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HSC Corporate and Foundation Grants for Administration through WVU Foundation

Grant Submission Process

Step 1. Determination to route grant through WVUF or WVU Research Office/Research Corp

The WVU Foundation (WVUF) has a process for submitting grant/gift proposals through the WVUF to private funders to ensure that grants are vetted by the relevant college/unit administrations to meet all University and WVUF requirements.

•Determination made to route through WVU Foundation (WVUF) or WVU Office of Sponsored Programs/ WVU Research Office based on current policy. The WVUF and University policy provides that the WVUF does not process proposals to nor accept funding for grants from donors that require proprietary non-public deliverables to the donor (often referred to as a contractual obligation), that directly or indirectly fund research on human or animal subjects, or that involve biohazards. Projects that involve these functions or purposes are directed to the WVU Office of Sponsored Research or to the WVU Research Office for processing.

•Notify HSC Corp/Fnd Giving Director of intent to approach or submit to a specific funder, so that the funder can be vetted with the philanthropy data system to assure no other entity within WVU is already submitting an application and avoid competition

Step 2. Preparation of Grant Application for Submission once it has been determined it should go through the WVU Foundation

•Principal Investigator (PI)/Project Director (PD)acquiresinitial approval in writing for the project and requested amount from the Dept. Chair/Dean

•PI/PDcreates draft of grant application – use WVUF contact information as the fiduciary agent

Email:
Contact: Ms. Cynthia Roth
Position: President and CEO
Organization: West Virginia University Foundation, Inc.
School/Department/Unit: Your WVU school or department / Address:
One Waterfront Place, 7th Floor, P.O. Box 1650, Morgantown, WV 26507
Office Phone #: 304-284-4040
Fax #: 304-284-4001
Tax ID#: 55-6017181

•Create draft budget

-PI/PDworks with unit-budget officer to develop budget for the grant project

-The budget will account for a grant that is for cash, in-kind grants of equipment or services and pledges over multiple years.

-If the Corporation or Foundation allows for Indirect Cost Recovery(ICR) or Facilities & Administration Cost, it should be accounted for in the budget and added to the internal signature form. The WVUF does not apply an F&A charge to manage grant and gifts to the University. However, if ICR is allowed, the funds are returned to the University using the University policy for such funds.

•Collect all support documents – The following documents are available through the Office of Philanthropy

•W-9
•501(c)3 letter
•Current Year Board List (Fiscal)
•Audited Financial Statement / Other support documents to consider:
•Letters of recommendation
•Examples of/ testimonials from those served
•Maps showing areas served
Step 3. Proposal Coordination Form

Once Steps 1 and 2 have been completed, the PI/PDis required to complete the Proposal Coordination form, which ensures that all parties to the proposal submission are aware of and approve the proposal’s submission. The Proposal Coordination Form is a prerequisite to the submission of the proposal and safeguards the submitter and the process in the event that a proposal does not meet institutional requirements. The WVU Foundation reserves the right to withdraw a proposal submitted to funding sources without approval or to return awards if the Form is not complete and on file.

All personnel associated with WVU Health Sciences Center Administration and Developmentmust use the form Proposal Coordination Form (HSC Use Only) located at

-Allow at least 2 weeks to route this form

-Send form to HSC Corp/Fnd Giving Director prior to deadline to assureit is filled out correctly prior to obtaining signatures

-Attach a copy of the grant application and copy of budget to form

-The PI/PDis responsible for getting the required signatures from the Program Director, the Department Chair and the Dean/Director

-Deliver packet to HSC Corp/Fnd Giving Director either by .pdf or in hard copy form (to HSN G106) to receive review for COI and to obtain the CFO and Chancellor’s signatures

-COI review is required for all corporate grantsubmissions or dollars received. HSC Corp/Fnd Giving Director workswith the HSC Center for Health Ethics and HSC Legal Servicesto obtain signature approval; support documentation may be required and is created on a case-by-case basis

-When signatures obtained,HSC Corp/Fnd Giving Director notifiesPI/PD grant is ready to be submitted

After grant is submitted and you are notified of the award,
please review the Post Award Process, available at

Office of Philanthropy ● 304-293-3980

Director, Corporate/Foundation Giving ● Mary Lynn Ulch ● ● 304-293-1452 (w) ● 304-216-2176 (cell)

rev 01-21-2014