Office of Pre-Award Services (OPAS)

Grant Coordinator (GC)

Working with a Grant Coordinator (GC) allows PIs to focus primarily on their proposed Scope of Work; thus, alleviating administrative burden. Such services include:

• Assistance interpreting program solicitations, sponsor application guides, and Cornell policies.
• Working with PIs to draft a detailed and specific budget and budget justification, which serves as the primary driver for setting up a grant award.
• Coordinating with outside university and collaborating partners to collect all pertinent documentation, signatures, and assurances such as letters of commitment, subcontract budgets, and subcontract forms etc.
• Assistance navigating new electronic submission systems and platforms.
• Formatting various elements of the proposal package such as biographical sketches/CVs; current & pending reports, etc.
• Filling out necessary application forms such as Grants.gov packages, NSF Research.gov packages, NIH ASSIST packages, and federal forms SF424 and 424A.
• Drafting and circulating internal documentation (if applicable).

Grant and Contract Officer (GCO)

The responsibilities of the CALS Grant and Contract Officers (GCOs) differ from the Grant Coordinators (GCs). CALS GCOs are authorized to sign and submit proposals to sponsors as authorized by the OSP Sponsored Research Agreement (SRA). Such services include:

• Review of proposals to ensure they comply with all Cornell and sponsor policies.
• Working with PIs, department, and central OSP staff to correct any omissions or address any questions related to a proposal.
• Submitting final proposals and applications directly to the sponsor.

A. Purpose:

CALS OPAS understands that it is in the best interests of the PI, College, and University to submit innovative and compelling research.  We acknowledge that research narratives need time to develop, and that last minute input from collaborators can be extremely valuable.

To provide CALS researchers with the time needed to refine their narratives, Cornell has adopted a policy which will allow PIs to retain the “Scope of Work” for proposals to sponsors authorized by OSP’s SRA. 

A link to the complete policy can be found here: Proposal Review Guidelines

B. Risks:

It is important to note that turning over incomplete portions of any application carries with it some risk; such as missed deadlines, incomplete applications, and dropped or missing attachments. OPAS will make every effort to submit a complete and final application to the sponsor; however, turning in the Scope of Work at the last minute is at the risk of the PI.

C. Eligibility:

1. The PI must make the arrangement in advance.

      In writing via email in advance of the deadline.

2. Must submit all other proposal elements in advance. 

      Minimum five (5) business days or more before a deadline for a full review.

      Work with your Grant Coordinator (GC) to help PIs meet this goal.

3. Provided the above conditions are met, the final Scope of Work can be submitted on your deadline date by 12:00 pm.

      There should be no revisions to any proposal elements previously submitted.

4. Proposals are submitted on a priority basis on any given deadline date.

      Priority is given to earliest submitted, complete proposals.

D. Scope of Work is defined as follows for each sponsor:

NSF: Project Summary, Project Description, Reference Cited

USDA: Project Summary, Project Narrative, References Cited

NIH: Introduction, Specific Aims, Research Strategy, References Cited

Other Sponsors: Contact your CALS GCO. 

Requirements for non-Federal sponsors may not allow for same day scope of work submission.  Your CALS GCO will confirm due date requirements.

It is our responsibility to provide full support to people who work with us early and are responsive to requests for information. Requests for assistance will be handled as best as possible given each specific situation, peak grant season, and presume a full complement of available staff.  

The response times below refer to active/actionable requests and they are different than courtesy messages acknowledging receipt of communications sent by you.

Timely courtesy messages stating that your request has been received can be expected from of all staff in the Office of Pre-Award Services, regardless of your deadline date.

1. Normal - OPAS is notified that a proposal deadline is 6 months to 1 month away.

Response Time: 4 business days

GC - The requester should discuss with the Grant Coordinator key information as early as possible. This timeline allows for the team to fully assist with all aspects of the proposal development process.

GCO - The Contract Officer will assist with submission of your proposal to the sponsor – with review based on receipt date as prescribed by Cornell OSP. This timeline allows for full comprehensive review of all aspects of the proposal.

