rate is applied to all personnel salaries & wages in the grant proposal.

If students are paid educational stipends, then indirect is not applied to the stipends.

If students are paid compensation as wages (hourly), and are considered employees, then indirect is applied to their salaries.

What happens after I have a consultation with the SPGA?

I'm interested in getting funding for research, a project or program. Where do I start?

An easy place to start is to email the SPGA at spga@oit.edu, and set up a consultation. This consultation will help to identify what steps need to be taken to develop a proposal. The more specifics you have developed regarding your project prior to the consultation the more productive the consultation will be.

Can graduate students use the SPGA to find funding opportunities?

Yes; however it should be noted that for most research proposals to federal entities, the graduate student will need to work under a faculty PI.

What kinds of things can I get funding for?

A very wide variety of things are eligible for funding. That said, not every sort of project will be funding or sponsorship-eligible.

Federal RFPs (Request for Proposals) and FOAs (Funding Opportunity Announcements) tend to have more specific criteria than private foundation or industry sponsorship applications; however, federal RFPs are also larger and will fund things that private foundations won’t. Generally speaking, the more developed and robust your project is the better chance you have of getting it funded. This can mean different things depending on the project, but generally grants are not awarded for things like discrete equipment purchases and capital investments. If you are looking for a discrete piece or pieces of equipment, your best chance of funding is to go through the internal Resource Budget Committee (RBC) process. Equipment may be a component, however, of a larger grant project.

The best projects, and therefore the projects most likely to get funded, will have specific objectives and outcomes, defined modes of sustainability and evaluation, a strong statement of need, and detailed projected cost and timeline estimates. This is true for both federal and foundation grants as well as industry sponsorships.

If you have a potential project that you think might be funding-eligible, the best thing to do is schedule a consultation with the SPGA.

What type of project has the best chance of getting funded?

The best way to go about creating a strong and competitive proposal is to develop a project that identifies a documented need, creates a solution to address that need in a robust and systemic way, has identified specific outcomes, has a means for sustaining itself beyond the grant period and has evaluation metrics built into the project to determine the degree of success of the project. Foundations, industry and federal entities look for projects that tend to have direct or potential benefit beyond those immediately impacted by the project.

Thinking broadly and creatively about your grant project is greatly to your advantage. Single purchases for things such as equipment or travel are highly unlikely to be funded through a grant. However, as part of a larger project, such expenses may be able to be included as a necessary part of a robust project.

Our department is interested in receiving funding for an endowed chair/endowed lab/etc. Can we apply for a grant for this?

No. Endowments or endowed chairs/equipment/etc. are almost never grant or sponsorship eligible. Named chairs, labs and the like are almost always established through a major gift, which is distinct from a grant or sponsorship. If you have questions about major gifts, please call the Director of Development at the Oregon Tech Foundation.

I think my department may have funds from a current grant in our Foundation account. How can I find out?

If you have questions regarding your department account at the Oregon Tech Foundation, please contact the Director of Development at the Oregon Tech Foundation.

How long does it take to receive a grant or sponsorship?

It depends. Some awards can have turnaround times as short as two or three months. However, the average grant award process is closer to six to nine months. Some grants may take a year to secure.

What is the difference between a grant and a sponsorship?

Generally speaking, a sponsorship is a specific agreement between a sponsoring agency and Oregon Tech that provides support for a specific project that has specific intended outcomes and deliverables. It involves some sort of mutual exchange. A grant may be a sponsorship, in which it as specific outcomes and deliverables, or it may be closer to a gift. Generally speaking, however, when we use the word ‘grant’ we mean it closer to the meaning of sponsorship, wherein specific outcomes of the funding are established.

Grants are generally issued by foundations, corporate foundations, and federal entities; whereas a sponsorship is an award given usually by an industry entity to sponsor a project that often has some direct connection to the work of the sponsoring business or corporation. However, a federal grant, for example, providing funding for research may also be considered project sponsorship.

What is the difference between a federal and a foundation grant?

Federal grants are grants issued through a federal agency such as the NIH, the NSF, the DOE, etc. These grants are usually announced through a Request for Proposal (RFP) or Funding Opportunity Announcement (FOA) and have relatively strict guidelines as to what projects will qualify for funding. They are evaluated by a point system by a committee of reviewers.

