Grant Resource Center

The Office of Institutional Support (OIS) is here to help Bard faculty, staff, and administrators with every step of the grant seeking process, from prospect research through to proposal development to application submission.

Please email [email protected] if you are interested in applying for a grant or have any questions.

Students study on benches in front of Stone Row

When to Reach Out to OIS

We recommend that all program staff, academic collaborations, and faculty that are interested in applying for institutional grant funding reach out to OIS for assistance before beginning the grant-seeking process.

Please note that OIS supports institutional, rather than individual grants.

If you are an Annandale-based undergraduate faculty member in the Arts, Languages and Literature, or Social Studies Divisions seeking sponsorship for individual research projects, we recommend you contact the Faculty Grant Officer for support. For more about the distinction between individual and institutional grants, you can watch this short video tutorial. If you are unsure what office is appropriate for your grant proposal, please feel free to contact OIS, and we will be happy to answer your questions.

When multiple outside organizations/collaborators are involved with a project, OIS may require a meeting with all stakeholders to discuss the grant application

Starting the Grant Seeking Process

Once you have contacted the Office for Institutional Support, OIS will set up a consultation to learn about your project.

It can be helpful to begin with an idea of the project budget and authorization requirements to determine how to start the grant-seeking process and what kinds of grants to consider.

Authorizations
Note that before a proposal is submitted, all relevant administrators must approve the project. Please work with an OIS staff member to request approval as applicable from one or more of the following:
- Division Chair
- Controller
- Chief Information Officer
- Chief Financial Officer
- Dean of the College
- Vice President for Administration
- Dean of the Graduate College
- Institutional Review Board
Authorizations

Note that before a proposal is submitted, all relevant administrators must approve the project. Please work with an OIS staff member to request approval as applicable from one or more of the following:
- Division Chair
- Controller
- Chief Information Officer
- Chief Financial Officer
- Dean of the College
- Vice President for Administration
- Dean of the Graduate College
- Institutional Review Board
When is it necessary to receive authorization?

It is important to consult with OIS about when, from whom, and whether it is necessary to receive authorization. However, there a some instances in which it is almost always necessary to receive authorization. These include instances in which you intend to:
- hire new staff,
- apply for a course release,
  
  see Bard's Course Release Policy,
- use Bard space or facilities,
- purchase equipment,
- construct buildings or infrastructure,
- run research involving human subjects,
- use data associated with privacy concerns.
OIS will work with you to determine who to contact for authorization.
Grant Budgets
Creating the budget is an important first step in crafting a proposal, as budgets can determine the final shape and scope of the proposed project. While budgets vary, these categories are found in many applications:
- Salary Support
- Student Stipends
- Fringe Benefits
- Consultants and Contractors
- Equipment
- Materials and Supplies
- Publication Costs
- Event Support
- Travel
- Subawards
- Indirect Costs
Grant Budgets

Creating the budget is an important first step in crafting a proposal, as budgets can determine the final shape and scope of the proposed project. While budgets vary, these categories are found in many applications:
- Salary Support
- Student Stipends
- Fringe Benefits
- Consultants and Contractors
- Equipment
- Materials and Supplies
- Publication Costs
- Event Support
- Travel
- Subawards
- Indirect Costs
Factors to Consider When Crafting a Budget

Crafting a budget requires a lot of careful planning. This list of considerations is intended to help you think through factors you may need to consider when drafting your grant budget. The most important factors to consider are:
- the funding limit of the grant program,
- what costs allowable,
- what costs the funder will not cover.
For staffing needs, you will need to consider:
- who will manage the project,
- who will carry out the funded activities,
- who will write progress reports and collect data,
- how to calculate fringe benefits.
  
  Calculating fringe benefits is a complicated process which can vary depending on staff/ faculty employment status, contract length, and other factors. OIS will help guide you through the process of calculating the fringe benefits.
If you are looking for funding for equipment, you may need to consider:
equipment you will need,
- additional costs needed such as installation, maintenance and insurance,
- whether you will need a dedicated staff member to run and maintain the equipment,
- regulations concerning the disposal and use of equipment purchased with federal funds.
If the project requires travel, consider:
- travel expenses,
- regulations that apply to travel by the funder.
- Bard’s internal travel booking policies
Additional factors to consider include:
- cost of publicizing and disseminating information,
- data that requires funding,
- whether matching funds require prior approval.
What are Indirect Costs?