2. Critical - OPAS is notified that a proposal deadline is 3 to 2 weeks away.

Response Time: 2 business days

GC - This timeline allows for the team assist with limited portions of your proposal such as budget, and RASS. Other services are only available as time permits. In order for a proposal to remain at the critical level, the PI must be readily available for reciprocal consultation/response within 2 business days.

GCO - The Contract Officer will assist with submission of your proposal to the sponsor – with limited review based on receipt date as prescribed by Cornell OSP. Other services are only available as time permits.

Requests for assistance submitted under item a.) Normal Conditions, above, take precedent over those under item b.) Critical Conditions.

3. Intensive - OPAS is notified that a proposal deadline is 1 week away.

Response Time: 1 business day

GC - In order for a proposal to remain at the intensive level, the PI must be readily available for reciprocal response within 1 business day. The team member will have extremely limited availability. They may be able to assist with RASS. Other services are only available as time permits and are not guaranteed.

GCO - The Contract Officer will have extremely limited time. They will only provide a minimum review. Other services are available only as time permits and are not guaranteed.

Requests for assistance submitted under item a.) Normal Conditions, and b.) Critical Conditions above, take precedent over those under item c.) Intensive Conditions.

4. Imminent – OPAS is notified that a proposal due in less than 2 days.

Response Time: Immediate.

GPT - The proposal team will not be able to assist with your proposal.

GCO - CALS OPAS and OSP will make reasonable effort to submit your proposal before the deadline. Last minute proposals are submitted on a time available basis. Priority is given to complete proposals finalized and submitted early. In addition, technical errors and system shutdowns may prevent submission. These factors increase the risk of missing your deadline.

Proposals submitted under these circumstances may also later be withdrawn or awards rejected by the university if subsequent review indicates violation of Cornell policy.

We encourage you to work with our team early and often, to ensure everything runs smoothly.

Kate Keagle (kev35 [at] cornell.edu) – Senior Grant Coordinator, Geneva/Cornell AgriTech

• Supporting all units on Geneva/Cornell AgriTech campus (except CHVRL, ENT, LIHREC, and IPM)
• Center scale grant support

Marina Mann (mam734 [at] cornell.edu) – Senior Grant Coordinator, Ithaca

• Bronfenbrenner Center for Translational Research (CHE)
• Human Centered Design (formerly D+EA and FSAD)
• Lab of Ornithology
• Molecular Biology and Genetics (CAS)
• Psychology (CAS AND CHE)
• Center scale grant support

Mimi Baveye (mcb65 [at] cornell.edu)  – Senior Grant Coordinator, Ithaca

• Division Nutritional Sciences (CALS)
• Division Nutritional Sciences (CHE)
• Center scale grant support

Carolyn Reyes (cfb32 [at] cornell.edu)  – Grant Coordinator, Ithaca

• Botanic Gardens
• Dyson School of Applied Economics and Management (JCB-CALS)
• Johnson Graduate School of Management (JCB)
• Nolan School of Hotel Administration (JCB)
• Landscape Architecture
• Plant Breeding and Genetics, School of Integrative Plant Science

Forthcoming (cals-grants-team [at] cornell.edu) - Grant Coordinator, Ithaca 

• Cornell Hudson Valley Research Laboratory (CHVRL)
• Entomology, Geneva Campus
• Long Island Horticultural Research and Extension Center (LIHREC)
• Plant Pathology & Plant - Microbe Biology, School of Integrative Plant Science, Ithaca Campus
• New York Sea Grant

Melissa Hall (mah66 [at] cornell.edu) – Grant Coordinator, Ithaca

• Food Science, Ithaca Campus
• Microbiology
• NYS Master MOUs and Contracts (non-competitive) (backup)

Nicole Byrnes-Shaver (nb728 [at] cornell.edu) - Grant Coordinator, Ithaca 

• Biological and Environmental Engineering
• Horticulture, School of Integrative Plant Science
• Ecology and Evolutionary Biology (CALS)
• Ecology and Evolutionary Biology (CAS)

Pam Kozlowski (pjk244 [at] cornell.edu)  – Grant Coordinator, Ithaca & Geneva/Cornell AgriTech

• CCE, Regional Agriculture Teams
• Computational Biology (CALS)
• Neurobiology and Behavior (CALS)
• Neurobiology and Behavior (CAS)
• Northeast IPM (part of IPM Geneva)

