Internal guidelines
Deadlines
Proposals are due on the date specified or the next working day if the date falls on a weekend or holiday. Proposals for UW System grant programs are to be submitted at least 5 working days before the deadline to the Office of Research and Sponsored Programs. Please see the UW-System grants page for current deadline and program information.
Style
Proposals must be written in terms that educated laypersons can readily understand. It is important that committee reviewers outside of the discipline can understand the abstract, budget, and narrative of the proposal. The abstract should describe the key points of the entire proposal, as opposed to being a repetition of the project’s objectives.
Expenditures
All expenditures must be made in accordance with University policies and should be based on principles of economy. Consult the following units/websites for information and assistance:
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Accounts Payable: Includes policies and reimbursement forms for travel, services, etc.
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Human Resources: Includes forms for faculty/academic staff and students/payroll.
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Purchasing: Includes information on procurement credit cards and purchase orders.
Frequently Asked Questions about Expenditures
How do students get their stipends?
The faculty/academic staff mentor completes the Student Payroll Eligibility Form.
How do I pay consultants (non-UWEC people)?
Contact Accounts Payable. Collect an invoice from the consultant that includes the consultant's tax ID or Social Security Number.
What information/documentation do I need to provide for travel/supplies reimbursement?
Contact Purchasing. Generally, keep all receipts for purchases and documentation regarding events/conferences. You will need to turn in your original documents, so make a copy for your records.
Can I buy a computer?
ORSP funds are not available for standard computer purchases. Contact Assistant Vice Chancellor for Research Karen Havholm with questions.
Can I use ORSP grant funds for something I didn't include in the approved proposal?
Funds should be spent as indicated in the original approved proposal. If you are considering a change in this plan, contact Assistant Vice Chancellor for Research Karen Havholm.
Who owns things that are purchased with grant funds?
Equipment, books, and materials purchased with grant funds remain the property of the University of Wisconsin-Eau Claire.
Prizes, Awards and Gifts
Prizes, awards, and gifts to research participants are not allowable costs for state funding, per UW System policy. A limited amount of funding is available through the UW-Eau Claire Foundation to support rewards to research participants. The limit per project is $100, and these Foundation funds must be transferred to a department or unit's account that handles Foundation funds (a 133 account).
Recipients of these funds must consult with Accounts Payable prior to expending funds to ensure that the many restrictions and requirements related to participant payments are correctly followed.
Scientific Misconduct Policy and Procedures
Misconduct in science is defined as fabrication, falsification, plagiarism, or other practices that seriously deviate from those that are commonly accepted within the scientific community for proposing, conducting, or reporting research. Misconduct in science is prohibited and could result in disciplinary action up to and including dismissal. UW-Eau Claire’s Policies and Procedures on Scientific Misconduct document indicates how the University will respond to allegations of research misconduct.
Property Rights
UW System policies relating to royalties, patents, or income apply to these grant programs and can be found in the Faculty and Academic Staff Handbook. Questions regarding patents should be directed to Karen Havholm at 715-836-3405, or directly to WiSys at 608-262-2321.
Questions regarding copyrights for the publication of books, laboratory manuals, etc. resulting from projects funded with UW-Eau Claire funds should be addressed before the proposal is submitted for review. Contact John Pollitz, copyright officer, L3005, 715-836-4827.
Human Subjects
Funded projects involving human subjects in research must be approved by the Institutional Review Board for the Protection of Human Subjects (IRB) before they are implemented. The UW-Eau Claire policies and procedures for the protection of human subjects have been established in accordance with U.S. Department of Health and Human Services regulations (45 CFR Part 46, "Protection of Human Subjects," as amended) as well as state and university regulations to protect the rights and welfare of human subjects utilized in research projects. Any research project, either funded or unfunded, originated at or supported by the university, that involves human subjects must be reviewed and approved by the IRB. The Guide to the Preparation of proposals for Submission to the IRB, including the required protocol forms, is available online. Questions may be directed to the IRB Committee Chair, Don Bredle, bredledl@uwec.edu, 715-836-2373.
Animal Care & Use
Funded projects involving animals used in research must be approved by the Institutional Animal Care and Use Committee (IACUC) before they are implemented. The required application forms are available from Dr. David Lonzarich, Chair, IACUC, telephone 715-836-3260.
Proposal Review
Grant programs have different review processes and criteria. The majority of these proposals submitted for review have a significant amount of paperwork that requires time to process. Processing a proposal typically takes 3 to 6 weeks, depending on the program, the number of submissions, the availability of reviewers, and the availability of the clerical staff. Please refer to the specific program's guidelines or contact Karen Havholm, Ann Statz, or Yer Lee at 715-836-3405 with questions.
Publications
Publications or presentations resulting from work funded by UW-Eau Claire grant programs should acknowledge that funds came from the program under which funds were awarded. It is particularly important to identify projects supported by Blugold Commitment funding.
Final Reports
A final report, if required, must be submitted to the Office of Research and Sponsored Programs within 60 days of project completion. No awards will be made to investigators who have not complied with all requirements of previous UW-Eau Claire internal or external grant awards or who have outstanding reports due to ORSP or external funding agencies. The following ORSP programs require a formal final report:
- Summer Extramural Grant Development
- University Research and Creative Activity
- Faculty Sabbatical Leave
- Blugold Commitment-Funded Faculty/Student Research Collaboration and Summer Research Experiences for Undergraduates
Summer Research Experiences for Undergraduates and Faculty/Student Research Collaboration students are expected to present their results at the UW-Eau Claire Research Day or the UW System Symposium. The Kell Container Scholar must submit a progress report in January and a final report at the completion of the scholarship award year.
