Contracts & Grants Frequently Asked Questions

Who do I contact with questions regarding Contracts & Grants?

Please contact your assigned Contracts & Grants Analyst

What is the function of the Contracts & Grants Office? How does it differ from the UCSB Office of Research?

The Contracts & Grants Office is a unit within the Gevirtz Graduate School of Education. The Contracts & Grants Office supports the faculty, researchers and students in all Gevirtz Graduate School of Education programs and departments in the following areas: research development, human subjects, proposal preparation, and contracts & grants administration.

The UCSB Office of Research (OR) helps members of the university community secure support for their research and creative activities. OR works with all of the academic units on campus to develop the best research programs possible and is charged with ensuring the integrity of UCSB research and providing assurance to governmental and private funding agencies and to the public that the research is conducted in accordance with the highest ethical standards.

What is the Research Development Office?

The UCSB Research Development Office, a unit within the Office of Research, works to make sure that faculty have available all the tools for success – from funding source information, proposal review, and writing workshops – to mock panel reviews and site visit preparation for strategic Campus initiatives. They are available on-call, when needed, to provide our best advice and resource materials, including sample proposals and funding databases. They provide agency- and foundation- specific information that can greatly simplify matching faculty research goals to the most receptive funding source, as well as helping formulate a proposal that speaks to that particular review process.

How do I find funding for my research project?

Numerous resources are available at the following Office of Research link ( In addition the Contracts & Grants Office circulates notices of funding opportunities via our listserv. To have your name added, please contact Everly Manes. You can also view our Funding Opportunities page for additional listservs and other sources.

What are the ways that the Contracts & Grants office can assist in finding funding opportunities?

The C&G office will send out funding announcements that may be of interest to the GGSE faculty, send out the Office of Research newsletter, and can assist in using COS Pivot. COS Pivot allows users to search thousands of funding opportunities by keywords, dates, award type, etc. Create an account and you can save searches to run as often as you like to find new opportunities meeting your search criteria.

What is COS Pivot?

COS Pivot is an online database of over 400,000 individual funding opportunities and 3 million researcher profiles in the social sciences, humanities, fine arts, sciences, and engineering. Subscribers can choose to receive a weekly e-mail with a customized list of funding opportunities based on previously specified criteria.

To access Pivot, you must register using your UCSB email address.


How do I know whether or not I need to get Human Subjects approval for my research project?

Any UCSB faculty, staff or student doing research that involves Human Subjects must have either Human Subjects approval, or an exemption, for the research results to be published in any form including theses and dissertations. This includes pilot studies (even if it involves just one subject), funded or unfunded research, and research on yourself, your staff, your students, or your friends. "Human Subject" means a living individual about whom an investigator (whether professional or student) conducting research obtains: (a) data through intervention or interaction with the individual or (b) identifiable private information. For more information, visit

How do I get Human Subjects approval for my research project?

Requests to use human subjects in your research are made using a web-based application module (Office of Research Application for the use of Human Subjects; ORahs). Tutorials about how to use the system are available

When the investigator or faculty advisor clicks on “Submit to HSC”, another box on a separate page will appear indicating that the investigator or faculty advisor will agree to the terms.  Clicking on the “Submit to HSC” button will serve as the electronic signature for the protocol application in lieu of submitting the hard copy Signature Page to the HSC. 

Protocols will not be approved until all investigators have completed the HS training module. See for further information.

What are the deadlines for submitting Human Subjects protocols?

See the list of deadlines at  Once you submit your protocol online, you will be notified via email regarding your protocol's scheduled review date.

I submitted a Human Subjects protocol. How will I know if it has been approved?

Once you submit your protocol online, you will receive email notifications updating you on the status of your protocol. If corrections are necessary, your protocol will be placed into your Corrections queue within the ORahs system to edit and resubmit.

Once your protocol has been reviewed and approved, you will received an email of the approval. You can access the approved consent forms and approval in the ORahs system. At any time, you can log into the ORahs system to check on the status of your protocol.

Who will assist me during proposal stage?

Your first point of contact is your assigned Contract & Grants Analyst. However, depending on workload, your proposal may be assigned to another Analyst. 

I want to submit a research proposal. Where do I start?

Please notify your assigned Contracts & Grants Analyst as soon as you have decided to apply for a specific opportunity at least 3 weeks prior to the submission deadline with the link to guidelines and proposed period of performance. Keep in mind that if your proposal is anticipated to include subawards or cost sharing/matching, additional time may be needed.

Who can serve as a PI on a research award application?

