Updated:  May 8, 2008
 


  
Grantsmanship
Contract Development 
and Resource Development

Helping Extension professionals strengthen their skills in project and budget development, proposal writing,
and project management.
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Forms for OSURF Projects
Finding Extra Funding Newsletters
External Extension Contract Templates
Letter of Arrangements Templates
Memorandums of Understanding Templates
Budget Development
Indemnification statement Information Cost Recovery Information
Employee or Independent Contractor
Forms for OSURF Projects

Authorization to Seek Off Campus Funding form (ePA-005) is an on-line OSU Research Foundation form that should be completed and submitted by the principal investigator as the proposal is being completed before the proposal is submitted to the potential funder.   After clicking on the PA-005 form link PIs need to use their OSU Internet Username (name.1) and Password to log on to the site with the form.  If you are unable to log on, read the message completely and then follow the directions.  You may be instructed to call the OSU Technical Services Center (TSC) at 614-688-HELP (4357) to be make sure your OSU Internet Name and Password are active and accurate.  

A Conflict of Interest Form is an on-line form that is completed by every OSU faculty member annually. A&P employees complete the form if they serve as a principal or co-principal investigator of a project administered through OSURF. 
  •   Learn more about the Conflict of Interest form here: Learn more
  •   Log onto the Conflict of Interest page here: Conflict of interest (PDF file)
  • If you have problems logging on see instructions above for contacting the OSU Technical Service Center.
  •  If your project will include research that involves human subjects you will need to have your research plans reviewed and approved by the  OSU Institutional Review Board.  Click here to learn what you need to do Human Subjects Review Information. 
Tips to Help Extension Educators Complete the Conflict of Interest Form
Information needed What it is and what goes on the line?
University Title
 		Your title, not your rank      Examples: Educator, Program Director, Leader
OSU Employee ID
 		An 8-digit number you can find on your pay check or pay stub 
TIU Your Tenure Initiating Unit is the Dept of Extension
College
 		Your college is FAES, CFAES or the College of Food, Agricultural & Environmental Sciences
Where you are assigned
 		Where your office is located      Examples, County Office, District, office, metro park
Research Role
Questions 1-3		 As you respond, consider all types of externally sponsored projects -- training and service projects as well as research.

Financial Disclosure

Questions 4 and 5

If you answer yes to either question in this part, you need to complete question 9 and upload your plan.

Intellectual Property

Questions 6-8

These questions refer to  IP that has been licensed through OSU, not other creative works that are developed routinely as part of your work.

Management Planning

Question 9

Answer NO unless you have answered YES to one of the questions above. If necessary upload your plan to manage or eliminate the potential conflict of interest.
Finally, click on SUBMIT FOR APPROVAL at the bottom of the form.
If you have questions, phone or mail: Jackie LaMuth at 614-292-6470
                                  2120 Fyffe Road, Room 4, Columbus, OH  43210 
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Finding More Funding Newsletter

April News. PDF
April News.Word
April News.Wordperfect

To receive monthly notification about this letter,  contact Jackie LaMuth.

Instructional Guides
Journals and other supporting information Budget Development for a Project

How to figure hourly rates and salaries for project personnel: When developing a budget, including accurate personnel costs is very important.  Usually, you will need to know both the hourly rate and the annual salary. This downloadable Excel worksheet will help you to figure the following:

  •    Hourly rate for an agent (faculty or A&P) if you have the gross salary before deductions
  •   Annual salary for an hourly employee (A&P or Classified Civil Service) if you have the hourly rate.

    • Before a project proposal can be completed, personnel needs must be defined.  To begin, develop a job description that includes the work that needs to be done, how much time will be needed, and what qualifications the person doing the work will need to have. 

    The work that needs to be done will determine the job classification.
    The job classification will determine the pay rate.

    Garee Earnest, Extension Personnel Leader, will help you with this part of the budget development process. Email him  or talk with him at 614-292-2968.

    Using a budget template: A good project budget includes all organizational resources that will be needed to support and complete the project. this includes but is not limited to time, money, materials, and space. .  A budget that does not include all resources will, by necessity, "rob" other projects' resources or  will be poorly done.

    While not all costs may actually be included in the final budget, it is important to know what they are in order to be able to make decisions about the use of existing organizational resources. All budgets should be based on a realistic estimate of the costs of the project being considered.

    These templates includes categories of costs that are typically part of Extension projects. 