Indirect costs, or facilities and administrative costs, are costs that are shared across multiple programs or projects, and are not exclusive to any one grant project. These include costs such as electricity, water, utilities, maintenance, environmental services, and administrative services such as accounting, payroll, and human resources. The indirect cost rate is standardized across grant applications, and is set every few years by the Office of Finance. When permitted by the funder, indirect costs should always be included in a grant budget. You must consult with OIS to add the current negotiated rate to your proposal.

Have more questions about creating a budget? Feel free to reach out to OIS and we will be happy to answer your question.

The Grant Application Process

The grant process has four components:

Seeking grants
Writing a proposal
Grant Acceptance
Grant Management

More information about these topics can be found in the Fundraising Manual.

2025 Fundraising Manual

Seeking Grants

Once you have met with the OIS staff to discuss your potential grant proposal, the next step is to begin looking for grants.

As part of this process, you may be asked to submit a 1-2 page prospect paper describing your grant proposal. Staff members from the Office of Prospect Research will use this paper to develop a prospect list of foundations, government agencies, and other entities whose funding opportunities match your proposed project.

The Office of Prospect Research can also set up reminders of important dates, and contact you if they identify additional funding opportunities.
Seeking Grants

Once you have met with the OIS staff to discuss your potential grant proposal, the next step is to begin looking for grants.

As part of this process, you may be asked to submit a 1-2 page prospect paper describing your grant proposal. Staff members from the Office of Prospect Research will use this paper to develop a prospect list of foundations, government agencies, and other entities whose funding opportunities match your proposed project.

The Office of Prospect Research can also set up reminders of important dates, and contact you if they identify additional funding opportunities.

What is the Office of Prospect Research?

The Office of Prospect Research is a sub-office of Office of Institutional Support that researches funding opportunities, maintains our grant archives, and ensures that Bard programs do not compete unnecessarily with each other for funding opportunities, among other responsibilities.

What will we discuss in the Prospect Meeting?
- Your general research agenda or program
- Specific project ideas
- Initial funding opportunities
What is the Prospect Paper?

The prospect paper is a short one- to two-page description of your project that we use to compile a list of funding opportunities that match your objectives.

What its for:
- Clarifying your ideas
- Guiding our prospect research team
- Introducing yourself to a program officer
What to include:
- What need does your project address?
- What question(s) will you answer?
- What methodology will you use?
- How long will it take?
- What specific activities will occur?
- How much will it cose?
- What makes your project stand out?
OPR will use this list to compile a prospect list.

What is a prospect list? Why do we use them?

The prospect list is a list of funding opportunities with important information such as whether the grant opportunity is invitation only or open, deadlines, and funder priorities. In addition to being a helpful tool for applicants, prospect lists are also used by OIS staff to ensure that funding opportunities are not pursued by multiple Bard programs, as duplicate applications can potentially disqualify all submissions and damage Bard's reputation with the funder. In light of this, we encourage programs to let us know if they are not interested in pursuing a funding opportunity so it can be made available to other programs.
Writing a Proposal

While writing the proposal, OIS will work with you to ensure the application matches all of the requirements laid out in the funder’s request for proposal (RFP). We will also help you make sure your submission adheres to Bard’s internal policies.

Some foundations accept Letters of Interest (LOI) and proposals through an open submission process with set deadlines. Almost all government submissions are open. Other foundations accept submissions on an ‘invitation-only’ basis.

OIS can help you find connections to solicit an invited proposal.
Writing a Proposal

While writing the proposal, OIS will work with you to ensure the application matches all of the requirements laid out in the funder’s request for proposal (RFP). We will also help you make sure your submission adheres to Bard’s internal policies.

Some foundations accept Letters of Interest (LOI) and proposals through an open submission process with set deadlines. Almost all government submissions are open. Other foundations accept submissions on an ‘invitation-only’ basis.

OIS can help you find connections to solicit an invited proposal.

