Submitting a Proposal
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[2] Campus Processing Deadlines
Sponsors have various types of deadlines, but in all cases the Office of Sponsored Programs needs to receive proposals sufficiently in advance of the mailing date for review to insure that all application requirements have been met. Many sponsors return non-complying proposals unread. Please make every effort to submit proposals at least ten days prior to the mailing deadline, and call your Sponsored Programs Coordinator at ext. 2-4402 or 2-9949 if you have any questions or doubts about how to proceed in the preparation of a proposal.
[3] Obtaining Campus Approvals
No application for funded research can be submitted without the approval of RF (or SBF). Endorsement of a submission often requires certifications and assurances. It is the responsibility of RF (or SBF) to provide the required certifications and assurances to a sponsor. It is the responsibility of the faculty member to obtain the necessary internal endorsements by University administrators, such as Chairs, Deans and University Hospital Representatives. These endorsements as well as certifications regarding compliance issues and matching commitments are recorded on the Proposal/Award Processing Form (aka Form 299 or 4-page form). To obtain endorsement by University Administrators, it is often necessary to provide the budget associated with the project, a summary of the project, and a statement of the human and physical resources to be committed to the project. The form is also used to record the reported allocations of expenditures when more than one campus unit is involved.
The Sponsored Programs Coordinators are responsible for assisting you in the preparation of your grant application(s) and guiding you through The Research Foundation of SUNYs review of your proposal(s) for external funding. In preparing for this review, the Coordinators need to ensure that SUNY, Research Foundation and sponsor guidelines and policies are being followed. Therefore, should you decide you are going to submit a proposal, contact your Coordinator as soon as possible at ext. 2-4402 or 2-9949.
Those project directors wishing early assistance in the review of their proposal may fax the following information to their appropriate Sponsored Programs Coordinator at 632-6963:
(1) pages 1 and 2 of the Proposal/Award Processing Form (Form 299 or 4-page form).
(2) the sponsors face page or equivalent pages containing or requiring insertion of administrative information.
(3) the complete budget and budget justification - a legible handwritten copy will do; and
(4) documentation regarding any and all proposed subcontracts, cost sharing and/or matching funds.
Both grants for the conduct of basic research and contracts involving the completion of specified deliverables anticipate the achievement of milestones. Unlike the grant mechanisms which government agencies and non-profit research sponsors use, the contracts which typically define University-Industry collaborations will comment on issues of publication rights, patent ownership, confidentiality, cost recovery, and the like. For the Contract and Grant Administrators an important consideration in the contract negotiation process with industry is securing publication rights for faculty and students of the results of research studies, regardless of what those results may be or the source of funding. Consistent with Research Foundation and SUNY policy, we do this to protect an essential academic freedom.
Another important consideration in contract negotiations is patent ownership. Under SUNY and Research Foundation policy, any invention made using the facilities of the State University of New York and/or the Research Foundation of SUNY must become the property of the Research Foundation of SUNY, with rights to license the invention available to the sponsor of the research. This insures that the invention will be developed if it has commercial value, and both the university and the inventor will benefit from any royalties which flow from its commercialization. The Office of Technology Licensing and Industry Relations has responsibility for protecting and managing campus-developed intellectual property.
Faculty are urged to draw upon the expertise of the Contracts and Grants Administrators and are encouraged to involve them in the early stages of any discussion with industry that may lead to a research contract.
In addition to these issues, certain types of sponsored activity may be managed by the Stony Brook Foundation, under the terms of an agreement between SBF and RF. The criteria that distinguish the two types of activities may be found here.
All proposals for sponsor funding must be submitted through the Office of Sponsored Programs. OSP will determine whether the Research Foundation of SUNY (RF) will manage the award or the Stony Brook Foundation (SBF).