Foundation grants are grant awards from private foundations. Foundations may be managed by families, corporations, or other private entities. They typically, but not always, have looser project guidelines than federal RFPs, though the permissible cost categories may be more strict.

What is the difference between a grant or sponsorship and a contract?

A contract is used as a tool of procurement for a specific good or service. A contract is an agreement between the university and another entity that outlines a defined exchange of goods and/or services. Contracts may be issued as part of a grant. If Oregon Tech enters into a contract with another entity as part of a larger sponsored project where Oregon Tech is not the fiscal agent, these are treated as contracts, not grants or sponsorships.

A grant or sponsorship provides financial support for a project or program. They typically have less defined deliverables and actions, but still require regular reporting of outcomes.

What is the difference between a gift and a sponsorship or grant?

Gifts to the university are usually made to the Oregon Tech Foundation, are irrevocable, and do not require anything in return such as specific deliverables, outcomes or reporting. In some cases, a grant may be considered a gift.

Grants and sponsorships are typically made contingent upon the completion of certain outcomes and deliverables, such as research, program delivery, etc. They can be revoked in the event that the conditions agreed upon for receipt of the sponsorship are not met. They are limited in the sorts of items which may be included in the costs of the program.

What is the likelihood of receiving a grant or sponsorship?

It depends. Nationwide statistics on success rates for grants don’t paint a particularly accurate picture of the likelihood of receiving a grant as they do not take into account many of the factors affecting sponsorship or grant success. The success of winning a grant or sponsorship is highly dependent on the quality of the proposal and the fit between the sponsoring agency and the project.

Do I need to meet with a gift officer from a foundation, a focal from a sponsoring agency, or a program officer from a federal entity prior to applying for a grant?

Working directly with a representative from a foundation, business or federal entity may greatly improve your chances of, but by no means guarantee, your project being funded. However, it is generally recommended. In many cases, the SPGA may be able to serve as a liaison between you and the grant-making entity. In some cases, however, it will be recommended that the PI or key personnel speak directly with the program officer after notifying the SPGA of your intention to do so. The SPGA will track activity between faculty and staff and funding entities to ensure that competing proposals and overlapping funding requests are avoided.

I’m interested in a foundation grant, but they only award to organizations with 501(c)(3) status. Can I apply?

Yes. The SPGA will help you apply to foundation grants requiring 501(c)(3) tax-exempt status through the Oregon Tech Foundation.

I’m working with a business and we are interested in applying for an SBIR/STTR grant. Can you help me?

1. Alcoholic Beverages
2. Entertainment Costs
3. Costs incurred for amusement, social activities, entertainment, and any related items such as meals, lodging, rentals, alcoholic beverages, transportation, and gratuities are not allowed.
4. Fines and Penalties
5. Fund Raising Costs
6. Gift Cards
7. Goods or Services for Personal Use
8. Costs of goods or services for personal use of the institution's employees regardless of whether the cost is reported as taxable income to the employees.

​How do I get started?
Visit the Business Affairs Hosting Page and download the following forms:
     -Approvals Form for Hosting Groups/Guest
     -Hosting Expense Reimbursement "Cheat Sheet" Checklist

What if my question wasn't answered here?
SPGA wants to make sure we are supporting our Principal Investigators (PIs) in any way they feel they need to be in order to be successful, please email us with your questions at SPGA@oit.edu or call 541-885-1734

Sponsor's indirect CAP rates

Determined by the funding agency and will be considered in lieu of Oregon Tech Federal indirect rate listed above.

Research is a systematic investigation designed to test hypotheses, evaluate programs, draw conclusions, or contribute to generalizable knowledge.  Research is usually described in a formal protocol that sets forth objectives and a set of procedures designed to reach those objectives.

Human subjects in research are living individuals about whom investigators (professionals or students) conducting research obtain (1) data through intervention or interaction with individuals, or (2) identifiable private information. Identifiable private information includes any acquired information via self-report, behavior, or observation in which the identity of research subjects is or may readily be ascertained by the investigators or be associated with the information.

