Submissions to Federal Sponsors

Guidelines for each active funding opportunity need to be examined closely, and well before the submission deadline, as federal agencies change requirements on a regular basis. 

For Federal Application Packets with Checklists, and other resources, please visit this Villanova password protected site, and contact Lyla Kaplan, Grant Development Director.

Application support from the College’s Grant Development Office includes:

 - Searching for funding opportunities
 - Checking sponsor guidelines and eligibility
 - Examining sponsor funding trends and priorities
 - Program and budget development, including cost sharing 
 - Providing document templates and boilerplate language
 - Providing grant writing resources
 - Editing and proofreading the narrative and other documents

Faculty are also encouraged to liaison with Office of Grants and Contracts (OGC) to provide additional confirmation that all budgetary and other application details are in compliance with Federal and University policies. OGC is the only office on campus authorized to commit Villanova in application for sponsored funding.

Corporate and Foundation Relations should be consulted in the preparation of Federal grants which include collaboration with private industry or foundations. 

Finally, the Associate Dean for Research and Faculty Development, Barry Selinsky, would be happy to assist with any questions associated with the grant or the submission process.

For all external grant applications, the Internal Submission (Cayuse) must be used. The Cayuse SP submission must be completed at least three business days prior to actual grant submission deadline. Extensions to this deadline are possible, but only with the approval of the College and ORA.

(See "Submission of Proposals" page for more information on submission requirements.)

Villanova University, through an agreement negotiated with the Department of Health and Human Services, can request indirect costs (IDC) associated with funded grant activities. Currently, Villanova’s current federal IDC return is 49.7% on salaries only (not fringe). These costs not directly identifiable with a specific grant project and covers real costs incurred by the university, such as buildings, equipment, and administrative and operational support. 

CLAS receives a portion of IDC (currently 50%) which is maintained in a dedicated Indirect Grant Funds account and used to support research activities in the College. IDC is also returned to the researcher (10%), their academic department (15%), and ORA (25%).  

Fringe benefits cover costs such as FICA, insurance, and retirement. The federally negotiated rate is now included in the direct costs as 32.71% for Full Time personnel on the grant, and 7.73% for PT personnel and undergraduates who may be working full time during the summer.

Some Federal sponsors require cost sharing, which demonstrates a deeper university commitment to the faculty member’s research. Note: This is NOT the case for most NSF applications (unless specifically stated in the program's guidelines). Cost sharing is the financial support, either in-kind or cash, that is contributed by the university and/or CLAS to sponsored projects. Cost sharing items may include: faculty time, undergraduate summer research, and existing facility/equipment use. For the college's policy, click here. Per university policy, graduate student tuition remission is provided when a there is full IDC or maximum indirect allowed by sponsor, and the graduate student is working 20 hours a week for at least 9 months on the sponsored project. 

The college is often willing to provide supplemental cost share or cost matching support for external funding. Grant matching funds are usually obtained through the College’s Indirect Grant Fund, mentioned above. The college will not contribute more than half of the College’s IDC return.  Documentation of expenditure is required. Prior to applying for a grant or fellowship, to avoid "eleventh hour" problems and misunderstanding, faculty members must discuss various details of the request with their Department Chair and Associate Dean of Research. Cost sharing agreements are included on the Cayuse Internal Submission form.

Faculty members are assigned a teaching load that allows sufficient time to pursue research and to complete assigned and volunteered service obligations. The normal teaching load for research-active faculty members in CLAS is three courses per semester. Highly productive researchers receive an additional one course reduction per year and teach a 3/2 load. Faculty who submit grants providing significant financial support may request teaching load reductions to provide time for research activities supported by the grants. Faculty members in CLAS are expected to teach a minimum of two courses each semester, except under truly extraordinary circumstances. Faculty must seek approval from their Department Chair and Associate Dean of Research for a course reduction for funded research prior to the grant application.