How OIS Supports Proposal Writing

Applying for grants is a complicated, time-consuming process. Funders generally require at least a proposal, budget, budget narrative, and information such as federally negotiated indirect cost rates, 990 tax forms, financial audits, information on the Board of Trustees, and so on. This is in addition to requirements on Bard's end, such as receiving authorization from the necessary parties. OIS is here to help you navigate these complexities, and ensure you submit a strong and complete grant application.

The Application Folder

When you begin working on a proposal, OIS will create an Application Folder with tools intended to make the application process as smooth as possible, including:
- Application guidelines
- Required documents checklist
- Timeline
- Templates
- Boilerplate information
Your grant officer will check in with you on a regular basis to help you pull together the application in a timely manner. OIS also provides editorial support to make sure that the grant is written effectively and directly addresses the funder's priorities.

Proposal Writing Resources

University of Wisconsin Writing Center --- A helpful overview of the typical requirements of a grant proposal. It is worth keeping in mind that requirements can differ significantly depending on the funder. If you move forward to the proposal writing phase, an OIS staff member will distill the guidelines and ensure the proposal meets all stated requirements.

UMASS Amherst LOI Guide --- A helpful guide to writing a Letter of Interest. LOIs can vary significantly from application to application. OIS staff can help craft a successful LOI by referencing past LOIs and funder requirements.
Grant Acceptance/ Management

If you are notified of your award directly, please inform OIS as soon as possible. OIS staff receives copies of all documents and maintains these records in our files. OIS will guide you through the process of accepting the grant.

Once an award has been accepted, in most cases the Office of Post Award Management (OPAM) assumes responsibility for ensuring compliance with the financial requirements of the granting organization.

OIS will continue to provide assistance in non-financial changes to grant terms, such as no-cost extension requests, and report reminders to help you stay on track with reporting requirements.

Grant Acceptance/ Management

If you are notified of your award directly, please inform OIS as soon as possible. OIS staff receives copies of all documents and maintains these records in our files. OIS will guide you through the process of accepting the grant.

Once an award has been accepted, in most cases the Office of Post Award Management (OPAM) assumes responsibility for ensuring compliance with the financial requirements of the granting organization.

OIS will continue to provide assistance in non-financial changes to grant terms, such as no-cost extension requests, and report reminders to help you stay on track with reporting requirements.

The Office of Post Award Management (OPAM)

OIS works closely with the Office of Post-Award Management (OPAM) on post-award grant management. Once you have received a grant award, OPAM will be available to help you manage all financial aspects of your grant. After you have been notified of your grant award, OIS will help set up a launch meeting with them to discuss the next steps. You can contact OPAM at [email protected].

What is an Authorized Organizational Representative?

An Authorized Organizational Representative (AOR) is a Bard faculty or staff member who is authorized to submit grant applications, among other responsibilities, on behalf of Bard College. Please note that a grant is not official until a letter of acceptance has been signed by an AOR. The Director of the Office of Institutional Services, the Chief FInance Officer, Executive Vice President, and Vice President of Development and Alumni/ae Affairs are Authorized Organizational Representatives.

Risk Management

The Bard Office of Finance works in collaboration with the College’s insurance brokers to advise campus offices and faculty regarding contracts, agreements, emergency response plans, training programs, accident prevention, and regulatory compliance. This Office of Finance oversees insurance claims and helps maintain business continuity during disputes. Members of the Bard community are encouraged to contact the Office of Finance with any questions or concerns, especially if they are planning activities on campus. The Office can offer guidance concerning loss prevention, life safety, premises liability, automobile liability, and other miscellaneous insurance matters.

Resource Links and Forms

Below are links to various required forms and informational materials that may be useful as you work to complete federal and state grant applications. Additional forms can be found on the Dean of the College’s website. Please note: Some agency-specific forms may need to be downloaded and opened with Adobe Reader/Acrobat outside of your browser to be reviewed.

If you are applying for a federal or state grant, you can find relevant budget and reporting forms through the “Federal and State Budget and Reporting Forms” link.

