Internal Grants Program

Georgia State provides seed funding through internal grant competitions for a variety of scholarly activities.  The table below provides a list and descriptions of internal grant mechanisms and notes whether applications are currently being accepted and current or future deadlines, if available.  All internal grant applications are now submitted online via the Internal Grants section in the Research Portal. Simply log into the Portal, select the Internal Grants in the drop-down menu and click on “Submit A New Grant.” You will be able to select the type of internal grant that you wish to apply for and will be guided through the application process.

Type of Grant Status/Deadline Description
RIG Call for Proposals Closed until October, 2017 Faculty research activities, particularly for helping non-tenured faculty get their research started.
Pre-tenured Scholarly Support Call for Proposals Closed until October, 2017 Scholarly projects from pre-tenured faculty resulting in significant/prestigious product
Tenured Scholarly Support Call for Proposals Closed until October, 2017 Scholarly projects from tenured faculty resulting in significant/prestigious product
Conference Grant Call for Proposals Deadline October 2, 2017 Conferences hosted by GSU tenured or tenure-track faculty (as primary PIs) on Georgia State campus. NOTE: The current round of applications will be accepted only for research-focused conferences scheduled between January 1 and June 30, 2018.
Dissertation Grant Call for Proposal Deadline October 9, 2017 Dissertation research by Georgia State graduate students. NOTE: The current round of applications will be awarded for January - June, 2018 or award can be deferred until the next fiscal year (starting July 1, 2018).
CDC-GSU Seed Award Call for Proposals Closed until spring of 2018 Seed funding for social and behavioral collaborative research between CDC and Georgia State investigators

The following are standard operating procedures for management of 1-year internal grant awards from the Office of the Vice President for Research & Economic Development (URSA).  Last revised: June 10, 2016.

  1. The Notification of Award (NOA) is sent initially via email to the awardee and whomever they designate to assist them (identified on their application). Designated assistants may be Grants & Contracts officers, business managers, lab managers, for examples.
  2. The NOA will specify the next steps to be taken by the awardee and whomever they designate to assist them.

After Notification of Award and Prior to Start Date of Award:

  1. Compliance requirements: The awardee is responsible for submitting all compliance protocol applications and obtaining official approval before they will be given access to their internal grant funds. Specifically, compliance approvals must be obtained for use of human subjects (IRB), animal subjects (IACUC), bio-hazardous and/or hazardous materials, including radiation (IBC or Biosafety) in these projects. Compliance approvals can take up to 8-weeks, therefore awardees should submit their protocol applications to the appropriate office as soon after receiving the NOA as possible. Awardees should be aware that certain training is required along with the application for compliance approvals. The awardee must send a copy of their official compliance approval letter to URSA (internalgrants@gsu.edu) as soon as it is received before their internal grant funds will be released.

  1. URSA responsibility: All internal grant funds will be set up in an URSA account and will be monitored by URSA. URSA reserves the right to re-allocate funds within any internal grant budget to cover budget deficits that might occur. The PI and whomever they designate to assist them will be alerted about any re-allocations done for these purposes.
  2. PI responsibility: All award spending activity is the responsibility of the PI and whomever they designate to assist them.
  3. Revising your budget during initial 30 days: Internal grant accounts are set up with budget allocations based on the budgets that PIs provide in their approved proposals. Any changes to the initial budget allocations should be requested by the PI within the first 30 days of the award. These changes should be sent to internalgrants@gsu.edu using the format sample below:
    Move $XXX from PLM000 to PLG000 (or from miscellaneous salary line to graduate payment line)
    Move $XXXX from NSP000 to NTR000 (or from supply line to travel line)
    Budget reallocations specifically from non-personnel to personnel budget lines will only be permitted during this initial 30-day period. After this any reallocations specifically from non-personnel to personnel lines will require written justification and approval from our office.
  4. Requesting re-budgets after initial 30 days: The PI must send re-budget requests via email sent to internalgrants@gsu.edu indicating how much money to move from budget line X to budget line Y. If requesting a re-budget of more than 25% of the total budget, a written justification and approval from our office will be required. If requesting to move funds from non-personnel to personnel budget lines after the initial 30 days, a written justification and approval from our office will be required. NOTE: these requests do not have to be routed through the department or college like for some sponsored awards.
  5. No re-budgeting requests will be accepted on internal grant awards during final 30 days of award (month of June)
  6. Ordering, paying invoices, paying personnel: Use workflow routing 214400000 for paying invoices, obtaining reimbursements for travel, paying consultants, etc., from internal grant funds submitted into PantherMart. When selecting the routing type in PantherMart the end user will need to select "department" not "project" as the routing type. From there the end user will be able to select workflow 214400000. The final approver of these will be the Associate Director for Special Research Initiatives in URSA.
  7. P-Cards charges: The PI or whomever they designate to assist them are responsible for tracking all P-card charges they submit to internal grant accounts. Due to several overcharges on internal grants and budget errors due to P-card charges, we prefer that P-card charges not be allocated to internal grant accounts to avoid inadvertent over-charging; however, if P-card charges are made, they should not be made within 30 days of the award end datest.
  8. Personnel payments: Since personnel salary and GRA stipend payments do not go through PantherMart, these do not need to be approved by URSA using the 214400000 workflow as do other expenses. Neither do Prior Period Adjustments of salary. If at any time personnel charges (stipends, salaries, etc.) are incorrectly charged on an internal grant, the PI is responsible for making sure this is corrected through their department to ensure funds are there for the proposed charges.
  9. No budget deficits allowed: Internal grant budgets are set up so that the award budgets cannot be overcharged. Attempts to overcharge will result in budget error notifications. This should alert you to the fact that there are insufficient funds for that charge to the budget. Any charges to an internal grant account that exceed the total internal grant budget will have to be covered by another account from the PI or their department.
    Also, if a charge is made to a budget category within the internal grant budget that exceeds the amount allocated to that category, our office will need to reallocate funds from another budget category to cover the amount exceeded (e.g. if there is $500 in the Supply budget line and a charge of $750 goes to that line, funds will need to be re-allocated from another budget line to cover the additional $250 charge).
  10. Expenditure reviews are the responsibility of the PI and his/her designated assistant. It is recommended that expenditure reviews on internal grant accounts be conducted monthly and any issues be addressed immediately, including journal entries.
  11. Sub-awards are not allowed on Research Initiation or Scholarly Support internal grants. If an internal grant requires paying for expertise or services from outside persons or organizations, they should invoice GSU and be paid as “consultants” or “vendors.”

