MAE Grants Office - Services
Pre-Award (Proposal Preparation and Submission)
- Tracking MAE upcoming submissions: Please notify Valerie Delmonico, MAE grants coordinator, of your upcoming submissions.
Anytime you are considering submitting a proposal, please notify Valerie so she can put it on the MAE List. The sooner you notify her, the better she may assist you with your submission. This will put you into the proposals queue. If you change your mind, she can always take you off of the list. This list will be emailed weekly to the MAE SPOs, so they may better manage their workloads.
- Serve as the liaison between the PI and the MAE SPOs: Once your FINAL documents are uploaded and there are no further changes, Valerie will assist you in notifying the MAE SPO who will be reviewing your proposal and submitting on your behalf. All proposals will be submitted during business hours regardless of the published deadline in the Funding Opportunity Announcement (FOA).
- Provide a proposal submission timeline so that the deadline is met and the MAE SPOs are given the minimum of four hours (COE policy) to review and submit your proposal on your behalf
- Assist faculty in finding opportunities to apply for funding
- Provide guidance on the FOA guidelines and the requirements of the submission
- Provide a checklist with all of the required pieces/documents for the submission
- Draft budgets
- Assist with completing the ancillary documents required for the submission
- Coordinate obtaining documents and information from sub-award institutions
- Assist with providing examples of sections for the submission and/or interpret what is needed by the sponsor
- Create, complete and route PA005s for electronic signatures
- Assist with implementing MAE’s Cost Share Policy and ensure that all required documentation is in place PRIOR to submission
- Organize submission documents, check for formatting compliance and convert documents into PDFs
- Create proposals in the online submission platform (CAYUSE). If Valerie is not able to create the proposal in the online system on your behalf, then she will ask you to give her access once you have created the proposal online
- Upload documents into the online submission platform once the document is FINAL
Post-Award (Management of your Research Project)
- Serves as the liaison between the PI and the MAE SPOs: The MAE SPOs will still accept and negotiate all awards that you receive and set up your project number. The MAE SPOs will include Valerie on your Notice of Award (NOA) email, so she can begin helping you manage your sponsored research project.
- Completion of the OGC005 form, which is used to obtain a preliminary project number: Preliminary project numbers will be requested on a case-by-case basis before the award is fully executed or compliance area reviews are completed and protocols are in place (i.e., export controls, human subjects, animal subjects, infectious agents, etc.)
- Assist PIs with reviewing their budgets so PIs may communicate expenses on their projects through appropriate channels in the Department of Mechanical and Aerospace Engineering and/or OSP (personnel appointments, travel, purchasing, capturing committed cost share, sub-awards, consultants, etc). Valerie's role is to ensure that you are charging expenses to the project as budgeted.
- Provide budget projections to the PIs so they may project their spending to prevent overruns on their projects and to ensure that spending is consistent with what was proposed to the sponsors. The goal is to stay on target with your scientific milestones and spending.
- Monitor your projects in the PI Portal
- Assist PIs with interpreting reporting requirements
- Monitor effort certification in the PI Portal so certifications do not become PAST DUE
- Periodically check to make sure COI, protocols and trainings are complete on the PI’s profile within the PI Portal