Faculty and professional researchers employed by UCSB with at least a 50% appointment are automatically eligible to serve as a PI on an award. If you do not meet these criteria, please contact your Contracts & Grants Analyst to inquire about a possible exception to serve as a PI or Co-PI.

When do I need to submit a final version of my proposal to the Contracts and Grants Office?

Once we are aware that you will be submitting a proposal, we provide you with a timeline specific to your proposal. The UCSB Office of Research (OR) requires that we, as the administering department, submit a complete packet of the proposal to them a minimum of seven (7) full business days prior to the sponsor’s deadline, at which point a draft of all proposal documents should be included. The budget and budget justification should be in final form. For more details, see the Contracts & Grants Proposal Preparation page.

Who will assist me during award stage?

Your first point of contact is your assigned Contract & Grants Analyst

I received a notice from the sponsor to whom I had submitted a proposal that my project is being funded. What happens now and when can I begin accessing award funds?

If you receive an award notification directly from the sponsor, please notify the Contracts & Grants Analyst immediately so that we can begin working with the UCSB Office of Research (OR) to process the award. Only OR can officially accept an award on behalf of the university; thus, they must work with the sponsor to review the terms and conditions of the award and accept it. Once the award has been accepted by OR, it will be sent to UCSB Extramural Funds Accounting so that an account can be established. Once the account has been set up, the GGSE Contracts & Grants Office and the PI will be notified and the PI will have access to the funds. The entire process typically takes a few weeks, but may take longer if negotiations of the terms and conditions of the award are necessary.
*Please Note: You cannot begin having anyone work on the project or spend funds until you have received notice from that an account number has been established by UCSB. It is illegal to have individuals work before they have been hired.*

I have subawards/agreements as part of my research project. How/when/by whom are these initiated? How long will it take for them to be established?

After the account has been set up the PI should advise their Contracts & Grants Analyst that they are ready to set up subawards. This process typically takes a few weeks. If the subaward or agreement was not included in the proposal budget, re-budgeting may be necessary. Please contact your Contracts & Grants Analyst discuss options.

Expense Processing
How long do I have to submit my receipts? What do I need to submit to be reimbursed?

You will need to provide original receipts, a signed expense reimbursement worksheet, and PI approval or green sheet (if applicable) to your Contracts & Grants Analyst

If you are submitting an entertainment expense (e.g. refreshments, snacks, and catering) it should be submitted within 2 weeks of event date. All other expenses should be submitted in a timely manner.

Where can I find the forms required to request a reimbursement?

All forms for reimbursement can be found on the Faculty Resources. If PI approval is required, green sheets are available for pick up at the Contracts & Grants Office. 

Who do I contact about my sponsored projects purchasing needs? What is the process?

Contact your Contract & Grants Analyst with your request. If needed, please provide a quote for the purchase. PI approval or green sheet is required for all purchases. 

How long do I have to request a reimbursement on travel expenses? What needs to be included?

You will need to provide original receipts, a signed Travel Worksheet and/or Mileage Log and PI approval or green sheet (if applicable) to your Contracts & Grants Analyst within 2 weeks of return date. Mileage logs may be used for reoccurring trips, should be submitted on a monthly basis. 

I am making travel arrangements and need to book a hotel. What should I keep in mind before making reservations?
First,  see the GSA website for lodging rates (click on the state you are traveling to). Lodging expenses over 200% of allowable rate requires exceptional approval. Lodging receipts should be itemized and include a breakdown of the nightly rate, taxes and fees.
Package deals for lodging on discount travel sites such as Expedia and Orbitz do not provide the breakdown and are not allowable for reimbursement.
I am traveling and would like to claim per diem. What are the restrictions and what is the per diem rate?

You may claim per diem in your travel reimbursement worksheet for international travel, not domestic. Per diem rates can be found on the GSA website, for Meals & Incidental Expenses (M&IE) and for Lodging, (see bottom right corner of map for foreign rates). To claim the per diem rate on international travel, you do not need receipts.

Can I claim per diem for domestic travel?

You may not claim per diem for domestic travel per UC Policy. Travelers may only be reimbursed for actual incurred expenses and must provide original itemized receipts. Lodging reimbursements are capped at the federal rate for the location of travel. For Meals & Incidental Expense rates see GSA website (click on the state you are traveling to).

What can I include in a travel advance request?

You may request an advance on any expenses that have been full paid prior to the travel taking place, such as registration and airfare. The Travel Advance Worksheet can be found on the Faculty Resources page.