ERGP Policies and Guidelines
Requests for matching support for research proposals
(effective July 1, 2014; modified Dec. 8, 2017)
The associate dean of research and graduate programs (ADR) manages all requests for cost sharing in the form of hard dollar match commitments (or “matching”) for the Carl R. Ice College of Engineering. Faculty must initiate requests with the ADR for proposal matching from the college. It is best to contact the associate dean early in the proposal development process to allow time to develop best match strategies and maximize resources. Hard dollar matching support for research proposals is determined on a case-by-case basis, using the criteria and internal submission process. Note: Requests for hard dollar match to support GRA or postdoc salaries, in most cases, will not be considered.
Matching support funds for USRG
(effective July 1, 2016)
University Small Research Grants (USRG) & Faculty Development Awards (FDA) – The Office of Research Development (ORD) supports these two internal programs. Visit the ORD website for application information and additional information about the programs.
- Spring - first Monday in March
- Fall - first Monday in October
Effective July 1, 2016, the ERGP office will offer matching funds (with equivalent one-to-one match from department or faculty member) for USRG up to $750 for untenured faculty and up to $500 for other engineering faculty. No matching funds for FDA applications will be available after July 1, 2016.
Requests for USRG matching must be made five business days in advance of application deadline via email to the ERGP Director, firstname.lastname@example.org, for review and approval. Requests must include a detailed budget, brief abstract, and confirmation of the one-to-one match requirement.
NOTE: The application requires Cayuse SP approvals from all matching parties as well as ERGP signature for approval of submission. The department head will approve on behalf of the faculty member for match funds. If the PI has not received approval in advance for ERGP matching, the proposal will not be approved for submission.
Special program to support faculty travel to Funding Agencies
(effective July 1, 2014)
With the current tightening of budgets, it is more critical than ever to foster growth in our extramural support for research. An important factor in developing extramural funding is establishing and maintaining close relationships with program managers and other individuals who make the funding decisions. Much of the needed communication can and should be conducted via telephone, e-mail, fax, and even postal mail. However, a key ingredient for success in many situations is a strategically planned personal visit with these individuals. Such visits can prove to be very cost effective investments. When the opportunity is created for a visit, it is important that faculty members have the resources to act.
Special program to support graduate student travel to professional events
(effective July 1, 2014 - Revised July 1, 2019)
The ERGP office supports graduate student travel for engineering master's and doctoral students to professional events. Participation in these events provides students with opportunities to advance their research, network with colleagues, and enhance the graduate student experience at K-State, as well as promote the visibility of the university as a whole. This funding is done in conjunction with the Graduate Student Council Travel Awards process with additional funding being provided by the supervising faculty member and the department. These travel awards are intended for engineering students that do not have research funding that will cover the expense of the trip to present their research findings at a professional conference.
Requests of an overdraft account in advance of full execution (K-State acceptance of the sponsor award) are limited to $10,000. If more than $10,000 is requested, approval from the Associate Dean for Research and Graduate Programs is required. Note: The financial risk for all overdraft requests is solely the responsibility of the department unless special arrangements are made with the Associate Dean for Research and Graduate Programs.
Copying of proposals
ERGP will not copy or collate proposals for sponsors that require hard and/or bound copies, but will offer up to $400 for preparation. The departmental accountant will advise faculty on university policies regarding copying.
Press release guidelines
(effective Sept. 19, 2019)
Carl R. Ice College of Engineering press releases in regard to grants and sponsored projects awarded will follow these guidelines:
- To qualify for a general press release, the amount awarded should be $250,000 or more, and be fully executed by K-State as confirmed through Cayuse SP, K-State’s sponsored programs processing system. An exception to this is if it is a more prestigious/significant award such as NSF CAREER, NIH, etc., and/or is the first phase of an award that may involve incremental future funding, then an amount under $250,000 may also qualify for a release. This will be decided on a case-by-case basis. The ERGP office is the contact point for requesting a release based on the above guidelines.
- When the above confirmation is complete, the ERGP office will email a press release form/questionnaire to the lead PI on the project, requesting the completed information be sent to Mary Rankin in Engineering Communications and External Relations for preparation of a news story.
- If an award is $1M or more, and/or comes from a significant granting agency such as DOE, DOD, DOT, etc., and said granting agency has already announced recipients of the award through a press release of its own, K-State’s Division of Communication and Marketing (DCM) will accept and distribute a release at this early stage as long as the wording is clear and accurate that the agency/department. is announcing the award and not the university. For example, the following wording would be allowable: “The U.S. Department of Defense has recently announced that the Kansas State University Department of Civil Engineering has been named as a recipient of a $2M grant for bridge research . . . “; thus, the university/college is not announcing the grant but the granting agency.
- For individual or department submissions to K-State Today that do not meet the above requirements, DCM will confirm with Erin Pennington in the OVPR’s office that said award has been executed and can move forward for a news item.
GRA tuition policy
(effective July 1, 2014; modified July 28, 2020)
Tuition costs for graduate research assistants (GRAs) shall be included as direct costs in all grant and contract proposals, unless tuition is specifically not allowed by the sponsor. Tuition and other associated fees to cover a minimum of 18 credit hours per academic year (21 credit hours for the department of chemical engineering to include 3 summer hours) are required.