College of Engineering and Applied Sciences

Research

CEAS Pre- and Post-Award: Frequently Asked Questions

  • Visit PIVOT – PIVOT is a web-based discovery and workflow tool that combines a comprehensive source of global funding opportunities with the largest collection of scholar profiles into one intuitive solution.
  • Sign up for different Federal RSS feeds. 

  • Talk to your colleagues.
  • Attend College/Departmental Symposiums.
  • Attend external conferences.
  • Think outside of the box.
  • Visit College/Departmental web pages. They will usually contain information on each faculty member, including current research interests.
  • Visit PIVOT – PIVOT is a web-based discovery and workflow tool that combines a comprehensive source of global funding opportunities with the largest collection of scholar profiles into one intuitive solution.

When choosing an appropriate funding opportunity, one must consider the following:
  • Is the institution eligible to apply?
  • Are you as an individual eligible to apply?
  • Are your research interests a good fit for the funding opportunity in terms of the scope of work and goals?
  • Will the amount of funding be enough to cover the expenses of your project?
  • Does the award mechanism fit your research goals? 
  • Is your proposal competitive?
  • Do you have an appropriate amount of time to prepare and submit a high quality proposal?

  • Missed the submission deadline.
  • The quality of the proposal was poor.
  • The proposed budget does not reflect the true needs of the proposed project.
  • The proposed project is beyond the expertise of the proposers and collaborators.
  • The format and pagination guidelines set forth by the sponsor were not followed by the proposer which deemed the proposal incompliant.
  • The submitted proposal was not the funding agency’s priority for that particular funding cycle.
  • The proposed topic was inappropriate for the funding agency’s scope.

  • Budget Development: We will assist CEAS faculty members with crafting a budget and budget justification that is compliant with all sponsor and institutional regulations, and congruent with the goals of the participating faculty’s project. 
  • Fulfillment of Institutional Requirements: Our office will assist CEAS faculty members with the institutional requirements for proposal submission, including but not limited to completion of myResearch proposals and subaward communications. 
  • Fulfillment of Sponsor Requirements: Our office will assist CEAS faculty members with the Sponsor requirements for proposal submission by reviewing and analyzing the respective Program Solicitation to ensure that the proposal is complete.  At the request of the CEAS faculty member, we will also gain access to the mode of proposal submission (FastLane, Workspace, ASSIST, PAMS, EBRAP, ARPA-E Exchange, Grants Gateway, etc.) and complete the proposal on behalf of the participating faculty. 
  • Cost Sharing and Research Support Requests: We will assist CEAS faculty members with Sponsor mandated or encouraged cost share requirements by providing guidance on acceptable forms of cost share, strategies on how to obtain cost share amounts with the school/department and assist with requesting support from the OVPR.  Note that requests for cost share to Department Chair(s), CEAS and OVPR should be initiated by the faculty member directly. CEAS-PPS can help to explain the process as needed.  
  • Award Transfers: Our office will assist CEAS faculty members with incoming and outgoing award transfers. We will work with the Office of Sponsored Programs and New/Old Institutions to ensure a smooth transition. 
  • Award Negotiations: Our office will assist CEAS faculty members with award negotiations, if requested. This includes but is not limited to budget revisions, scope of work revisions, cost share revisions, fulfillment institutional requirements – such as change in effort or scope of PI, addition or subtraction of subawards.

Re-read the funding opportunity to ensure that you are eligible to apply, contact the Office of the VP for Research to determine if there is a current limited competition being conducted for the desired solicitation and to inform them of your intent to apply. Find more information on Limited Competitions at Stony Brook University.

  • Identify the problem/need.
  • Show evidence that the problem/need exists.
  • Justify why the problem should be solved.
  • What is the method to the solution?
  • How is your solution exceptional (if applicable)?
  • Explain the desired goals/outcomes.
  • Process and Product evaluation – What will determine the success of your project?
  • Big Picture and broader impacts of project.

