Effective Date: March 23, 2026
SECTION 1. PURPOSE & SCOPE
1.1. PURPOSE: Fairmont State University encourages faculty and staff to pursue external funding in support of research and programs that advance the mission of the University. This policy ensures that the proposed project or program is compatible with institutional priorities and evaluates the need for matching funds, overhead costs, and other institutional commitments to assess cost versus benefits of the grant.
1.2. SCOPE: All requests for external funding originating from Fairmont State University employees, whether from federal, state, or private sources, must be approved through the Office of Sponsored Programs (OSP) prior to submission.
SECTION 2. APPROVAL, DELEGATION & APPLICABILITY
2.1. AUTHORITY: The Director of OSP enforces this policy and ensures all institutional employees follow this process when requesting external funding.
2.2. DELEGATION: The Director of OSP may delegate this authority as deemed appropriate.
2.3. APPLICABILITY: This policy applies to all Fairmont State employees seeking external funding for projects or for external collaborations that will utilize University facilities, resources, faculty, students, or other institutional commitments.
SECTION 3. DEFINITIONS
3.1. EXTERNAL FUNDING: Identifiable funding that is not part of regular institutional income and is only available for a set amount of time in which a project must be completed, or a program must be delivered.
3.2. INSTITUTIONAL COMMITMENTS: Resources the institution dedicates in support of a project, including but not limited to facilities; faculty, staff, and student time; equipment; funds; intellectual property; and technology infrastructure.
3.3. MATCHING FUNDS: Funds set to be paid in proportion to funds available from other sources.
3.4. OVERHEAD COSTS: ongoing business expenses required to run an institution and continue providing services to students.
3.5. PRINCIPAL INVESTIGATOR/PROJECT DIRECTOR (PI/PD): The person designated as the project/program manager; usually the same person who applies for the grant.
SECTION 4. POLICY
4.1. It is the policy of Fairmont State University that the Office of Sponsored Programs serves as the first point of contact for faculty and staff seeking external funds. In addition to providing oversight, coordination, and review of all requests for external funding, OSP also supports effective proposal development and assists with the submission process.
4.2. Proposals or requests for funding to private funding organizations, such as private foundations and corporate foundations, will be submitted through the Fairmont State Foundation, Inc. (Foundation). These proposals will be reviewed and approved by OSP, who will assist as needed in the proposal preparation and submission of private funding requests.
4.3. Those seeking external funding should notify their supervisor early in the proposal development process to ensure that the planned project/program aligns with institutional and unit priorities. To facilitate this notification and to garner appropriate preliminary institutional support, the Declaration of Intent to Apply for Funding should be completed and submitted for review and signature to OSP. OSP will coordinate the review and approval process electronically.
4.4. Once the Declaration of Intent is approved, OSP will assist with proposal development. While OSP provides resources, support, and assistance, it is important to note that it is the responsibility of each individual or unit seeking a grant to prepare the appropriate proposal and/or application of materials.
4.5. At least ten working days before the funding agency’s deadline, a Proposal Certification Form must be completed and submitted to OSP along with a final proposal draft and budget. OSP will route the completed form and application materials for review and approval to the applicable Department Chair(s), Dean(s)/Director(s), Foundation
President, Provost, Grants Accounting representative, and Finance & Administration representative. Once institutional approval has been secured, OSP will notify the proposer that their application has been approved for submission.
4.6. No request for external funding should be submitted without the express written approval of OSP.
4.7. Prior to submission, the Principal Investigator (PI) or Project Director (PD) will be required to complete a Conflict-of-Interest Disclosure Form if a possible conflict of interest exists. In the absence of possible conflicts of interest, the signed Proposal Certification Form will certify that no disclosures are needed.
SECTION 5. COMPLIANCE
5.1. COMPLIANCE: This policy complies with 2 CFR 200.112 Conflict of Interest, 2 CFR 200 Subpart E Cost Principles, 45 CFR 690.101-124 Institutional Review Boards, and NSF PAPPG 24-1 IX B Responsible and Ethical Conduct of Research.
5.2. NONCOMPLIANCE: Individuals who do not follow the Institutional Approval Policy for Requesting External Funding may be prohibited from requesting external funding or serving as a PI on grants at Fairmont State University.
SECTION 6. REVISION HISTORY
6.1. FREQUENCY OF REVIEW: OSP will review this policy annually.
6.2. APPROVED: Approved by President Davis on March 20, 2026.