NEH Grant Guides and Information

NEH Tips for a Successful Proposal
NEH Instructions for the Project Budget (Research and Related Budget Form)
Sample Research and Related Costs Budget Form

Bard College Policies for Grant-Supported Research

NIH Grant Guides and Information

NIH Application System (ASSIST) Briefing
ASSIST User Guide
NIH 2024 Grants Policy Updates
NIH Tips for Grant Writing Success
NIH Grant Basics and Need-to-Know Resources
Navigating NIH Programs to Advance Your Career
NIH Application Preparation and Submission Guide
NIH Budget Building Blocks for Investigators
Roles and Responsibilities Throughout the Grant Life Cycle
NIH Policy for Data Management and Sharing
NIH Award Notification Slide Show
NIH Post-Award Primer: All About Costs
NIH Research Performance Progress Report Guide
NIH Common Compliance Pitfalls and Strategies for Success
NIH Use of Generative AI in Grant Writing and Review Guidelines

NSF Grant Guides and Information

Application Guide
Awardee Guide
NSF PAPPG Update Powerpoint - March 2024
NSF FAQs - 2023 Update
NSF Proposals and Award Policies and Procedures Guide
NSF Resource Center - Conference Presentations
NSF Preparing Your Proposal Overview
NSF Budget and Justification Sample
Responsible Conduct of Research Policy
How to Generate an NSF Biosketch with SciENcv
SciENcv FAQ
SciENcv QuickGuide
NSF Career Program Briefing
NSF Policy Office Outreach - Proposal Preparation Webinar
NSF Policy Office Outreach - Award Management Webinar
NSF Slide Deck - Talking to Your Program Director
Tips on How to Work with an NSF Program Officer
The NSF One-Pager: Description, Suggestions, and Example Template
NSF Collaborators and Other Affiliations (COA) Tool

Additional Information on the Federal Awardee Performance Integrity Information System and Its Impact on Receiving Government Funds
Implemented in 2016, the Federal Awardee Performance Integrity Information System (FAPIIS), was created in response to taxpayers demanding more transparency into how government funds are appropriated and spent. As mandated by the Federal Acquisition Regulations (FAR) 9.104-6 and Uniform Guidance (UG) 2 CRF 200.206, Federal awarding agencies of contracts, grants, and cooperative agreements MUST have a framework in place for evaluating risks posed by applicants prior to making a new award and MUST check FAPIIS for any pertinent information.
History of Performance has become a hot topic with major Federal Sponsors like NSF. NSF has clarified its expectations around project reporting requirements in Important Notice No. 148. They have made it clear they consider late technical reporting to be a major problem and that they will report the issue on FAPIIS.

NSF Technical Reporting Guidelines:
Annual technical reports are DUE 90 days before the end of the budget period.
Final technical and outcomes reports are DUE 120 days after the end of the project.

IMPORTANT: Any report that is over 1 year late will be reported on FAPIIS as a Recipient’s Material Failure to Comply with the terms and conditions of an award.

What does this mean to Bard?
While NSF has been regularly communicating their expectations, all Federal awarding agencies have the same requirements under FAR and UG for risk assessment. Also, Per UG 2 CFR 200.339, Federal awarding agencies have options for dealing with non-compliance. These range from temporarily withholding payments to the non-Federal entity to withholding further Federal awards.

Bottom-line: Non-compliance on one award could affect receiving other awards at the same institution.

State and Federal Grant Resources and Policies

Section 106 of the National Historic Preservation Act

Section 106 of the National Historic Preservation Act (NHPA) (54 USC § 306101) and its implementing regulations, 36 CFR Part 800, is a law that requires federal agencies to consider the effects of federally funded projects on historic properties (i.e., listed, or eligible for listing, in National Register of Historic Places), and when applicable, provide other consulting parties and the public an opportunity to comment on such projects prior to the expenditure of any federal funds. The review process addresses two key issues: 1) whether the proposed project has an effect on historic properties; and 2) whether any effect on the historic property will be adverse.

What are historic properties?
Historic properties include buildings, structures, archaeological sites, districts, objects, and landscapes that are listed, or eligible for listing, in the National Register of Historic Places (National Register). The regulations at 36 CFR §60.4 identify the criteria for National Register eligibility. Additional guidance on applying the eligibility criteria is contained in the National Park Service’s (NPS) National Register Bulletin.

