Some grant proposals require cost sharing by the university or would be competitively enhanced by a significant demonstration of institutional support. Cost-sharing support from CNS can be provided to faculty in several forms, including contributed staff support, graduate student fellowships, space renovations or cash. Generally, voluntary cost-sharing will be considered only for large center or program project proposals supporting a large number of researchers. Please note that PIs will be expected to leverage departmental and/or ORU resources for cost sharing prior to seeking cost sharing support from the Dean’s office.

Whether cost sharing is required or voluntary, the PI of a proposal needs to negotiate the sources and terms of cost-sharing and needs to obtain written commitments from all parties contributing cost-sharing funds. As a final step, the PI needs to obtain a signed, written cost sharing agreement from the Dean prior to declaring any cost sharing agreements (either real or implied, monetary or otherwise) to a funding agency. For funding opportunities that require cost sharing, or that permit voluntary cost sharing, a letter of support from the college, signed by the Dean, should accompany a proposal submission.

Process for Requesting Cost Sharing Support

1. Prior to the college deadline for a limited submission competition, or at least three weeks prior to the sponsor deadline for a non-limited submission proposal, the PI should This e-mail address is being protected from spambots. You need JavaScript enabled to view it , Director of Strategic Research Initiatives, with the following information:

• Estimated total project budget (excluding proposed cost sharing amount)
• Full list of Co-PIs supported by the project (paid or unpaid)
• Number of students and/or postdocs receiving salary support from the project
• Whether cost sharing is required or voluntary for the funding opportunity
• Type and amount of cost sharing to be contributed from the PI’s own discretionary funds or department funds
• Type and amount of cost sharing requested from the Dean’s office
• Brief justification for cost sharing requested from the Dean’s office (e.g., to support expenses that are necessary, but unallowed by the sponsor)

For proposals that require cost sharing, the PI should draft a letter to her- or himself, from the Dean, stating the name of the project, sponsoring agency, and type and amount of cost sharing to be committed. This draft letter should be sent as a Word doc to Jennifer Lyon.

2. Strategic Research Initiatives and the Associate Dean for Research and Facilities will review the PI’s cost sharing request, suggesting modifications or alternate cost sharing sources to the PI if necessary.


3. If approved by the Associate Dean, the cost sharing request will be presented to the Dean for final approval. The signed letter of commitment will be provided to the PI and should be included with the submitted proposal when permitted by the sponsor.

For awarded grants that require cost sharing, or for which Research and Facilities has signed a commitment for voluntary cost sharing, the committed matching funds are transferred directly to an account specified by the PI.