College of Arts and Sciences
	New Mexico State University

Support Services

SPIN

The Research Center has access to the Sponsored Programs Information Network (SPIN) which is a computerized locator system of funding opportunities (federal, non-federal, and corporate) for faculty and institutional research, development, and educational program support. The system is designed to assist faculty and administrators in locating the most appropriate funding sources to support their research interests.

In addition to listing primary funding sources, SPIN is updated daily by accessing information from secondary source publications. A partial list of such publications includes: The Federal Register, The Commerce Business Daily, Chronicle of Higher Education, Source Book Profiles, Corporate Foundation Profiles, Taft Foundation Register, and the Annual Register of Grant Support. There are over 2,300 funding opportunities available.

Please contact Martha Chavez at 646-4713 to arrange all searches. She will provide you with a simple form which will make the searches more efficient.

Proposal preparation (including budgets) and submission

Faculty are encouraged to contact the Center early in their undertaking so that the Research Center staff can help coordinate the various aspects of preparing a proposal and answer any questions which may arise.

The following areas of proposal preparation are examples of those in which our staff feels they can be most helpful:

• Completion of the NMSU Proposal Plan. This form must be circulated one month prior to proposal submission for all proposed research. The form can be obtained from either the Research Center or the Office of Sponsored programs.
• Checking agency guidelines for proper format, certifications required, number of copies to be submitted, and other such detail.
• Completing the cost estimate or budget, and typing it on the necessary forms.
• Typing and duplicating the proposal when departmental staff are over-loaded.
• Obtaining necessary endorsements and transmitting to agencies.

Even if your need is not listed above, give us a call (646-2611) and let us try to help.

For more information see Policies Relating to Administration of Sponsored Projects - PreAward.

Administration of Grants and Contracts and Bookkeeping on funded projects

When an award is received on campus, the Center assists in obtaining the necessary signatures for acceptance of the grant/contract and notifying the university offices involved. An account is established by the Research Center and the Principal Investigator (PI) is notified of the number assigned and the budget categories which have been set up.

A data sheet is circulated to the PI, department head, and others involved listing exceptions to allowable costs, as well as noting when the PI must seek approval regarding budgetary deviations from either the University Authorizing Officer or the funding agency.

A fiscal monitor is designated in the Research Center as the person to work with the PI regarding the fiscal aspects of her project. The fiscal monitor reports to each PI regarding the status of their account. The report includes expenditures, encumbrances, and monies available for the project. If a report is needed more often than monthly, it can be obtained by contacting the assigned fiscal monitor.

Vouchers being processed are checked according to agency guidelines. When the allowability of an expenditure is questioned, it is suggested that the PI contact the Research Center. If the fiscal monitor questions an expenditure, she will discuss the matter with the PI.

Ultimate responsibility for the fiscal accountability of the project lies with the PI, the department, and the Research Center. Disallowances by an agency and over expenditures must be covered from a separate source agreed upon by those involved.

All correspondence with agencies regarding project extensions, major deviations from the approved budget, changes in research objectives, changes in key personnel, budget revisions, and reports must be processed through the Research Center in order to obtain the Director's signature noting institutional concurrence with the request. Most agencies require this signature and will not consider the request unless it is included.

For more information see Policies Relating to Administration of Sponsored Projects - Post Award.

Arts and Sciences Minigrants and Summer Research Awards

Arts and Sciences Minigrants are intended to support creative scholarly efforts across the college. A primary goal of the minigrant program is to provide funds for new faculty or new projects with potential for attracting external support.

Any project concerned with research (in contrast to teaching or service) is potentially fundable. Questions about the eligibility of a project and requests for detailed guidelines should be directed to Research Center staff (646-2611). Forms and guidelines are listed below. Proposals for minigrant funding and Special Research Assignments are reviewed by members of the Research Affairs Committee (listed below) who come from departments within the college. The proposal must address a specific research problem and clearly justify the need for grant funds to solve this problem. Where applicable, the proposal should describe the potential of the research to generate outside funding where such funding is available. Members of the Research Affairs Committee (1996-97): Doug Dubois, Art Greg Mack, Geology David Finston, Mathematics Peter Lammers, Chemistry Timothy Cleveland, Philosophy Lois Stanford, Soc/Anth Minigrant deadline dates: September 30 January 31 March 31

MINIGRANT GUIDELINES

Purpose of the Minigrant Program, Scope and Eligibility

Arts and Sciences Minigrants support creative scholarly efforts by faculty across the college except those holding visiting appointments. Non-tenure-track faculty should include a letter of support from their department head outlining their relationship with the department and evaluating the appropriateness of the proposed research project within the departmental program. Any project concerned with research or individual scholarly effort (in contrast to teaching or service) is potentially fundable. A primary goal of the Minigrant program is to provide funds for new faculty or new projects with potential for attracting external support. Any questions about the eligibility of a project may be directed to members of the Research Affairs Committee. Carefully note the limitations of funding outlined in the Budget Guidelines (below) while planning the proposal. Requests for support of continuation of research previously funded by the Minigrant program will receive lower priority than new projects and new faculty research. Continuation proposals should document efforts to attract outside funding and a description of the scholarly activity resulting from the earlier award (reprints, photographic prints and slides of art works).

