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Office of the Director of Research and Sponsored Programs


The Office of the Provost is committed to supporting the pursuit of grants from public and private sources for programs that enhance the student experience, advance faculty research interests, and impact communities beyond our University walls.

Deidra Somerville, CFRE
Director of Research and Sponsored Programs

AUD-Tower 1753
Ph 312-341-2449
Fax 312-341-4324

Faculty Research and Professional Improvement Leaves

The deadline for Faculty Research and Professional Improvement Leaves for 2014-15 is Friday, November 1, 2013.  Please contact your college dean for further information.

Considering a grant application? Read on! 

  • First step, read Introduction to the Proposal Preparation Process  - The document gives clear directions on submitting a proposal.
  • Second step, submit the Grant Transmittal Form  and completed Budget Form  - Use this form to ensure that all budget items are aligned with our internal budget system. This recent presentation on "Applying for and Submitting Grants at RU" is a comprehensive view of the grant process.
  • Why submit a transmittal form? It ensures that there is only one internal prospective grantee submitting a proposal to a funder and serves as a formal notice to the University to make preparations for a new grant source.
  • Certification of time and effort on grants - all grant recipients committing a percentage of their time as faculty, administrative, or support staff must provide documentation that certifies that commitment of time to a grant to Grants Accounting as documented in the budget that was accepted with the grant award. We are developing a system internally to certify time and effort through Banner. Meanwhile, the Office of the Provost, Human Resources and the Budget Office are working together to ensure that all grantees within the University are compliant. All grant awards with staff and faculty time commitments are required to submit time and effort certification with the Grants Accounting unit within the Budget Office. 
  • Final submission process - Once all required documentation is submitted internally, the grant proposal will be submitted to the funder. The Office of the Provost holds signatory authority for all grant related matters for federal and state sponsored grants. 
  • Grant proposal submission means commitment to grant management: Once a grant proposal is submitted to a funder, the principal investigator/project director has committed to managing the grant with the Budget Office and the Office of Research and Sponsored Programs.
  • Once you receive funding, submit an award letter form using this link to provide all vital information necessary for processing and managing your grant funding.

Policies governing all grant and contract activities

All public and private grants and contracts fall under the auspices of the policies below. Please contact Deidra Somerville if you have any specific questions. Each policy can be found by clicking on the links below. All policies have been approved by the Office of the Provost and the Office of Finance reflect best practices and standards based on federal regulatory policy.

Facilities and Administration (F&A) Policy - Details fund distribution to colleges and departmental units receiving a portion of funds from the F & A or indirect cost recovery rate for the University, currently set at 45%. 

Compensation and Effort Policy - Provides guidance and standards for proposing and charging compensation costs to sponsored programs consistent with Federal and other Sponsor regulations and University policy.

Cost Transfer Policy - Explains the process and allowances for requesting and executing a cost transfer, or moving funds committed to a budget line item. 

Pre-award Expenditures Policy - Provides for policy guidance regarding circumstances and other administrative matters when a project director needs to incur expenditures prior to receiving the official award notice. 

Records Retention Policy - Compliments the current records retention policies within the Office of the Provost, with specific guidance on grant awards.

Equipment Policy - Provides guidance on the process for tracking equipment valued at $2,000 or higher.

Direct Costing Policy - This policy is essential for all project directors and principal investigators developing budgets, as it covers all allowable and unallowable costs for research and program-related grants.

Service and Recharge Policy - Aligns with federal regulations related to practices of Service and Recharge Centers that charge for goods or services and recover costs through charges to internal and external users. 

Prior Approval Policy - Provides guidelines and procedures for attaining prior approvals when applicable.

Sections of the Faculty Manual Related to Grants and Research

Useful Links