Grant administration encompasses the processing and administrative work that happens throughout the grant lifecycle. Grantees are encouraged to email questions to CSUBIOTECH at firstname.lastname@example.org. Calls to the program office are also encouraged and accepted at (619) 594-2822.
The guidelines below pertain specifically to the following seed grant programs: Curriculum Development, Industry Partnership Initiative, New Investigator and Research Development.
For other CSUBIOTECH grant programs, see the individual Request for Proposal (RFPs).
CSUBIOTECH grants and awards impacted by the COVID-19 pandemic include everything awarded from Spring 2019 through Spring 2021, including grants that were already active during these time periods. CSUBIOTECH policy on these impacts is discussed on the COVID-19 webpage
Grant funds (with the exception of Faculty and Student Travel Grants) will be transferred via an Interagency Financial Transaction (IFT) Request, unless otherwise agreed upon with the CSUBIOTECH program office. Funding for projects involving animal or human subjects will not be transferred until CSUBIOTECH has received confirmation of IACUC or IRB approval from the Principal Investigator’s (PI’s) campus. The campus may be able to help make purchases or pay personnel before funds reach the campus, because the fiscal officer in the college or department office will be informed of pending CSUBIOTECH grants. Please note that CSUBIOTECH grant funds are state funds and should be spent within state accounts and regulations. The PI and the PI’s campus are responsible for carrying over CSUBIOTECH grant funds between State of California fiscal years.
The CSUBIOTECH program office will refer to a grant by its title post-award, so please use the correct and full grant title in all correspondence and reports. All post-award correspondence is sent to the PI only. The PI is responsible for forwarding information to any co-PIs or key personnel.
Budget Adjustment Request
The CSUBIOTECH program office must approve substantial changes in the budget before the project plan or operational budget is modified. Refer to the contact information at the top of this page.
Changes requiring approval are:
* The five budget categories are: 1. Salaries, 2. Equipment, 3. Supplies/Materials, 4. Travel, 5. Other.
The PI should submit a budget adjustment request (BAR) to the CSUBIOTECH grants official listed on the BAR form. The BAR should include dollar amounts of requested changes and names of all personnel involved in salary changes, if known. Additional documentation such as a letter from the chair or dean may be requested by CSUBIOTECH, if applicable. Requests to move funding out of a student salary line item should be well-justified and should explain how students will remain involved in the project. Requests to fully remove student involvement on a project will be approved only in rare instances. Changes to Industry Partnership Initiative Cost Match amounts should be submitted on the CSUBIOTECH Grant Change Request Form (described below).
Requests to purchase any item that was not approved for funding in the proposal review process will not be considered without strong supporting justification. In addition, PIs should not purchase personal computers with CSUBIOTECH funds unless this was specifically requested in the proposal and approved by the review panel.
Any remaining unused grant funds greater than $250 should be returned to CSUBIOTECH after the grant final report is submitted.
Grant Change Request Form
Extension approvals are rare, due to the relatively small size of CSUBIOTECH grants and duration of the original grant period (18 months). Investigators wishing to request an extension should include in their justification:
COVID-19 Postpandemic Faculty Support Program COVID-19 Research Recovery Microgrant awardees are required to submit a final report to CSUBIOTECH within 90 days of the project end date. Once completed, submit the final report to
COVID-19 Research Recovery Microgrant Program COVID-19 Research Recovery Microgrant awardees are required to submit a final report to CSUBIOTECH at email@example.com within 90 days of the project end date.
Faculty-Graduate Student Research Collaboration Program Faculty-Graduate Student Research Collaboration awardees are required to submit a final report to CSUBIOTECH at firstname.lastname@example.org within 90 days of the project end date.
Seed Grants—Seed Grant Report System Curriculum Development, Industry Partnership Initiative, New Investigator and Research Development grantees must submit a final report within 90 days of their grant end date. A delinquent report may jeopardize future funding from CSUBIOTECH. Final reports are submitted via the web-based Seed Grant Reporting System at the above link. CSUBIOTECH PIs are also responsible for submitting Long-Term Impact Reports for three years after the Grant Final Report is submitted. Each year, CSUBIOTECH will contact the PI and provide a unique link to the specific report(s) that need(s) updating.
Faculty and Student Travel Grants—Faculty Travel Grant Report Form or Student Travel Grant Report Form (.doc) Recipients of Faculty and Student Travel Grants must submit their grant report within 30 days of completing their trip. If the trip occurred before the award was received, the grantee should submit their report to email@example.com within 30 days of the award notification.
Howell-CSUBIOTECHResearch Scholars and Presidents' Commission Scholars The CSUBIOTECH program office will provide these scholarship recipients with instructions for completing their report(s) via our web-based reporting tool.