Tips for Better. Institutional Letters of Support

Transcription

1 Tips for Better Institutional Letters of Support

2 Institutional Letters of Support Important part of major proposal applications Address the other significant contributions provided by the institution, that can contribute to the success of the application Sometimes drafted by the Principal Investigator (PI) but can be significantly strengthened and improved through review and revision by others Signed by a relevant Institutional Official in a position of authority to commit Institutional resources Dean of Medicine and Biological Sciences OVPR, Provost, University President etc. More than one of the above

3 Preferred Process PI Prepares Draft Letter Non-Preferred Process PI Prepares Draft Letter Reviewed & Revised & Strengthened Associate Dean of Biology Director of BioMed Research Administration Director of Research Operations Director, Financial Planning & Analysis Final Review and Signature Dean of Medicine and Biological Sciences Provost or OVPR or University President Provost or OVPR or University President PI for grant submission PI for grant submission

4 Content: Letter of Support Includes information on institutional resources and/or initiatives that could strengthen the reviewer s impression of the application Can include statements of cost share commitment that the institution, school or department will provide if the proposal is funded.

5 Cost Share Commitments A portion of total sponsored project/program costs not funded by the sponsor All contributions, including cash and in-kind, that a recipient makes to an award Types Mandatory Voluntary Voluntary Committed Voluntary Uncommitted Reference: Cost Sharing on Sponsored Projects : Michael Kostyshak & Comfort Brownell

6 Types of Cost Sharing Mandatory Cost Sharing: Required by the Sponsor Identified or quantified in the proposal A condition of receiving the award A commitment of the University Must be captured and documented Voluntary Committed Cost Sharing: Not required by the Sponsor Identified or quantified in the proposal A commitment of the University Must be captured and documented Voluntary Uncommitted: Not required by the Sponsor Not identified in the proposal, or any other communication to the sponsor Not a condition of the award Not a binding commitment of the University Does Not require documenting or reporting Reference: Cost Sharing on Sponsored Projects : Michael Kostyshak & Comfort Brownell

7 A Typical BioMed Letter of Support Paragraph 1: Statement of general endorsement and names the grant agency, grant number, title or funding request, PI s name Paragraph 2 : General statement about how University and BioMed has supported research in the past by hiring, building, renovating, purchasing capital equipment, establishing collaborations, etc. Paragraph 3: General statements about ongoing and future BioMed initiatives that support the research enterprise Paragraph 4: Specific information on BioMed voluntary commitments to the proposed project Paragraph 5: Summary and closing

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9 Examples

10 Duration of Commitment Original The Division of Biology and Medicine is committed to maintaining the instrument under full service contract. Better The Division of Biology and Medicine is committed to maintaining the instrument under full service contract for five years or for the effective life of the instrument.

11 Committing Salary Coverage Original In addition, we commit to financially support 50% of the effort (salary and benefits) of the Facility Director. Better In addition, we commit to financially support 50% of the effort (salary and benefits) of the Facility Director s effort that is dedicated to the proposed instrument.

12 Committing to Specific Hiring Original Further, the University continues to invest extensively in the Center for XYZ providing partial salary support of the XYZ facility director, a new analyst dedicated 25% to ABC, and a number of additional staff positions. Better Further, the University continues to invest extensively in the Center for XYZ providing partial salary support of the XYZ facility director, and a number of additional staff positions.

13 Committing to Specific Hiring Original We plan to recruit for a new faculty position in [name of field] to be located in the X Department. This individual will provide expertise in areas that contribute to... Better We plan to recruit for a new tenure-track faculty position in [name of field] to be based in X Department. Based on the anticipated job description and hiring plan, this individual would likely have expertise in areas that would contribute significantly to...

14 Committing Space Original Brown University will provide the space and facilities necessary for the new instrument. Better Brown university will provide 200 sq. ft. of dedicated space within the Core Facility for the installation of the new instrument.

15 Specific Information Must be Consistent with the Grant Narrative Original The instrument, which will be housed in the Facility at Brown, will address the research needs of at least 16 NIH-funded investigators in the Departments of Molecular and Cellular Biology and Biochemistry; Molecular Pharmacology, Physiology and Biotechnology;.. and Brown s School of Engineering. These major users represent 17 percent of recent Brown NIH funding levels. Better The instrument, which will be housed in the Facility at Brown, will address the research needs of investigators in the Departments of Molecular and Cellular Biology and Biochemistry; Molecular Pharmacology, Physiology and Biotechnology;..and Brown s School of Engineering.

16 In Summary The precise wording of Letters of Support is critical to either properly or improperly committing the Division/Institution to a voluntary cost share if the grant is funded. If you see a Letter of Support in a grant package, ask if the letter has been properly reviewed and vetted.