An IAA is a written agreement prescribed by the Office of Human Research Protections (OHRP) that describes the obligations of both institutions when one relies on the other for IRB review and continuing oversight of one or more human subject research projects. Typically, an IAA would be appropriate if subject recruitment and data collection are being conducted at a non-OIT site. IAAs must be approved by the signatory officials of both institutions. In order to request that OIT rely on another institutional IRB review and approval for a specific study, an investigator must complete the IRB IAA Request, obtain necessary signatures, and forward the signed form to the current IRB Chair.

Detailed information regarding the IAA process can be found in the IRB Procedures.

Exempt must be submitted for studies that (a) pose little risks to the participants; (b) do not involve a sensitive topic; and (c) do not involve minors (see exception below). Exempt studies include research conducted using questionnaires or surveys, research conducted in educational settings involving normal curriculum (even if minors are involved), and research conducted using archival data, provided that the information collected is anonymous (i.e., no names or other identifying information will be collected or recorded). Exempt applications will be reviewed by at least one IRB member (usually the chair), and the applicant can expect to receive a response from the IRB within two weeks.* For exempt applications, the IRB Exempt Form must be submitted. See the IRB Exempt Instructions for guidance on completing this form. Exempt applications will be accepted and processed at any time and do not have to follow the deadline schedule.

Expedited must be submitted for studies that (a) involve minimal risks to the participants; (b) do not involve sensitive topics; and (c) do not utilize minors. Expedited studies include research using questionnaires, surveys, and interviews that are not anonymous (i.e., the participants can be identified). Expedited applications will be reviewed by three IRB members, and the applicant can expect to receive a response from the IRB within three weeks.* For expedited applications, the IRB Expedited and Full Review Form must be submitted. See the IRB Expedited and Full Committee Instructions for guidance on completing this form. Expedited applications will be accepted and processed at any time and do not have to follow the deadline schedule.

Full Review must be submitted for studies that (a) involve more than just minimal risks to the participants; (b) involve a sensitive topic; or (c) involve a vulnerable population. Full review applications are reviewed by the entire IRB at its monthly meetings. Click on the appropriate location for the full review application deadlines and/or meeting dates for the Klamath Falls and Portland Metro IRBs. Applicants need to allow up to two weeks after the date of the meeting for a response from the IRB.* For full review applications, the IRB Expedited and Full Review Form must be submitted. See the IRB Expedited and Full Committee Instructions for guidance on completing this form.

*These times are estimates and may require additional time during certain times of the academic calendar such as summer, semester breaks, and holidays. Importantly, before the IRB approves a research project and it can begin, the IRB will often have additional questions about the study for the principal investigator to answer, and potentially require modifications to the study protocol to ensure the protection of study participants. Accordingly, the amount of time necessary for a study to be approved by the IRB can vary significantly. The times listed above are for initial IRB feedback, not for when official IRB approval can be expected.

For more information, visit our Institutional Review Board Webpage.

Studies conducted with offsite institutions may require approval by the offsite institution’s IRB. There are three ways to handle IRB approval for studies conducted with other institutions that require approval from more than one IRB: 1) follow the typical process for review by each institution; 2) utilize the dual review process; or 3) request that OIT and the other institution enter into an Institutional Authorization Agreement (IAA).

Generally, if the study is an exempt study, following the exemption process at each institution would be the most streamlined process. For expedited and full review studies, the dual review process would be used when at least a portion of the study is being conducted on the OIT campus. If all subject recruitment and data collection is conducted on the non-OIT campus, the IAA may be more efficient.

Dual Review

A dual review process means that the study will be reviewed by the IRB of both sites. Offsite approved protocols are reviewed by OIT with the standard purpose of protecting the rights and welfare of study subjects and in light of the fact that the study has been approved by another IRB.

• The researcher’s initial step after discerning that offsite IRB review is required is to review the requirements of both institutions to develop a single consent document that meets the standards of both. This step is critical in minimizing delays and preventing re-submissions.
• Once the IRB approval has been granted by the other institution, OIT's Dual Review Application Form may be completed and submitted. 
• All offsite approved protocols must be submitted to the OIT IRB for review at the level approved by the offsite IRB and will be reviewed as follows:

Full Review Studies will be reviewed at a fully convened meeting. The OIT IRB Chair will designate a primary reviewer who possesses expertise in the study discipline as well as dual review procedures. 

