TRF Application Manual For Fiscal Year (FY) 2014 Grants Getting Started 1. Go to URL: http://oregonstate.edu/trf/submit 2. Login into ONID. IF you don't have an ONID sign up for one at http://oregonstate.edu/helpdocs/onid/getting- started 3. After logging with your ONID, you will get the home page. 4. On the left hand side, you will see links to other parts of the application. a. My Proposals: Shows the proposals you have made. b. Add Proposal: Lets you fill out a new proposal for a project. c. Past Proposal: Allows you to view past proposals made from past rounds. d. Approvals: Shows approved projects. e. Follow- ups: Follow up on past projects. My Proposals My Proposals is a link that shows the proposals you ve made and will allow you to view, edit, Export to PDF, Submit, Take Back, Delete, and Start a New proposals. This is the main page that will allow you to do everything. My proposals allow you to do almost everything with the proposals you have made and allows you to make proposals. Starting a New Proposal Note: In order to save the proposal (if you wish to save it as a draft), all required fields will have to have some content in it, or checked, selected. There is no specific way to save a draft of a proposal with fields not filled in. Submission Steps: 1. Go to Add Proposal on the left hand side of the screen. OR click the Start New Proposal under My Proposals. 2. Fill out the fields shown on the next page with text. (They can be changed later.) All fields are required. 1
FY14 TRF Application Form 1. Project Title The title or name of the project. 2. College / Unit / Department / Organization The name(s) of the colleges, units, departments or organization(s) sponsoring the project. 3. Project Location(s) For example: Cascades Hall, OSU-Cascades Campus 4142, Valley Library, OSU Campus Weniger 151, OSU Campus 4. Start Date The date the project will begin. Enter the date in YYYY-MM-DD format (e.g. 2012-01-08 for today's date.) 5. Completion Date The date work on the project will end. Enter the date in YYYY-MM-DD format (e.g. 2012-01-08 for today's date.) 6. Responsible Personnel The name(s) or the person or people responsible for this project so the TRF committee can contact them, if necessary. 7. Grant Purpose Specify the purpose(s) of your project by selecting one or more of the purposes on the menu. See this list for a definition of the purposes. 8. Provide a short description of the project. Enter in a short description of the project. The description must be 100 words or less. 9. Describe the student population that will benefit from this project: (e.g. undergrads, grads, all students, students of a particular college *specify*) Explain the type of students that will benefit from the project, for example, students in particular courses or decree programs. Estimate the number of students affected. 2
10. State the rationale for the project and expected results. Address the review criteria. (1000 words of less) Describe what your project will achieve, including: Whether your project seeks to replace or expand the capacity of previously funded TRF infrastructure and services, or whether it aims to create new infrastructure or services. If it replaces or expands past TRF funded infrastructure or services, describe them, giving the date of the most recent TRF funding (and grant # if available.) If it supports a campus construction or renovation project, describe that project. Specify the your project s timeline: When will students benefit? Describe why your project should be funded. Address the four review criteria (Student Success, Efficiency, Commitment, and Sustainability) in Section 11 of the RFP Specify the impact on your program or courses if the grant is not received. 11. Describe how this project will be made accessible to students with disabilities? Projects are required to comply with the University s IT Accessibility Policy: http://oregonstate.edu/accessibility/itpolicy Explain how the project will be made accessible. 12. Describe the expertise (including experience with similar projects) and the facilities available to support the success of the project. Name the types of resources available to ensure the project will be completed successfully, including both expertise and infrastructure or other facilities. Indicate which of the responsible personnel will be the project manager. 3
3. Click the Next button to save the proposal. (You can come back and make changes later.) Congratulations! You ve made your first proposal. Viewing, Editing, and Deleting Viewing Proposals 1. To view a proposal go to My Proposals and check the box with the proposal you want to view. Then click the drop down menu and choose View Proposal and click the Go button to the right. 4
Editing Proposals 1. To edit proposals made go to My Proposals and check the box with the proposal you want to edit. Then click the dropdown menu and choose Edit Proposal and click the Go button to the right. 2. You will be sent back to the proposal you selected and will be able to change any information on the proposal. (All text fields must be filled) Only possible if proposal has not been submitted. Deleting Proposals 1. To delete a proposal go to My Proposals and check the box with the proposal you want to delete. Then click the drop down menu and go to Delete and click the Go button to the right. (THIS IS IRREVERSABLE!) Only possible if proposal has not been submitted. Budgets and Signatures FY14 Budget Instructions When submitting your budget, please do the following: Use the following as standard categories or subcategories for budget items: o All computer hardware and peripheral items, excluding printers, should use the category computer hardware o All audio/visual equipment projectors, TVs, sound systems etc. should use the category AV equipment o All printers should use the category Printers These standard practices will help with the analysis of proposal budgets. As an