Services Provided to Aid in Research
The CEHS Research Office provides grant-related services and information to faculty. These include, but are not limited to, the following:
- Pre-Award Support
- Proposal Preparation
- Budget Preparation
- CEHS Salary Incentive Information
- CEHS Course Release Information
- Facilities and Administration Rates and Fringe Rates
- Post-Award Support
- Meetings with the Associate Dean for Research to discuss research ideas and/or the Director of Development to identify potential funding sources.
- Assistance in formulating a research project plan and transforming a research idea into a well-written proposal narrative.
- Review of RFPs to ensure that the requested work falls within the broad mission
of CEHS, and to verify that the University is eligible to submit a proposal.
Assistance in preparing funding agency and University proposal forms. Through this process, the CEHS Research Office will check all proposal documents to ensure they comply with RFP guidelines for submission, and we will help make any necessary changes.
- Assistance with budget planning for a proposal, through the Expert Business Office (EBO), based on the project narrative and research design. This includes assistance in preparing a budget (the actual dollars!), writing a budget justification, and providing guidance on compliance with state and federal laws related to spending. The Expert Business Office can provide up to date information on salaries, benefits, health insurance, tuition rates, consulting standards, travel costs, and more – all necessary information for nearly any external grant proposal.
- Help in planning for cost sharing to meet proposal requirements, including assisting with University forms for proof of cost sharing.
- Assistance with completing all internal WVU proposal forms and attaining required
- Grants Budget Assistance: Template Directions (PDF)
- Example Budget (Excel File)
Budget Justification Template (Word File)
- The budget justification provides a narrative that describes the costs and purposes of these costs, along with a brief description of how specific dollar amounts were determined. The budget justification also explains how project staff (e.g., senior researchers, consultants, graduate research assistants) will be utilized and gives a rationale for having staff members with different experience and experience on the project. (Copy and paste from the attached example, as needed.)
Essential Budget Items
- Personnel: Prior to listing personnel on your grants, please check with to obtain current salary information.
- Fringe Benefits (at appropriate rate)
- Supplies (expendable items such as paper, envelopes, pens, ink cartridges, etc.)
- Travel (international and national should be listed separately) – Domestic per diem government rates – Current travel reimbursement rates
- Other costs (photocopying, computer usage, rentals, hospitality, phone, long distance
charges, printing, equipment UNDER $5,000, etc.)
- Consulting (cannot be WVU personnel)
- Facilities Administration (F&A) – (indirect costs)
Regarding buy-outs from externally funded grants
Any grant funds must equal at least 10 percent of the faculty member’s salary, plus fringe benefits, to buy out a single course.
The minimum CEHS course load is 1/1 (with rare exceptions). If a faculty member is on a 2/2 course load assignment, then a grant can buy out 1 course out of the 4. A second grant could buy out another course, resulting in a 1/1 course load. Any additional course buy-outs could be distributed to a co-PI within the college.
Therefore, even if a faculty member had multiple grants that could buy out all of
their courses, such a situation would not be allowed. A preferable situation is
for the faculty member who has a large grant will support one or more CEHS faculty
members who are collaborators (co-PIs) on the grant(s), thereby reducing their
colleagues’ course loads, e.g.:
– PI: Buy out 1 course
– Co-PI: Buy out 1 course
Faculty members are evaluated annual on teaching/research/service (see WVU “mother document”). Thus, faculty members must teach, at minimum 1/1, to fulfill their professional obligations.
Research and teaching are viewed as being reciprocal in nature; research should inform teaching; teaching should inform research. Thus, a faculty member who has grant-funded research should be teaching so that they can better prepare students to learn from the research, become researchers themselves etc.
The CEHS Research Office is committed to supporting faculty by administering funded projects. In this role, the CEHS Expert Business Office monitors project financial activities and compliance as established by Federal and State law, agency regulations, and University and College policies and procedures.
The post-award services provide include, but are not limited to, the following:
- Budget monitoring, including authorizing appropriate expenditures for travel and purchasing, and assuring compliance with agency, University and College purchasing and travel policies.
- Preparation and distribution of monthly budget sheet summaries that include up-to-date information regarding expenditures, encumbrances and remaining available balances.
- Availability to conduct one-on-one meetings with the PI to discuss project status, expenditures, remaining budget, anticipated purchases, and planning for future budget expenditures.
- Ensuring compliance with applicable contract and grant terms, Federal and State regulations and University policies and procedures.
- Prompt processing of travel reimbursements, student stipends pending, and tuition waivers.
- Management of project closeout; starting six months prior to the end of a project, the Expert Business Office will work with the PI to review expenditures, remaining budget, and planned purchases to assure that projects end on or under budget.