Section 3
Program evaluation is one of the most important components of the project. Not only does the evaluation determine the success of the project in meeting its objectives, but the data gathered in the evaluation process are important to others who will study the project or replicate it. Results of the evaluation will be disseminated to the funding agency and to others who express interest in the project.
Establishing a solid and detailed evaluation plan at the onset of the grant period will reduce the likelihood of confusion in the future. Most of our grant proposals include an evaluation plan which serves as the blueprint for the project's evaluation. This plan outlines the general methods and standards to be used to measure the success of the project. A thorough evaluation plan will include:
After the grant award notification is received, the PI/PD needs to review the objectives, activities, and outcomes of the proposal to develop a preliminary list of baseline data. Funding sources sometimes require additional data collection and reporting on top of what was included in the proposal. It will also be necessary to identify possible assessment instruments needed to measure various aspects of the project’s progress and success.
The Office of Institutional Research is available to provide you with assistance in determining existing measurement processes that could provide appropriate data collection and tracking needed for the grant evaluation. Institutional Research can also offer guidance and review in the purchase or creation of specific assessment instruments that may be used to measure pre-and post-intervention changes.
Many projects use an external evaluator who is experienced in the field of study and the type of program to be implemented. It is important to identify the evaluator as early in the project as possible. If a grant proposal specifies the use of an external evaluator, however, did not designate one in the proposal narrative, consult the Procurement Office for a list of authorized evaluators. The evaluator will need to sign an Independent Consultant Contract with the University in advance of performing work. The Director of Post-Award Services will route the contract for authorized signature. If you have any questions or require clarification regarding the objectives, activities, or any other aspect of the project design, contact the OSP as soon as possible for assistance.
An independent contractor is an individual that provides services to the University in such a manner as to be free from University control over performance. Per Policy 210 Independent Contractors, an agreement must be in place before an independent contractor begins providing services to the University. Departments must adhere to the following procedure for independent contractor engagements entered into beginning Sept. 1, 2022. Failure to follow this procedure will result in a violation of Policy 210 and will be reported accordingly.
For independent contractors that will be paid a total amount of $600 or more, the engaging department should follow these steps: 8. Fill out and submit a non-catalog requisition in Wolverine Marketplace describing the services that will be performed and the total amount that will be paid to the independent contractor. Use the commodity code SERVCONT and provide contact information (name, phone, email) for the independent contractor.
In the grant award management process, one major responsibility as the Principal Investigator is to effectively implement the grant project. From managing the budget to accomplishing the project’s objectives, our goal is to successfully implement the innovative project described in your proposal. This means that it is essential that you pay close attention to the financial, as well as the programmatic aspects of the projects. Ultimately, it requires careful monitoring of the total project to be successful.
One of your major responsibilities as the Principal Investigator is to manage the project budget within the terms of the grant. You will need to monitor all project expenditures and make certain that all funds are expended per the approved budget and the grant project timeline. The expectation is that 100% of grant funds will be used by the end of the grant period. To ensure proper spending, a good rule of thumb is to spend 25% of the funds each quarter. Principal Investigators need to review grant activity monthly to ensure that expenses are appropriately charged to your budget and that no costs have been erroneously posted to your grant account.. Immediately notify the Director of Post-Award Services upon determining that the project is at risk of having unobligated grant funds.
Matching funds are cash or “in-kind” support contributed by the grantee to fulfill the objectives of the project. The amount and type of match funding is included in the project budget, and therefore must be tracked. When determining match, consider that the match must be necessary and reasonable for accomplishing the project objectives. For federal grants, match cannot be included if contributed for any other federally-funded grant or if paid by the Federal Government under another award. The Grants Accounting Office can assist you with appropriate sources for match and tracking match throughout the grant. Salaries used for matching funds for federal grants need to be recorded on the Personnel Services Reporting Form.
Although the project was carefully constructed when the proposal was developed, revisions may be necessary to meet changing needs or circumstances. All proposed project changes must be routed through the Director of Post-Award Services and Grants Accounting Office for internal review and approval before implementing any changes. The Director of Post-Award Services and Grants Accounting Office will work in collaboration to determine if a formal amendment to the grant award is necessary. Programmatic and budget changes cannot conflict with the terms of the grant.
The Grants Accounting Office will guide all requests for budget changes and should be consulted regarding special conditions or budget restrictions. The Director of Post-Award Services will assist in developing any correspondence necessary for a budget amendment, and in obtaining approval from the funding source. Budget revisions are not official until approved in writing from the funding agency. Files maintained by the Principal Investigator and the Director of Post-Award Services should contain a complete trail of all written and verbal contact with the funding agency. After the revised budget has been approved in writing, a revised internal budget along with a copy of the funding agency’s approval must be submitted to the Grants Accounting Office and to officially change the project budget. A copy must be submitted to the Director of Post-Award Services for OSP records. The OSP Accounting can assist as needed.
Many grants have funds allocated specifically to purchase services or products from a vendor. Consultants may be needed to serve as speakers or provide expertise in a particular area. It is important to identify consultants and contractors as early in the project as possible. Consult the Procurement Office for a list of authorized consultants and vendors. All consultants and vendors providing services under a grant will need to sign their respective Contractor or Consultant Services Agreement Form with the University in advance of performing work. The rate paid to consultants should be consistent with the current rate paid by the University to consultants for similar services and products. Please be aware that many grant programs have restrictions regarding consultant services, therefore it is best practice to consult with the Director of Post-Award Services and Grants Accounting Office before arranging consultant services for your grant.
Supports support instructors in their teaching via the following services:
**For the purposes of Sponsored Programs, OTL is considered to be an acceptable vendor. Sponsored Program funds may be paid to OTL to cover services performed as long as OTL is using the same consistent rubric for service charges as they use for all other university projects. ( consistently treated) Stipends paid by OTL to faculty for course development do not fall under the same stipend prohibitions as summer salary payments.