The NPS maintains a listing of all historic properties in the National Register. The NPS may also have information on properties that have been nominated for (but not yet listed in) the National Register. Additional information about state and local designation or the eligibility of historic properties is available from your State Historic Preservation Office (SHPO) or THPO (Tribal Historic Preservation Office), local historical societies, public libraries, or local government archives.

Federal Demonstration Partnership
The Federal Demonstration Partnership is a cooperative initiative among 10 federal agencies and 217 institutional recipients of federal funds for Phase VII. Our Co-Chairs are Alexandra Albinak from Johns Hopkins University and Dr. Michele Masucci from Temple University. The FDP is a program convened by the Government-University-Industry Research Roundtable of the National Academies. Its purpose is to reduce the administrative burdens associated with research grants and contracts. The interaction between FDP’s 450 or so university and federal representatives takes place in FDP’s 3 annual meetings and, more extensively, in the many collaborative working groups and task forces that meet often by conference calls in order to develop specific work products.

The FDP is a unique forum for individuals from universities and nonprofits to work collaboratively with federal agency officials to improve the national research enterprise.

https://thefdp.org/default/

Forms marked with an asterisk must be opened in Adobe Acrobat. Please download and open it outside of your browser.
State Forms
FS-10
FS-10A
FS-10F
FS-25

Federal Forms and Guidance
Federal Uniform Guidance (UG): CFR
SF425 Federal Financial Reporting Form *
SF424 Organizational Short Form s*
Federal Research and Related Costs Budget Form*
Allowability of Costs on Federal Awards

Additional Resources

Grant vs Gift vs Contract

Scholarship and Practice of Undergraduate Research Journal (SPUR)
Please follow the link below, where you can find all recent issues of SPUR. Please get in touch with an OIS staff member if you would like a PDF copy of an issue.
https://www.cur.org/resources-publications/spur/

SuRE Resource Center
https://www.research.uky.edu/sure-resource-center

NCURA Pre-Award Video Playlist
The National Council of University of Research Administrators (NCURA) has a curated YouTube playlist covering pre-award and compliance.
Click here to see the full playlist.

Bard Library Resources
This page is here to help guide you through the resources that are available at the library for you.
https://libguides.bard.edu/faculty

Federal Guidelines for Use of Generative AI in Grant Proposals
As grantwriters experiment with incorporating AI into their applications, many funders, including federal agencies, have created guidelines to preserve the integrity of their grantmaking process. OIS maintains a living document detailing these guidelines here.

Grants for Individual Faculty

The Office of Institutional Support has added these sources of external grant opportunities for individual faculty members. These are grants that would be paid directly to faculty members and would not be handled by the College. If you have any questions about whether your grant is individual or institutional, please contact the Office of Institutional Support. For individual grants in the humanities, arts, or social studies, please contact the Faculty Grants Officer, Sue Elvin, at [email protected].

Duke University Office of Research Support
Barnard External Funding Sources
New York Foundation for the Arts Sources
Artist Trust List of Funders
Poets and Writers Writing Contests, Grants, & Awards

OIS v. Post Award v. Faculty Roles and Responsibilities

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Becoming a Grant Reviewer Has Benefits!

On the other side of the application process are the grant reviewers. These are the individuals, often academics in the field the grant proposal is written, who decide independently or as a group whether your ideas are worth funding. Many organizations recruit grant reviewers on an ongoing basis. This can be an excellent opportunity to gain more insight into the process of awarding grants, and improve your skills as a grant writer.

Location and Contact

Our Location

You can find the Office of Institutional Support at:
Bard College Alumni/ae Center
4604 NY-9G, Annandale-On-Hudson, NY 12504
Contact Us

Bard College Office of Institutional Support
P.O. Box 5000
Annandale-on-Hudson, NY 12504-5000

Sarah Donnatien, Administrative Coordinator
[email protected]
845-758-7316

Grant Resource Center

When to Reach Out to OIS

Starting the Grant Seeking Process

Authorizations

Grant Budgets

The Grant Application Process

Seeking Grants

Writing a Proposal

Grant Acceptance/ Management

Resource Links and Forms

Becoming a Grant Reviewer Has Benefits!

Becoming a Grant Reviewer Has Benefits!

Location and Contact