Please contact your assigned Contracts & Grants Analyst. 

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 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.

They are available on-call, when needed, to provide our best advice and resource materials, including sample proposals and funding databases.

GGSE's Research Development contact - Brandon Fastman

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.

Review and approval by the HSC (Human Subjects Committee) is required before starting research involving human subjects.
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 http://www.research.ucsb.edu/compliance/human-subjects/regulations-policies-and-guidance/definitions

See the list of deadlines at https://orahs.research.ucsb.edu.  Once you submit your protocol online, you will be notified via email regarding your protocol's scheduled review date.

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

Please remember to complete the Sponsored Project Online Opportunity Form (SPOOF) at least 45 days prior to the proposal submission due date. Completion of this form is required to initiate the C&G proposal support process.

If you have doubts as to whether your project should be run through the C &G office, run it by your assigned Contracts & Grants Analyst as early as possible.

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.

If you receive an award notification directly from the sponsor, please notify your 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-fund 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 have anyone work, or spend funds on the project until you have received notice that an account number has been established by UCSB. Individuals are not able to be paid for any work completed before they have been hired.*

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 to discuss options.

You will need to provide original receipts, and a  signed expense reimbursement worksheet, including PI approval. 

If you are submitting an entertainment expense (e.g. refreshments, snacks, and catering), provide the event expense worksheet. Include a list of participants (if applicable) and appropriate host signature and PI approvals.

It should be submitted within 2 weeks of event date. All other expenses should be submitted in a timely manner.

Reimbursement/Payment Request paperwork should now be dropped off in the “Reimbursement” mailbox in the 4th floor mail room. This will expedite processing. Submitted paperwork that is complete with all necessary backup documentation will be given priority processing.

Correspondence regarding reimbursement paperwork will now come from a new email address, reimbursements@education.ucsb.edu (link sends e-mail). Timely response to any questions from this address will help speed up reimbursements.

You will need to provide original receipts, a signed Travel Worksheet and/or Mileage Log with PI approval to the "reimbursements" mailbox in the 4th floor mail room within 2 weeks of return date.

*Mileage logs may be used for recurring trips, and should be submitted on a monthly basis. 

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.

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

Mileage Logs can be found on the Faculty Resources page.

Mileage logs are due on a monthly basis for each project from which you are requesting reimbursement. PI approval is required on the form. Once completed, paperwork should be dropped off in the “Reimbursement” mailbox in the 4th floor mail room.

*Current Mileage rate is $0.545 per mile. (Effective 1/1/18)

Only those students that are non US citizens seeking a travel reimbursement must provide the declaration and a copy of proof of immigration.

If you know the role the student will be hired in, proceed to fill out an Employment Request or Modification Form. Please see our Department GSR Hiring Policy for additional information including a link to GSR salary rates, as well as our Student Assistant Hiring Guidelines.