  • Include allowable expenses, based on program announcement.
  • Does the program typically fund items in your budget?
  • Are your expenses realistic?
  • Are your expenses congruent with your research goals?
  • Are your expenses well justified by your budget narrative?
  • Are your expenses compliant with departmental and institutional policies?

Cost sharing or matching means the portion of project costs not paid by Federal funds or contributions.

  • Mandatory cost sharing: The sponsor requires that the applicant organization provides a cost match of a certain amount. The sponsor will determine the amount of cost share to be provided. (Quantitative report to sponsor)
  • Voluntary committed cost share: The sponsor does not require that the applicant organization provide a cost match. The applicant organization may contribute cash, graduate student support, admin support,  in kind effort, or waive the cost of pre-determined facility fees, as a show of institutional support. The value of the contribution will be illustrated in the budget and reported to the sponsor. (Quantitative report to sponsor)
  • Voluntary uncommitted cost share: The applicant organization may contribute cash, graduate student support, admin support,  in kind effort, or waive the cost of pre-determined facility fees to support the project. The value of the contribution will not be illustrated in the budget and will not be reported to the sponsor. (Qualitative report to sponsor)

The sponsor will determine the ways in which they would like the cost match to be calculated. Below are examples of common calculations:
  • The sponsor asks for 30% of the total project costs to be covered by the applicant. If the total project cost is $100,000, the sponsor will contribute $70,000 and the applicant will contribute $30,000.
  • The sponsor asks for a 1:1 match on the on project. If the sponsor contributes $100,000, the applicant will contribute $100,000.

The sponsor will determine sources of cost share, based on their specific guidelines. Below are examples of of what the Code of Federal Regulations considers to be eligible cost share:
  • The expenditures are necessary and reasonable for accomplishment of the Recipient's overall project objectives.
  • The expenditures are not included as cost share for any other Federal award; 
  • The expenditures are not paid by the Federal Government under another Federal award, except where the Federal statute authorizing a program specifically provides that Federal funds made available for such program can be applied to matching or cost sharing requirements of other Federal programs; and 
  • The cost share is made during the period covered by the agreement. Cost share must be included in a project's line item budget.

The sponsor will determine sources of cost share, based on their specific guidelines. Below are examples of what the Code of Federal Regulations considers to be ineligible cost share:
  • Normal operating expenses and other costs not directly related to the project; 
  • Any portion of salary or compensation of an individual who is the target of an approved project activity; 
  • The cost of insuring articles owned by private individuals; 
  • The cost of product development, product modification, or product research; 
  • Slotting fees or similar sales expenditures; 
  • Funds, services, capital goods, or personnel provided by any U.S. Government agency; 
  • The value of any services generated by a Recipient or a third party that involve no expenditure by the Recipient or third party, e.g., free publicity; 
  • The cost of developing any application/proposal for Emerging Markets Program (EMP) funding; 
  • Membership fees in clubs and social organizations; and 
  • Any expenditure for an activity prior to Commodity Credit Corporation's (CCC) approval of that activity.

  • The cost match must be mandated by the sponsor or a compelling argument must be provided as to why voluntary funds should be committed.
  • In order to request funds from the Dean:
    • You or a team member must contribute in kind effort, if eligible and allowable by the sponsor; 
    • The respective department must contribute cash or student line;
    • You must request funding from the Office of the Vice President for Research.
  • When requesting cost share funds from the Dean, please provide the following:
    • Budget
    • Budget justification (at least in draft form)
    • The amount of money you are requesting from the University
    • The amount of money that is being requested from the Dean
    • How the money from the Dean will be spent
  • The CEAS Dean will fully commit and sign off on a determined request only when the final budget is determined.
  • Funds committed by the dean will only be released if the respective project is awarded.

 

Who to Contact

Deborah Mann-Rodriguez
Grants and Research Director
deborah.mann@stonybrook.edu
631-632-9941

Matt Troisi
Research and Grants Specialist
matthew.troisi@stonybrook.edu
631-632-8487