In the absence of proposals to sponsors and programs known to the investigator, the OVPR Office of Funding Opportunities and Research Resources maintains information about sponsors and opportunities for obtaining support of projects. The office also maintains information about sponsor requirements and guidelines for applications, or can help to obtain such information. Lists of Sponsor Deadlines are distributed periodically and posted on the Research Web Site. The office also coordinates the campus' participation in the Community of Science which contains information about scholarly activities of faculty at numerous institutions as well as sponsored project opportunities.

Sponsor forms are often available on the World Wide Web. Posted Lists of Sponsor Web sites and Application Materials may be helpful in finding such information.

Proposals invariably require financial information about the costs of the proposed project -- both those being requested from the sponsor and those to be provided by the investigator's institution in support of the project. Among these costs are the Facilities & Administration costs (F&A, formerly Indirect Costs). The commitment of institutional resources (cost sharing, including the salaried effort of the investigator and other participants in the project) are subject to review and approval by the institution. Many sponsored projects require certification that the institution has provided such partial support whether it be voluntary or mandated by the sponsor. Some campus units also require partial reimbursement for faculty effort committed to sponsored projects. Information about such requirements can be obtained from the relevant Dean's offices.

The Proposal Cover Form (SUSB 299, "4-page form") seeks to isolate from the body of the proposal, its associated budget and its supporting documents including all of the institutional resources that will accompany the prospective award of external support. This form also requires certification that any issues of compliance (human subjects, animals, conflict of interest, etc.) have the approval of relevant campus organization charged with the review and approval of such features. The form also determines the reported allocations of expenditures when more than one campus unit is involved. (See Departmental Credit for sponsored project expenditures.)

The OVPR Office of Research Informatics maintains information about SBU faculty research interests and posts lists of active sponsored projects. It also maintains historical summaries of current and historical research expenditures. The office can also provide customized reports that may be necessary as supplementary information in sponsored project applications.

The format of the proposal budget is normally specified by the sponsor. Among the institutional costs that must be included in all proposal budgets are the fringe benefit costs associated with any employees to be paid from project funds and the F&A costs. Fringe benefits and F&A costs must be requested and paid in accordance with Research Foundation policies.

The OVPR Office of Sponsored Programs provides assistance in the development of proposal budgets.

The OVPR Office of Sponsored Project Opportunities and Research Resources coordinates the Vice President for Research's Equipment Matching Grants program.

The involvement of human subjects, laboratory animals, biological materials involving recombinant dna, radioactive materials or ionizing radiation, controlled substances and hazardous materials is subject to mandated review and approval by campus committees. Normally, such approval must be obtained before a proposal can be submitted to a sponsor. Participation in research involving human subjects requires certification of completion of a campus training program.

SUNY, the Research Foundation and the campus have mandated policies dealing with Conflict of Interest in sponsored projects. Certification of compliance with those policies is required before a proposal can be submitted to a sponsor. Such certification is accomplished by the submission, review and approval of a Disclosure Form (SUNY Form 2) for each participating investigator with each proposal submitted.

The OVPR Office of Research Compliance provides assistance in obtaining the necessary approvals and coordinates the activities of the relevant campus committees. The Department of Environmental Health and Safety provides assistance when certifications of compliance with environmental or health practices are required in sponsored project applications.

To assure that project commitments (effort, space, etc.) are known to all relevant individuals, the Proposal Cover Form requires endorsement by all those individuals (e.g., Principal investigator, participating faculty, Chairs, Deans, etc.).

Most sponsored projects are administered by the Research Foundation of SUNY (RF), a non-profit corporation under contract with SUNY. RF is the grantee organization. As such, an official of RF must endorse any proposal that it will administer when awarded.

Some sponsored projects can be administered by the Stony Brook Foundation. The Vice Presidents for Research and Administration have issued the criteria used in determining which organization will administer projects

In some instances, a proposal may give rise to negotiation of the costs or other aspects of a sponsored project. These negotiations must involve the Office of Sponsored Programs. Among the items that may be part of such negotiations are grant conditions or contract clauses that involve the disposition or ownership of intellectual property, publication rights etc. The OVPR Office of Technology Transfer and Licensing may need to be involved if the project involves already existing intellectual property.

Once a sponsor notifies the Research Foundation that it will make an award, the locus of campus responsibility for administering the award falls upon the OVPR Grants Management Office which reviews transactions (employment, purchases, travel, etc.) for consistency with sponsor and institutional policy. Acceptable transactions are sent to the appropriate fiscal Office in the Vice President for Administration area (Human Resources, Purchasing, Travel, etc.) for implementation.

The management of awards by the Research Foundation is accomplished through an Oracle Enterprise Management System maintained by the RF Central Office. That system permits investigators and their staff to access financial information about their accounts. The Human Resources office coordinates training on the use of the Oracle system.

Monthly summary financial data can also be accessed through Oracle system or through the campus' Lotus Notes mail system.

Most Communications with Sponsors regarding changes in active awards (e.g., no-cost extensions, requests for supplemental funding, etc.) require the endorsement of the grantee organization (The Research Foundation of SUNY). Such endorsement is provided by the Office of Sponsored Programs.

Intellectual property developed during the conduct of a sponsored project must be disclosed to the OVPR Office of Technology Transfer and Licensing. This office must also be involved in the transfer of any proprietary materials to or from the investigator and external organizations. The office is responsible for administering the SUNY Patent Policy and the campus Royalty Distribution Policy.