External Grants

The Office of Sponsored Programs (OSP) provides pre- and post- award support for sponsored activities. Butler faculty members have been recipients of grants from major federal agencies such as the National Science Foundation (NSF), National Institutes of Health (NIH), and National Endowment for the Humanities (NEH), as well as many non-federal sponsors, including the State of Indiana, Indiana Academy of Science, the National Federation of State High School Associations, many others.

There are a few questions to consider when seeking external sponsorship. Find information about questions to consider when considering external sponsorship. To start an external routing, please go to birsgo.butler.edu.

Once the grant opportunity has been identified, it is critical to carefully read the Request for Proposals (RFP), Funding Opportunity Announcement (FOA), and other announcements and guidelines to make sure that Butler, the principal investigator/project director (PI/PD), and the project are all eligible. The OSP office can assist with questions related to eligibility, scope of work, and other issues. It is highly recommended that faculty seek administrative support for federal grants at least three to six months before the application due date. This time allows the faculty member to assess eligibility, write a strong project description, and obtain budget assistance. For non-federal grants, it is recommended that faculty seek support at least 30 days in advance.

The External Sponsorship Pre-Award Process

The External Sponsorship Post-Award Process

Post-Award Process for Unilateral Grants (Federal Grants)

If the application is approved for funding, the sponsor will send an award letter or packet. A copy of the award letter will be filed with the original application and another copy sent to the Office of Budgets and Grants Administration (OBGA).

It is important that the PI/PD read the award letter carefully to fully understand the terms and conditions of the grant. The award letter will include reporting deadlines, grant restrictions, project period for the funds, and other information necessary for grant management. PIs/PDs should also meet with OSP staff to carefully review the award terms and to address questions related to budget modification, hiring project personnel, and managing expenditures.

Grant Agreements and Their Execution for Bilateral Grants (Grants that require two signatures)

An accompanying grant agreement or contract will outline the legal terms and conditions, including identification of the parties involved, standard contract language, and other details. Grant agreements must be reviewed by OBGA, OSP, General Counsel, and the PI/PD prior to execution.  For contracts of $50,000 and less, the college dean has the option to sign the agreement, but this needs to be communicated with the OSP office.

Depending on the sponsor, some agreements may require additional forms:

  • Direct-deposit information
  • W-9 forms
  • E-Verify Memorandum of Understanding
  • E-1 Business Verification Report
  • Acknowledgment letters from the PI

OSP maintains copies of these forms to support the execution of grant agreements.

Request a No Cost Extension, a budget change, or to Change the PD/PI

The Principal Investigator may need to request a no cost extension, a budget change request, or change of principal investigator with the sponsor.

  • A no cost extension is a request to extend the project period, or length of time the funds are available to complete the project, for the unspent funds. The extension will not request additional funds, but request additional time to use the funds and complete the project.
  • A budget change request must occur when funds are moved within categories within a certain limitations as specified by the terms of the contract or as described in the Uniform Guidance.  OSP can assist with determining whether a formal budget change request is required.
  • A change of principal investigator may occur when the PI is no longer available to complete the project and another person has been designated to fill in for the remaining project period of the grant.

To submit one of these changes, contact the OSP office at osp@butler.edu with the information to be requested. The change should be requested at least 30-45 days in advance of the start of the change. OSP will send the official documentation to the sponsor.