  1. 6-month progress reports: Six months after the start of the internal grant project, awardees will be required to submit a very brief progress report. A template will be emailed to the PI with instructions for completing and returning this report. (Dissertation and conference awardees do not submit progress reports)
  2. Financial progress reports: A few months prior to the end of the award, awardees will provided a report showing what charges have been posted to their accounts. Any awardees that have more than 33% (one third) of their total award funds remaining will need to provide written plans for expending the funds within the limited time remaining on the award budget period. This will be the best time for PIs to request any re-budgets to meet the final expenditures for their project. (Dissertation awardees do not submit these reports)
  3. Final reports: Final reports for internal grants are due 90 days after the project period end date. PIs will be provided a template and instructions after the end of their grant award period and will be reminded periodically until the 90-day period is up. Awardees who fail to complete and submit a final report will not be considered for future internal grant awards. (Dissertation awardees do not submit final reports)

  1. All funds expended or encumbered 30 days prior to award end datest: All award funds should be expended or encumbered by 30 days prior to the award end date. The only exception will be funds designated for personnel payments in the final 2 months of the award. That means all supply charges should be invoiced and processed for payment and travel funds (for travel during the final 2 months) should be encumbered using the Travel Authorization form prior to the last 30 days of the award. Any other funds not allocated for personnel payments, expended or encumbered by this date may be swept from the account.
  2. Award close-out: All accounts will be inactivated the day after the award period ends. Only funds for final personnel payments or funds already encumbered for expenses incurred during the final months of the award will be available for pay-outs after this date.

Overview of Internal Grants Review Process

Internal Grant Peer Reviewers

James Ainsworth, Sociology
Charlese Benson, Biology
Zhipeng Cai, Mathematics and Statistics
Thomas Crisp, Early & Elementary Education
Sara Cushing, Applied Linguistics
Leah Daigle, Criminal Justice & Criminology
Don Davis, Counseling & Psychological Services
Andrew Doyle, Kinesiology and Health
Kevin Fortner, Educational Policy Studies
Allen Fromherz, History
Ben Goerger, Kinesiology & Health
Maged Henary, Chemistry
Chris Henrich, Psychology
Barry Hirsch, Economics
Bill Hopkins, Neuroscience
Kim Huhman, Neuroscience
Dora Il'yasova, Epidemiology & Biostatistics
Suri Iyer, Chemistry
Yi Jiang, Mathematics and Statistics
Casonya Johnson, Biology
Kyong-Ah Kwon, Early Childhood Education
Yinshu Li, Computer Science
Pam Longobardi, Art and Design
Jennifer McCoy, Global Studies
Anita Nucci, Nutrition
Lyudmila Popova, Health Promotion & Behavior
Ed Rigdon, Marketing
Janelle Shanley-Chatham, Health Promotion & Behavior
David Sjoquist, Economics
Greg Smith, Communications
Jelena Subotic, Political Sciences
Marie Sumner-Lott, Music
Henricus van der Holst, Mathematics and Statistics
Gordon Warren, Physical Therapy
Nick Wilding, History
Vincent Yao, Real Estate
Gerald Zavorsky, Respiratory Therapy
Yi Zhao, Mathematics and Statistics

At this time only full-time tenured and tenure-track faculty at Georgia State may apply for internal grants (with the exception of the Dissertation Grants to which doctoral graduate students may apply).

