Resources and Tools for Extramurally Funded Projects at UH Hilo
The UH Hilo Research Council serves as the main faculty body advising on strengthening and sustaining research endeavors at the university. This overview presentation addresses faculty needs regarding extramural funding processes and available resources, including support from college-level personnel and guidance on sponsor-specific guidelines. Additional resources from the UH System and sponsor-specific links are also provided to assist in proposal development.
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Resources and Tools for Extramurally Funded Projects at UH Hilo UHH Research Council Updated January 2024
UH Hilo Research Council Purpose: The Research Council of the University of Hawai i at Hilo is the main faculty body that advises administration on how to best strengthen, grow, administer, and sustain the research enterprise at UH Hilo. The Research Council participates in the analysis and recommended decision-making regarding the prioritization, distribution, and allocation of returned indirect cost (IDC, 75% to campus) funds, known as Research Training and Revolving Funds (RTRF). The Research Council seeks to connect faculty with available resources and expertise, as well as grow and strengthen our community of colleagues interested in research and scholarship on campus.
2021 survey of UH Hilo faculty 36 responses 74% thinking about, getting ready to, involved with writing a proposal Biggest needs: Not understanding the UH process Not knowing the resources available This presentation will provide a basic overview of the process and resources available for faculty interested in applying for and receiving extramural funding.
Resources on campus to assist in proposal development College-level Support (Deans, Directors, Mentors) -contact your dean and grant-writing colleagues Research Council members -Feel free to contact any of us: Bruce Mathews, Research Office, Acting AVCR Dawn Namahoe, Research Office Fiscal Specialist Maria Haws, CAFNRM Margary Martin, School of Education, College of Arts and Sciences Sukhwa Hong, College of Business and Economics Mike Marshall, Humanities, College of Arts and Sciences Ka iu Kimura, Ka Haka Ula O Ke elik lani Efren Ruiz, Natural Sciences Karen Pellegrin, Pharmacy Sharon Ziegler-Chong, Hawai i Cooperative Studies Unit Jim Mellon, Student Affairs Brian Bays, Library Rebecca Ostertag, Grad Programs ex officio
More Resources UH System Resource: The Implementation Group (TIG) can assist with review of selected competitive proposals from UH. Contact Bruce Mathews bmathews@hawaii.edu for more information. Sponsor-specific guidelines can also be very valuable: Examples: NIH: https://grants.nih.gov/grants/how-to-apply-application-guide.html NIAID/NIH https://www.niaid.nih.gov/grants-contracts/sample-applications (excellent grant writing resources, along with sample applications) NSF: https://www.nsf.gov/pubs/policydocs/pappg20_1/index.jsp NEH: https://www.neh.gov/information-first-time-applicants
Overview of extramural funding The University of Hawai i submits all proposals and is the recipient of all awards through the Office of Research Services (ORS) Submission of proposals is through UH s online system myGrant At UH Hilo procurement and HR of extramural funds are managed through the Research Corporation of the University of Hawai i (RCUH) Project management support is available through the UH Hilo Research office. The Research Administration and Project Development (RAPD) office provides fiscal administration (FA) for awards
Proposals and myGrant UH Hilo assigned ORS Contracts and Grants Specialist: Michael Menegas, menegas@hawaii.edu, (808) 956 -8896, Sinclair 1, UH Manoa myGrant: https://mygrant.ors.hawaii.edu FAQs and Guide: https://research.hawaii.edu/ors/mygrant/ Submission: Contact Toni with intention to submit Submit at least 5 days before due. More time is recommended. Route log: your department, college, etc.
Submitting a proposal A few points: myGRANT A learning process not all fields are required: follow guides, ask for assistance Negotiated indirect coIDC rates based on modified total direct costs (MTDC, 45.50% On-Campus Research, 26% Off-Campus Research, etc; Fringe Rates for Staff/Student Hires/Overloads etc.) https://research.hawaii.edu/ors/resources/rates/ Make sure: Conflict of Interest form is up-to-date Remember timelines needed for review and submission -don t wait until the last minute! Remember: Submissions ONLY can occur AFTER a proposal has been accepted through myGRANT process Submission is by ORS or PI (depending on instructions) AFTER myGRANT process Let us know if a myGRANT submission workshop would be helpful.
Submitting a proposal (cont.) ORS Research Support Center In addition to online guides: ORS Help Line: (808) 956-5198, or a support ticket with the ORS Helpline ORS Contracts & Grants Specialist for UH Hilo: Michael Menegas, menegas@hawaii.edu UH Hilo pre-award specialist hire has been planned
Receiving an Award Project lifecycle outlines process: https://research.hawaii.edu/lifecycle/award-acceptance/ ORS accepts award, not PI. Work cannot start until award is accepted and account is created. If there are compliance situations (e.g., human subjects IRB, vertebrate animal IACUC protocol, etc.) project start can be delayed. Agreements are signed by ORS on behalf of UH. PI cannot sign the award. PI is notified of award and UH account is created (KFS). The RCUH financial system is used to process transactions against the extramural account. PI starts project (no costs incurred prior to award date). Works with fiscal and project management staff to spend on account. ORS invoices and receives funding from sponsor. PI responsible for scope of work reporting; ORS provides financial reports.
Project Management Spending on your project: Fiscal Assistance: Contact the Research Office (Dawn Namahoe/llona Finkey) to determine who you should work with for your project. Do this before you start your project to ensure following spending requirements PI with assistance of fiscal office submits all requests for expenditures to RAPD. RAPD (Research Administration/Project Development) is the fiscal administrator for all extramural accounts. They: Provide oversight on project accounts Review and approve all transactions utilizing extramural funds Monitoring your grant Online resources via RCUH -PI access at RCUH.com (Online Training Portals available) Work with fiscal assistance provided Offline grant tracking by PI to track and project costs Let us know if you are interested in an RCUH website and (or) a grant management workshop
Resources Research Administration/Project Development (RAPD) Paula Gealon Fiscal/Post Award Administrator (808) 932-7688 gealon@hawaii.edu Christy Ancheta Administrative/Fiscal Services Specialist (808) 932-7615 clp7@hawaii.edu Junko Calma Administrative Services Associate (808) 932-7687 villanue@hawaii.edu Lenore Puuohau-Pummill Fiscal Specialist (808) 932-7686 puuohaup@hawaii.edu Research Office Staff Dawn Namahoe, Admin/Fiscal Specialist (808) 932-7631 namahoed@hawaii.edu Ilona Finkey (808) 932-7950 finkeyil@hawaii.edu
Research Council Intramural Funding Opportunities (from available RTRF) Seed Grants Research Relations Awards? Extramural Grant Development - Funds managed by Dawn Namahoe, Research Office
Other Resources Research & Community Partnerships Focused on facilitating community and island-focused research partnerships Sharon Ziegler-Chong, Director (808) 932-7981 ziegler@hawaii.edu Revlyn Takayesu, RCP Fiscal Support Associate (808) 932-7978 revlynt@hawaii.edu Lori Bufil, RCP Program Coordinator (808) 932-7977 ltango@hawaii.edu
Note: Difference from FY23 revenue is due to FY 22 carryover
Questions? See attached Q&A Contact the Research Office with questions: Bruce Mathews bmathews@hawaii.edu or Sharon Ziegler-Chong ziegler@hawaii.edu