Expedited Studies will be reviewed by the OIT IRB Chair or one reviewer designated by the chair. 

Exempt Studies will be reviewed by the IRB Chair or Co-Chair. 

Dual review applications must include a completed IRB Dual Review Application Form, the completed offsite IRB application with all associated materials (including the consent form), the offsite IRB approval letter, and any additional administrative requirements as determined by OIT policy. All OIT research team members will be required to have current training certificates on file with the OIT IRB.

The Dual Review Application will include the researcher’s role in the study, name and role of the offsite PI, and offsite IRB contact information.

Dual review studies are subject to the same OIT IRB rules, reporting requirements, and deadlines as regular IRB applications. The OIT IRB is authorized to approve, disapprove, upgrade review levels, terminate, or suspend any study submitted for review regardless of the method of submission.

The purpose of the IRB is to protect the rights and welfare of research subjects and to ensure that such research is conducted in full compliance with both the letter and the spirit of applicable regulations. Failure to obtain IRB approval or to follow approved protocols may result in disciplinary action as described in OIT IRB Procedures.

The IRBs shall apply the following principles in the review of all research involving human subjects:

• Participation of human beings in research must be voluntary as indicated by free and informed consent.
• Participants must be protected from physical and emotional discomfort, harm, or danger. 
• Research projects must be designed to benefit participants and/or a larger community whenever possible.
• The research must be designed to treat all individuals fairly. 
• Commitments made to research subjects must be honored.

The Provost is the signatory official who is legally authorized to represent OIT. The Provost appoints IRB members and is responsible for overseeing activities performed by the IRB in accordance with the OIT Federalwide Assurance and Section 45 Part 46 of the Code of Federal Regulations. The Vice Provost for Research serves as the Human Protections Administrator who is responsible for interface with the DHHS Office for Human Research Protections. The IRB is authorized to revise and update this URP and associated IRB Procedures as needed to reflect new standards, regulations, and University URPs.  

Class projects in which data are gathered strictly for educational purposes do not require IRB approval. Such data cannot be reported in any thesis, dissertation, presentation, publication, or other professional venue. If there is a possibility that researchers may use these data for the above purposes, IRB approval is required prior to initiation of the project. 

APPLICABILITY
OIT Students, Faculty, Staff, and Guest

Do all projects need a principal investigator or key personnel?

Yes. All projects need a principal investigator (PI) or key personnel in charge of leading and managing the project. The SPGA does submit grants on behalf of Oregon Tech that do not require a PI or key personnel, such as grants for the scholarship fund, certain capital investment projects and the like. But typically a project cannot move forward without a designated PI or key personnel.

How soon do I need to inform the SPGA about my intention to submit a proposal?

You should contact the SPGA about your proposal as soon as you yourself decide to apply. The more assistance you need with your proposal, the earlier you should contact the SPGA - several months prior to the submission deadline is ideal. All completed materials (proposal forms as well as internal forms) must be submitted to the SPGA at least two weeks before the submission deadline to ensure timely submission.

Who else do I need to inform I am working on a proposal?

It depends on the proposal. Generally, your Department Chair and the Dean should all know if you are planning to submit a proposal for a project.

Depending on the proposal, it may also be necessary to include the Office of Strategic Partnerships, the Office of Innovation and Technology Transfer, or the Oregon Tech Foundation.

Once I have a proposal developed, who submits the proposal?

The SPGA will submit your proposal. This is to ensure that all the necessary components, both for the sponsoring agency and Oregon Tech’s internal processes, are in place. It is also to simplify the process for faculty and staff and make applying for sponsorships and grants easier.

Are there resources to help me write the proposal?

The SPGA can offer a limited amount of grant writing assistance. The SPGA is happy to provide boilerplate information on the organization. The SPGA can also proofread your proposal and offer general style, usage and grammar editing and consultation. The SPGA can also help you develop strong statements of need, evaluation metrics and sustainability plans. The SPGA cannot write the content of your proposal.

If you believe your proposal requires significant writing beyond your capability, please talk to the SPGA.