Given the limited funds available, the decision from the university leadership is that these funds should be used to support the faculty with long-term contracts and commitments to the university.

The Associate Director for Special Research Initiatives oversees the internal grants program from the University Research Services & Administration (URSA) offices. Questions may be directed to this person or their assistant. Contact information can be found on the Internal Grants Program webpage.

The primary differences between the RIG and Scholarly Support granting mechanisms are the type of work being proposed and the expected outcomes.  RIG grant awards are designed to support research non-tenured faculty or for senior faculty moving into a new area of research and are expected to result in grant applications for external funding to continue that line of research.  Scholarly Support grant awards are designed to support a faculty’s work towards completion of significant work towards their professional development (non-tenured) or a major scholarly outcome that is not an external grant application (tenured). See the official Call for Proposals for more details about the type of outcomes supported.

All internal grant applications are submitted through the Research Portal. The brief application form is completed online and the main content of the proposal is attached as a PDF file to the online application following instructions provided in the Research Portal system.

The Call for Proposals for each internal grant mechanism provides detailed instructions and sample budget tables to follow in building your internal grant budget.

The Call for Proposals for each internal grant mechanism provide detailed instructions regarding allowable costs on an internal grant budget. NOTE: F & A (indirect costs) and Fringe Benefits ARE NOT to be included on any internal grant budget.  These two types costs are covered from other GSU sources.  Each person or position that is to be paid from the internal grant award should be listed separately in the budget along with the amount to be paid them over the course of the project.

Internal grants are funded from money provided annually to GSU by the state of Georgia. All state money provided to Georgia State is required by the state to be spent within the state’s fiscal year (July 1st to June 30th).  These funds cannot be spent outside of the fiscal year based on the restrictions that the state places on this money.

  1. Project objectives or goals are not clearly stated.
  2. No explanation is provided about why the project is important to the field of study and/or the human condition.
  3. The work proposed cannot feasibly be done within the 1-year project period.
  4. The design and/or methods are unclear or do not seem appropriate or adequate to address the objectives or goals.
  5. The expected outcomes are not clearly defined or don't fit the intent of the granting mechanism.
  6. The proposed project lacks impact or is unlikely to generate the expected outcomes.
  7. The proposal is poorly written and/or presented.

In the online application in the Research Portal, the applicant must complete a workflow for approvals, naming people to whom the proposal should be routed within their department and college. URSA only requires department chairs to approve, but applicant must check with their Associate Dean for Research to determine if that office requires that they also approve internal grant applications.  Internal grants ARE NOT routed for approval to OSPA.  Once the proposal is submitted, routing will be done automatically within the system based on the names listed in the online application workflow.  Applicants should contact their Grants & Contacts manager in their department to determine the names of the people who need to approve their internal grant proposal.  Applicants are notified by email if their proposal is not approved at any point in the routing process or when all approvals are completed and the application has been received by URSA. Applicants are responsible for making sure all approvals are received within 48 hours after the submission deadline and should check the status of their internal grant proposal approvals in the Research Portal (look under "My Submissions" to determine who has or has not approved.

Internal grant applications are peer-reviewed, with the exception of Conference grant applications that are reviewed by an ad hoc committee. Proposals are assigned to at least two reviewers outside of the applicant’s primary department that agree to having expertise and comfort in reviewing topics within that discipline.  Primary reviewers review and assign scores to proposals and then the proposals are each presented and discussed by the larger panel of reviewers before a final score is assigned by agreement from the larger committee. Recommendations for awards are made based final scores and sent to the Vice President for Research & Economic Development for approval of the final awards.

Expected outcomes for each type of internal grant are defined within the Call for Proposals.  All internal grant awards come with the requirements to submit both a midyear progress and a final report, as well as to provide follow-up information on specific outcomes for at least two years following the end of the awarded project.  Principle Investigators must also provide supportive information and documentation (as needed) to show significant progress towards completion of specific outcomes outlined in the original proposal (e.g. external grant applications, major publication, artistic products, invention, etc.).

 

If you have any questions, please contact:

Kelly P. Stout, Ph.D.
Associate Director for Special Research Initiatives
In person: 58 Edgewood Avenue, office 377
Office phone: 404-413-5475
Email: kpowellstout@gsu.edu
Rose Baldwin
Senior Administrative Specialist
In person: 58 Edgewood Avenue, office 373
Office phone: 404-413-3577
Email: rbaldwin@gsu.edu