     Budget Template (Word)
    Budget Template (WordPerfect)
    Budget worksheet (Excel spreadsheet)

    Figuring Unit Rates: Some funders prefer to pay for services according to the number of units of service provided.  Examples of units of service are:  people served, a class taught, a field inspected,  or clubs started. Units need to have defined characteristics.  To learn more about how to calculate unit rates, click below.
    Figuring Matching Funds:  Some funders require that you match their grant dollars with some of your organization's money.  When a match is required, the funder may stipulate the match must be made with cash, with in-kind value, or with a combination of both.  Whatever you choose to use, it must be possible to document and measure the value of an in-kind match by showing time sheets, receipts, or established market values.  Some examples of common cash matches are: Release time for personnel where time has an hourly value; supplies and materials for which itemized receipts can be provided; travel where mileage is reimbursed at a set rate.  Common in-kind matches may be a meeting room or piece of equipment that has an established rental rate and is normally rented; volunteer hours with volunteers documenting their contribution (see volunteer verification form) with the time valued at minimum wage.  If a volunteer's time is valued at more than minimum wage, be able to justify the higher rate.  

    To calculate the amount needed when a request for proposals (RFP) requires a 10%, 20%, 30%, 40% or 50% match, refer to the matching funds chart. 

    Employee or Independent contractor: How a person is hired to work for Extension depends on the work that will be done and the way the work will be done.  The U.S. Internal Revenue Service has a list of 20 questions that you can ask yourself about an employment situation. Your responses will help you decide how to classify a person who will work for you  The information about the differences between employees and independent contractors has also been organized as a Chart.

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    Templates for External Extension Partnerships    

    Use these templates for programs and services  not administered through the OSU Research Foundation.  The format that is appropriate will vary according to the partner and the project.  Use a template as a starting point for discussions about the development of an agreement with an external  organization.  Note:

    • Money may or may not  be involved.
    • Signatures of the Extension professional taking leadership for the project, the unit/county chair, the Director of Extension, and the OSU Vice President for Business and Administration are needed.
    • Keep agreements as simple as possible.
    • Include enough detail to accurately describe how the partnership will occur.

      Standard Contract Templates

      Contract Template (Word Document)
      Open and/or save when prompted. 

      Open and/or save when prompted.

      Remember:  Use this Contract Template as a starting point as you develop a contract for projects not administered through the OSU Research Foundation. This template has been reviewed by the OSU Legal Affairs Office and by the OSU Extension Business Office.

      • Use the budget template to help you determine project expenses and to provide the basis for determining unit costs.

      • Communicate with your county chair, your support team, and this office as you begin to define the details of your contract.
    Letter of Arrangements (in Word and Word perfect)
    A Letter of Arrangements may be used for program services not administered through the OSU Research Foundation when the following conditions exist:
    • A trusting relationship exists between Extension and the community organization,
    • A simple agreement is acceptable to both Extension and the community organization, No additional contract or agreement is needed;
    • The conditions of the agreement are straightforward and simple,
    • The program would be delivered if external funds were not available, and
    • Extension can absorb the costs of services if payment for the services does not occur.

    Letter of Arrangements Template (Word document)
    Open and/or save when prompted.

    Letter of Arrangements Template (WordPerfect document)
    Open and/or save when prompted.

    Sometimes, you may send a Letter of Arrangements to an agency, and receive a some kind of legal document (Memorandum of Understanding, Agreement, contract, etc.).  These types of documents need to be reviewed by the Extension Business Office before any action is taken.

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    Memorandum of Understanding

    Memorandum of Understanding Template (Word document)
    Open and/or save when prompted.

    Memorandum of Understanding Template (WordPerfect document)
    Open and/or save when prompted.

    Memorandums of Understanding ( MOU) or Memorandums of Agreement (MOA) formalize a casual working relationship between Extension and a community organization. Describes how the two organizations will work together when opportunities to do so occur. It is appropriate when the following conditions exist:
    • Trusts exists between Extension and the community organization,
    • Extension and the community organization can identify specific beneficial ways to work together,
    • The exchange of assistance is equitable and balanced,
    • Expectations can be stated in simple, straightforward terms,
    • An exchange of money may or may not part of the understanding,
    • There is no formal benchmark for measuring performance or penalty for failure to perform, and
    • The arrangement is for a specified period of time.
    Indemnification statements and OSU and Extension
            To see two examples of acceptable indemnification statements that may be used in contracts and agreements, click here.
    Cost Recovery Information 
     
    Complete information about OSU Extension's cost recovery guidelines, policies, and processes, is available at the Extension Homepage

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    Updated May 8, 2008
    All educational programs conducted by Ohio State University Extension are available to clientele on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or Vietnam-era veteran status.

    Keith L. Smith, Associate Vice President for Ag. Admin. and Director, OSU Extension 
    TDD No. 800-589-8292 (Ohio only) or 614-292-1868