General Guidelines

The proposal must address a specific research problem of interest to the Principal Investigator (PI). The PI must clearly justify the need for grant funds to solve this problem. Members of the Research Affairs Committee will review the proposal. The broadly representative membership of the Committee necessitates that the proposal be written in a style which facilitates review by faculty not in the PI's discipline. It is should not exceed two typewritten pages, nor be excessively technical in describing the problem and its solution. A separate, brief abstract, typed on the cover page, should accompany the proposal (see overleaf).

Proposal Format

1. The Research Minigrant Application Form (copy attached) is to be used on all proposals and should include a concise abstract.
2. The narrative portion of the proposal should not exceed two typewritten pages. The narrative should include (a) significance of proposed research, (b) the method of solution, (c) the need for grant funds, and (d) the potential of the research to generate outside funding, where such funding if available.
3. The proposal should include a budget on the Minigrant Budget Detail form detailing grant expenditures (see Budget Guidelines below).
4. Attach an abbreviated vitae which includes your publications and scholarly activities for the last three years, the number of years at NMSU, and your faculty rank.
5. If the PI is employed by a Center of Excellence this proposal must include a statement from the Director justifying the Minigrant.

Budget Guidelines (Please contact the Research Center for assistance.)

1. Each item included in the budget should be sufficiently detailed to allow committee members to relate the requested item to the proposed research.
2. The budget must indicate exactly how grant funds will be spent. Additional sources of funds (personal, departmental, etc.) must be detailed in the budget.
3. Since cost sharing demonstrates a commitment to the research by the department, cost sharing is encouraged. Departmental cost sharing should be detailed in the budget. Use of departmental space, utilities, office or lab equipment, and clerical staff does not continue cost sharing, unless provided to the PI specifically for the purpose of the proposed research. Research assistantship salaries cannot be considered cost sharing unless the department is funding the salary outside of and in addition to the department allocated assistantships.
4. Salaries--Faculty salaries and graduate assistantships are generally not funded. Secretarial costs are considered a legitimate department expense and are generally not funded; however, salaries for support personnel may be funded in certain cases. All requests for salary must be accompanied by a detailed justification.
5. Travel--The travel must relate to a specific research project. Examples include travel to collections, research sites, training sessions, and collaborators. Travel to meetings to present research papers will not be considered. When travel support is requested, the PI is expected to provide a substantial portion (approximately 50%) of the cost from other sources, i.e., personal, departmental, etc. For example, a Minigrant may be given for the cost of air fare or vehicle mileage if per diem expenses will be covered by the individual or department; or, if the department is able to provide a vehicle, a grant for per diem may be made. Minigrant support for per diem expenses cannot exceed ten days. Support exceeding this limit is viewed as providing the PI with a de facto salary.
6. Equipment--All requests for equipment must be strongly coupled to the research proposal. The purchase of personal computers for a specific research project will occasionally be funded if integral to the conduct of the proposed research. It is understood that all equipment purchased with Minigrant funds are the property of New Mexico State University.
7. Restrictions--Requests for teaching equipment and publication costs will not be considered.

Final Report

If a grant is awarded, the PI assumes an obligation to make a written report to the Arts and Sciences Research Center (Research Affairs Committee). The final report is due within a 30-day period following the expiration of a Minigrant award. A final report form is available at the Arts and Sciences Research Center. Receipt of this report must precede application for future funding.

Products or publications resulting from Minigrant support must carry an acknowledgment that cites the source of support by grant number. A copy of each publication must be sent to the Arts and Sciences Research Center.

Checklist

Please complete the attached checklist and submit as part of the proposal.

Guidelines for Summer Research Awards

PURPOSE

The Summer Research Awards are intended to provide a funding source for Summer research and creative development.

Grants will be awarded on merit, which will be determined by the Arts and Sciences Research Affairs Committee. The potential for the research to generate outside funding in the future will be considered, but the Committee will also consider the level of experimentation, creative development and the pursuit of new ideas and innovations. Proposals for research that may not be able to find outside funding because of their experimental nature are encouraged.

AWARDS

During the fall semester, the College of Arts and Sciences, plans to award two grants of $3,000 each:

• one in the fine arts/social/humanities and,
• one in the sciences

Grants may be used for research travel, equipment, research assistants, or summer salary (including fringe benefits) to free a faculty member from teaching during the summer. Grants are to provide funds for summer research, which is a time of high productivity.

Grants will be announced in December and all funds must be spent by September 30.

ELIGIBILITY

Any tenure-track faculty member in the College of Arts and Sciences who is on a regular appointment with rank of instructor or above is eligible to apply for a Summer Research Award. An award of this grant will not preclude application for, nor award of, an Arts and Sciences Minigrant. A faculty member can receive a Summer Research Award only once every three years.

APPLICATION

• An applicant must submit: a prospectus to the College of Arts and Sciences Research Center clearly stating:
  1. the purpose of the proposed research.
  2. why the money is needed to engage in the research.
  3. how funds will be spent and how the award will impact on long term research goals
  4. the experimental or creative merits of the research, its significance in the proposed field of research, and its potential to generate outside funding.
• A vitae with complete list of publications.
• Budget - an account of how the money will be spent. This could be a detailed list of expenses or a written statement concerning travel or PI salary for summer research. Cost sharing from the PI and department are not required. All grants will be for a fixed amount of $3,000.
• Submit two letters of reference, one of which must be from outside the University, and one of which may be from the applicant's department, or may also be from outside.