attachment to your proposal, upload a budget narrative describing the rationale for all of the items included in the project budget. Describe the roles of any staff. The budget narrative should be in Microsoft Word or Adobe PDF format. See the list of project purposes on this page- - List of Project Purposes. If the project seeks funds for more than one of these purposes, e.g., computer access and software, please ensure that the rationale describes the portion of costs supporting each purpose. This may not be possible for expenses related to infrastructure or equipment that will support multiple functions, e.g. a computer lab which is used for classes part of the time and open student use the remainder of the time. In those cases, please specify the percentage of the capacity of the resource devoted to each purpose. Similarly, for staff that support multiple purposes, e.g. maintain a computer lab and take care of printers, please indicate the percentage of their time devote to each purpose. 5
Budgets The budget tab allows you to change the budget for the proposal. You have 4 different ways to add to the budget. To change or delete existing categories, sub- categories, etc. Add a check to the category, sub- category, or item and click change or delete. (Budgets save automatically when changed.) You will see an example of a budget and below it the following tools to add to the budget. 1) Categories a) Allows you to organize your Budget expensive (Needs at least one category. Ex/ Personnel) 2) Sub Categories a) Allows further organization of your Budget (Ex/ Programmers) 3) Items a) Items are what you are spending on. (ex. Hammers, Consultants, etc.) Must have a category and a subcategory to place an item within. (Ex/ Software Engineer Lv. 1) 6
4) Funding Source a) Add other funding you will receive from a different source. (column) Example of making a Category, Sub- category, and Item Let s make a simple budget for a hammer needed to complete renovations. 1. Go to the Budgets Tab of the proposal. 2. Add a Category called Equipment to the Budget by going to the add category, type in Equipment, and click Add. 3. Add a Sub- Category called Hardware by selecting the category Equipment from the drop down menu, type in Hardware, and click Add. 4. Finally, let s add the hammer to the budget. Go to Add an Item in Sub- Category and select Hardware from drop down menu, type in hammer, and click Add. 5. This will take you to a different screen; say the hammer will cost $100 because it is a very nice hammer. Type in 100 next to the name of the item and click save. 7
6. Finally you will see your work appear on the budget screen. Now let s say we needed an electric drill in order to complete our renovation project and the way we paid for it was not from TRF funding. The money for the electric drill came from a Grant earned worth $200. The way to add other funding sources is 1. Under the budgets tab, go to Add a Funding Source, Type in Grant and click Add 2. Then make a new item under Hardware called Electric Drill and click Add. 3. I bet you noticed that there are now 2 columns to put numbers in. Put 200 in the column listed Grant and click save. 4. Now we have 2 columns in the Budget. 8
These steps can be repeated in order to make more Categories, Sub- Categories, and Items to make a budget to your projects needs. Editing and Deleting Budget Categories, Sub- Categories, and Items To edit any of the Categories, Sub- categories, and Items from the budget click one of the boxes to the left of the item you want to change and hit Edit. To Delete any of the Categories, Sub- categories, and Items from the default budget or a mistake on one of the items. Select the box(es) next to the thing you want to delete and click delete. 9
Signatures Before you can submit a proposal, you first must have all required signatures. Go to the Signatures tab in the proposal you want to submit and there may be a list of people. Scroll down till you see the Required Signature from a Dean, Vice President, or Vice Provost. Go to the dropdown menu and select the person that s required for you to submit this proposal. Optional signatures are all others who approve, write, or have contributed to the proposal that you feel should sign it. To add an optional signature, enter the ONID username of the person you want to add and click "Add Optional Signature". (If there are no required signatures seen, contact the TRF program administrator.) 10
Submitting and Taking Back Proposals Submitting Proposals 1. To submit a proposal go to My proposals and check the box with the proposal you want to submit. Then click the drop down menu and go to Submit and click the Go button to the right. Only possible if proposal has not been submitted. 2. Another window will open and ask if you have all required parts for the proposal, click the button submit proposal. If it doesn t submit then it will tell you what you are missing. Taking Back Proposals 1. To take back proposals go to My proposal and check the box with the proposal you want back. 2. Then with the drop down menu go to Take Back and click the Go button. 3. It will ask you if you really want to take back the proposal. 11
4. It will ask for you to confirm you want to take back the proposal. Approvals The approvals link on the left side of the screen allows you to view a all the approvals made to past proposals. You can choose which round by using the drop down menu and clicking the round you want to view and clicking the Go button. 12
Document Revisions Document History Revision Version: 1.0 Revision Date: 2011/01/27 Revision Author: Eric Gray Review Date: 2011/01/27 Changes: Initial Document Creation Revision Version 1.1 Revision Date 2011/02/07 Revision Author Jos Accapadi Review Date N/A Changes Screen shot change for wording changes 1.1 Revision Version Revision Date 2013/01/15 Revision Author David Barber Review Date N/A Changes Revision for FY14 RFP Round 13