Pre- & Post-Awards

One of the most important aspects of any development in your academic career is the ability to progress your scholarly agenda through the means of financial support. Commonly, such funds can only be attained by acquiring internal or external funding sources. Western Michigan University’s Office of Research and Innovation (WMU-ORI) is designated to assist you through the processes, policies, and procedures necessary to achieve the desired funds for your research endeavors.

Procedures to follow as soon as you have research ideas, grants you would like to apply to, etc.

• Visit WMU-ORI’s website at https://wmich.edu/research . There you will learn the first steps to take in pursuing your research ideas.
• Never apply for a grant (internal or external) without first consulting the ORI office. Any application shall follow ORI guidelines to ensure our operations follow university and government rules and regulations.
• Contact your assigned ORI Research Program Officer (You can find your current Research Program Officer at https://wmich.edu/research/directory/proposals-contracts) before you proceed to any applications for any funding involving your work at WMU. These officers are trained individuals who will aid you in all aspects of the process of applications, authorizations, budgeting, and recognition of deadlines.
• If you wish to work with our CHHS assigned Research Program Officers, they will be available in person in room # 3245 on Mondays. To schedule an appointment please send your request to courtney.michalka@wmich.edu.
• Talk to your direct supervisor before you proceed with any applications of ANY NATURE involving your work at WMU. (i.e. time commitments, sharing costs, traveling, space, administrative support, etc.) Your supervisor has the right to know of your potential grant’s requirements so they can support you and your research endeavors.

NOTICE: Western Michigan University, including the CHHS Office of Research, will not be held responsible for any independent applications submitted by faculty, staff, or unit directors/chairs without following the proper procedures.

In addition to the assistance provided by WMU-ORI officers, our local CHHS Office for Research and Development team will also offer basic technical support during AY 2023/24 to assist faculty, staff, and graduate students in developing their grant proposals. These services will include funding opportunity consultation and searches, technical writing support, methodology conception and development, and basic statistical support. They will be provided by appointment accordingly to the information below:

• Location: CHHS building, room # 3245 or on-line at https://wmich.webex.com/meet/alessander.santos
• Hours: Tuesday and Thursdays, 3pm to 5pm
• Scheduling: E-mail alessander.santos@wmich.edu
• Officer available: Alessander Danna-dos-Santos

NOTICE: All services described depend directly on the availability of financial and human resources provided by the College of Health and Human Resources and F&A recoveries collected from past awards.

Alongside technical assistance, the CHHS Office of Research will also provide areas dedicated to initial development of pilot studies or concept development. One such area, CHHS building room #3245, is a centralized facility dedicated to the initial development of projects and strategic development of scholar initiatives.

NOTICE: Availability of space is not guaranteed and will depend on space limitations and nature of studies.

The CHHS Office of Research will perform post-award related tasks such as small amount purchases, monthly GLOW expenditures, payments to third parties, hiring, etc. However, our main objective is to assist you to navigate our WMU internal procedures. To achieve this goal, we need to be informed in advance about your needs or requests so we can direct you through the correct channels and gather all needed authorizations.

For ease, we created some guidelines regarding our local services, and you will find them divided into three categories: current procedures, first steps to be taken after receiving your award letter, and ongoing steps during the execution of your proposed work.

Current Procedures

• Do understand that the CHHS Office of Research is not responsible for tracking your work. We provide small services to grants, but the PI is ultimately responsible for ensuring the work is completed as awarded.

WARNING: When not informed in advance, CHHS-OR is not responsible for any award-related actions taken independently by any faculty, staff, or unit directors/chairs.

• Contact us first if you have any questions or requests. We will guide you through the correct internal channels. Our current communication line is chhs-officeofresearch@wmich.edu .
• Never modify your grant budget. Many grants have strict rules on where and how money can be spent. In case you need adjustments, please contact us and we will direct you to the right office for consultation.
• Do keep track of when to submit grant reports to your external funder (if applicable). Your restricted fund accountant at WMU Grants and Contracts Office can assist in creating the financial report if you need further assistance.
• Never apply for a grant (internal or external) without first consulting the ORI office. Any application shall follow ORI guidelines to ensure our operations follow university and government rules and regulations.

First Steps (As soon as you get notice of your award)

• Contact your WMU-ORI Research Program Officer, who will start the process of awarding your grant internally.
• A restricted fund accountant at WMU Grants and Contracts Office will be designated for your award and will reach out to you once your fund and cost center has been set up. Once the restricted fund accountant is notified of your award, it can take 10-14 business for them to set up a fund and cost center. You can find your assigned officer at https://wmich.edu/grantscontracts/directory/assignments-department.
• You must schedule a meeting with your restricted fund accountant to review all award-related documents and reporting requirements of your grant or contract. You should discuss how these documents are managed and your responsibilities as a PI.
• Reach out to us at chhs-officeofresearch@wmich.edu to schedule a meeting with the CHHS Office of Research staff. We want to review your grant, answer any questions you have, and ensure you are familiar with our procedures. Note: You may need to complete additional requirements after our meeting.
• Fill out a request to share the news of your awarded grant throughout the college. You may submit your weekly email item request at https://wmich.edu/hhs/marketing. After you are transferred to the webpage, include information such as research topic, funding amount, funder name, and whether the project includes WMU student research.

Ongoing Steps (as you work on your awarded initiative)

• Communicate with us four weeks in advance before any purchase or payment to third parties is needed. We need this notice to process such requests according to WMU guidelines and policies. Communications not submitted in this time frame may either cause delays or impede the payment of third parties.
• Please fill out a purchase authorization form for your minor purchases such as supplies or transcriptions. You can find the form at https://forms.office.com/r/23P55L3kWz.
• Never pay for any service or product out of your own pocket or the pocket of a student. Please contact us at the CHHS-OR if you have any questions or concerns about this guideline.
• Check your monthly expenditure reports on your awards. These expenditures will come at the end of each month via email and will include expenses charged to your grant, how much money you have left, and if you are over budget. Please contact us ASAP if you see any missing charges or have any concerns.
• Complete eCRT (payroll confirmation) every quarter of the academic school year. We will send reminders of when this needs to take place, and we can assist with the pre-review process if necessary. Please contact us if you have any questions.
• Ensure you are familiar with all the closing procedures of your award. If you are approaching the end of your award and have any questions, reach out to your Restricted Fund Accountant at WMU Grants and Contracts office.

Once more, in case any further clarification or assistance is needed, please contact us at @email. Our office exists to serve you and your research needs. Please do not ever hesitate to contact us with any questions you may have.

Alessander Danna-dos-Santos, PT PhD.

Associate Dean for Research and Graduate Programs