What forms are required for my proposal?

This varies somewhat on the proposal. The Proposal Approval Form (PAF) is required for all proposals. Your proposal may also require and Equipment Loan Agreement, a Confidential Disclosure Agreement, a vehicle use form and a driver liability form. If you have questions about what forms you need to complete, the SPGA can help you determine what forms are necessary.

What must be included in a grant or sponsorship proposal?

It depends on the grant-maker and the RFP. Proposals, especially for private foundations, can vary somewhat in what they require. Some foundation grants begin with a Letter of Intent ( LOI) process, which typically means a short (one or two page) LOI. Most foundation grant proposals require a statement of need, a project description, an evaluation metric, a discussion of project sustainability, projected outcomes, a budget/budget justification and a timeline. Additional documents such as IRS determination letters and financial statements are also typically required. The SPGA will provide those for foundation grants.

Federal grants are slightly more standard in their requirements, though they are not dissimilar from the typical components of a foundation proposal. Federal grants typically require an abstract, a narrative (containing a statement of need, project description, organization information, evaluation metrics, and project outcomes), a budget, and a timeline.

Non-foundation or federal sponsorship proposals vary depending on the sponsoring agency. However, generally, proposals will need a scope of work/statement of work/work plan, budget and timelines similar to those required for a grant proposal.

Is research and/or receiving research grants or sponsorship required for faculty?

No. Research and/or winning grants or sponsorship is not and will not be made compulsory for faculty. However, Oregon Tech recognizes that some faculty wish to pursue research and that research can be beneficial for the professional development of faculty, the educational experience of students, and the advancement of the institution. To this end, Oregon Tech has established the SPGA in part to aid faculty who wish to pursue funding for research and other projects.

I’m interested in doing some cursory prospect research myself. Where should I start?

The best place to start searching for federal grants opportunities is grants.gov. You can define your search by a variety of metrics and read open FOAs. Grants.gov is open to everyone.

For foundation grants, the best place to start is Foundation Center. If you’re located in Klamath Falls, you can access Foundation Center at the Learning Resource Center (LRC). If you’re located in Wilsonville, you can access Foundation Center at the Multnomah County Library. Foundation Center allows you to define your grant search by a number of metrics and find foundations that may fund your project. Foundation Center is, however, only a starting place and may not always have the most accurate or up-to-date information.

If you’re interested in industry-sponsored projects, a great place to start is your industry relationships. You can also contact the Office of Strategic Partnerships to learn more about potential opportunities through industry.

What is my responsibility in the sponsorship process?

The SPGA exists to help faculty and staff secure grants and sponsorships. It serves primarily, but not totally, a pre-award function. The development of a sponsored project is the responsibility of the faculty or staff principal investigator. It is up to the PI or key personnel to compose the unique content of the proposal, develop the budget/budget justification and timeline, and manage the grant project post -award.

If the sponsored project involves an industry partner, it may be beneficial and/or necessary to work in conjunction with the Office of Strategic Partnerships.

I have a relationship with a business or foundation that makes grants and/or sponsorships. Can I ask them for a grant or sponsorship?

Most likely you can; however, the SPGA asks that you contact us first to talk about the project and the grant-maker. This is to ensure that we track grant projects and that multiple proposals aren’t going to the same funding entity in any given grant cycle.

What is a sponsored project?

A sponsored project is a specific project or program, research or otherwise, that is funded, i.e. is paid for, by some entity external to Oregon Tech.

Financial support to the university comes from many sources under many different names. Grants, contracts, sponsorships and agreements are just a few of the various names such support may take. These terms are often used loosely, though we make certain differentiations between them.

I’m a staff member at Oregon Tech. Can I apply for a grant?

Yes. Staff goes through the same proposal process as faculty, though the sorts of projects applied for by each will likely be different.

Two ways students are paid on sponsored project

Student hourly rates

Student stipend rates

Can a grant include collaboration with a subcontractor?

Yes. A grant can include a subcontract award to another institution. The subcontractor will need to submit their own scope of work/statement of work/work plan, timeline, budget/budget justification. Detailing their role in the project. They may also be required to provide a letter of support and/or additional documentation, depending on the requirements of the proposal.