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Photo of a student and an instructor by a telescope Graphic: Otterbein College Academics > Office of Sponsored Programs > Guidelines for Faculty

Guidelines for Faculty

Photo of faculty member giving a lecture In order to secure grants for Otterbein's various needs, the Office of Sponsored Programs:

  • Identifies and researches potential funding sources
  • Cultivates potential funders and builds relationships
  • Facilitates the submission of faculty-generated proposals
  • Writes, submits and manages institutional proposals
  • Processes grant-related expenditures
  • Manages grant funding
  • Submits reports to funders
  • Recognizes and stewards funders

Procedures for Developing a Grant Proposal

  • All proposals requesting external funding - including those from individual faculty members - must be processed through the Office of Sponsored Programs. This is extremely important in order to avoid jeopardizing larger gifts the College may be soliciting from a specific funder and to strategize the appropriateness of the timing and the match of the project to the funder's interests.
  • Notify the Office of Sponsored Programs of grant application deadlines that may be of interest to you.
  • Meet with Office of Sponsored Programs to determine timeline, materials needed, assignments, necessary approvals/signatures and to prepare project budget.
  • Proposals involving human subjects research must be approved by the Institutional Review Board, Michele Acker, Chair, ext. 1365. A form for this purpose is available on the Academic Affairs intranet site under Faculty Development.
  • Proposals involving requests for computer hardware and/or software must be approved by John Lateulere, Director of Information Technology, at extension 1873.
  • Proposals involving faculty stipends and/or course release time must be approved by your department chair and the Academic Dean.
  • Please accompany all proposals with a Grant Application Cover Sheet (available on the Academic Affairs intranet site under Faculty Development).

Procedures for Administering a Grant Award

  • Provide copies of all correspondence related to the proposal to the Office of Sponsored Programs.
  • Inform the Office of Sponsored Programs about notification of grant award.
  • The Office of Sponsored Programs will assist in opening a college account for your project. Grant awards are made to the College and not directly to individuals. Please forward all checks to the Office of Sponsored Programs.
  • The College acknowledges all gifts and grants with a thank you letter.
  • All expenditure requests (e.g. purchase orders, invoices) need to be processed through the Office of Sponsored Programs.
  • The Office of Sponsored Programs will create a project budget and can produce expenditure reports as requested by the Project Director and/or funder. Please request pre-approval for all budget modifications in writing from the funder.
  • The Office of Sponsored Programs will help remind you of report deadlines and will assist you in compiling and sending the report. Please submit all required reports in a timely manner.

Faculty Grants Database
The faculty grants database tracks all faculty-related grant activity (both internal and external). The database relies upon the information provided on the Grant Application Cover Sheet (available on the Academic Affairs intranet site under Faculty Development). Please submit this form with all of your proposals (e.g. Humanities Project Grants, White Fund Grants, FDC Research grants and external grants). The database can generate reports summarizing grant activity by individual, department, division or by funder. These reports can be useful in creating portfolios and preparing for accreditation and/or departmental program reviews. For more information or to request a report, contact Marla Garcia, ext. 1570.