Frequently Asked Questions

What are the services that we offer?

  • Assistance in Finding Grant Opportunities
  • Setting up and training for COS Pivot
  • Review Agency Guidelines
  • Budget Preparation for Grants
  • Proofreading Grant Proposals for grammar and format.
  • Research Design Assistance
  • Facilitate Multi-disciplinary teams
  • Preparing application packages
  • Helping in obtaining internal approvals
  • Submitting applications to Sponsors
  • Various Training Sessions & Workshops
  • Negotiating Awards
  • Establishing Funding on Institution’s general ledger system


How do I route a proposal through SPGM?

All proposals should be routed through Sponsored Programs using the SPGM Internal Routing Form.  The form should be completed in full and reviewed and signed by your appropriate departmental administrator and the appropriate dean's office.  Once signed, please forward with the proposal to Sponsored Programs for review and official university signature.

An SPGM Internal Routing Form is required when:

  1. A new proposal is submitted to a Sponsor.
  2. A revised proposal is submitted to a Sponsor that includes budget or cost sharing changes. Does not apply to technical modifications.
  3. A continuation proposal is submitted to a Sponsor - even if the additional years' funds were requested in the original proposal. The key here is the word "submitted." If the PI must submit a budget and request for continued funding, we assign a new proposal number (a) so that we can locate the paperwork for negotiations with the sponsor and readily match the award with the proposal when it comes in and (b) because the direction of the research may change as well as rates and budget amounts and it is easier to track all aspects of the research if we have new paperwork covered by a current proposal number.
  4. Additional funds are received that were not requested in the original proposal.
  5. A check or award is received in OSP and no proposal exists.

Can a Principal Investigator (PI) or departmental administrator send a proposal or quote directly to an external sponsor?

All outgoing proposals need to go through SPGM for review. SPGM is responsible for ensuring contractual arrangements are in compliance with federal, state and university guidelines. Review and involvement at the proposal stage helps to avoid issues at the award stage such as using the correct rates (fringe benefits, F&A) and avoiding provisions that cannot be accepted under Commonwealth of Virginia State Law.

Can a faculty member serve as a consultant or subcontractor on a grant held by another faculty member?

No. A Radford faculty member cannot be a consultant on a sponsored project, but may serve as a faculty associate or co-principal investigator on the sponsored project of another faculty member. Funding change forms should be processed to accurately reflect effort expended.

What is cost sharing?

Cost sharing is the portion of project expenses related to a sponsored agreement that is contributed by parties other than the sponsor and not directly charged to the sponsored project account(s). This may include equipment grants, construction projects, or Interagency Personnel Agreements.

Cost sharing may be required by the sponsor as a condition of receiving an award ("mandatory cost sharing") or offered by the Principal Investigator by including it in the sponsored proposal document ("voluntary committed cost sharing").

Cost sharing must be proposed, approved, administered, and accounted for in a consistent and prudent manner. This includes understanding workload implications of the cost-sharing commitment; determining when cost sharing is appropriate; and accurately recording and reporting cost-sharing expenses.

What are direct costs?

Direct Costs are costs that can be identified specifically with a particular sponsored project, an instructional activity, or any other institutional activity or that can be directly assigned to such activities relatively easily with a high degree of accuracy.