Stephaney Powell (sc150 [at] cornell.edu) - Grant Coordinator, Ithaca 

• Cornell CALS Ashley School of Global Development and the Environment
• Earth and Atmospheric Sciences
• Molecular Biology and Genetics (CALS)

Forthcoming (cals-grants-team [at] cornell.edu) - Grant Coordinator, Ithaca 

• Animal Science
• Soil and Crop Science, School of Integrative Plant Science

Aaliyah Johnson (ah2523 [at] cornell.edu) - Grant Coordinator, Ithaca 

• Communication
• Entomology, Ithaca Campus
• Plant Biology, School of Integrative Plant Science

Erin Oates (eo73 [at] cornell.edu)  – Acting Grant Coordinator, Ithaca

• Industry (no RFP)
• Center scale grant support

Rose Hastings (rwh10 [at] cornell.edu) – Acting Grant Coordinator, Geneva/Cornell AgriTech

• NYS Master MOUs and Contracts (non-competitive)

Mandy Kafka (ajk287 [at] cornell.edu)  – Administrative Assistant, Ithaca

• Routine Product Testing Agreements (Routine Testing Agreement)
• Technical Testing Service Agreements
• Just in Time (JIT) Requests

Erin Oates (eo73 [at] cornell.edu)  – Director, Office of Pre-Award Services and Grant & Contract Officer

• Cornell Agricultural Experiment Station (AES)
• Cornell Hudson Valley Research Laboratory (CHVRL)
• Division Nutritional Sciences (CALS)
• Facilities (CALS)
• Industry (no RFP)
• Long Island Horticultural Research & Extension Center (LIHREC)

Colleen Kearns (cmk4 [at] cornell.edu) – Assistant Director, Grant & Contract Officer and Team Lead

• Cornell CALS Ashley School of Global Development and the Environment
• Microbiology
• Molecular Biology and Genetics (CALS)
• New York Sea Grant

Rose Hastings (rwh10 [at] cornell.edu) – Grant & Contract Officer

• Geneva/Cornell AgriTech (except CHRVL & LIHREC)
• NYS Master MOUs and Contracts (non-competitive)

Ace Repka (acr78 [at] cornell.edu) – Grant & Contract Officer

• Animal Science
• CCE, Regional Agriculture Teams
• Computational Biology
• Dyson School of Applied Economics and Management (JCB-CALS)
• Earth and Atmospheric Sciences
• Lab of Ornithology
• Plant Biology
• Plant Breeding and Genetics
• Soil and Crop Sciences

Erin Oates, Interim (eo73 [at] cornell.edu) – Grant & Contract Officer

• Biological and Environmental Engineering
• Botanic Gardens
• Communication
• Ecology and Evolutionary Biology (CALS)
• Entomology, Ithaca Campus
• Food Science, Ithaca Campus
• Horticulture, Ithaca Campus
• Landscape Architecture
• Neurobiology and Behavior (CALS)
• Plant Pathology, Ithaca Campus

• Cornell University Proposal Review Policy 
  Faculty may continue to work on their proposal narratives during the proposal review window.
• Search for Funding Opportunities
  Includes links, resources, and the top funding agencies by category

Routine Product Testing Agreements are very limiting transactions. Our primary focus at CALS is Fundamental Research and Extension. Fundamental Research is defined as basic and applied research activities, including trials, conducted to further the mission of Cornell University. Almost all agreements with industry are categorized as "Fundamental" and should be managed by the Office of Pre-Award Services and Sponsored Financial Services. In very rare cases, a Testing Services Agreement may be applicable. For further information visit the Routine Testing Agreement site (Routine Testing Agreement).

For questions about service agreements or to discuss your project, please contact: Mandy Kafka (ajk287 [at] cornell.edu). 

• Grant Writing Effort Policy (Under revision pursuant to FA18 update to university policy. Kindly contact the appropriate administrative manager with any questions.)
• Consulting Policy
• Financial Conflicts of Interest Policy
• Invention and Related Property Rights - University Policy 1.5
• Guidance on University Policy 1.5 from the Office of the Vice Provost for Research
• Domestic Transfers MOA Template for Schools with Articulation Agreements
  • Domestic Transfers MOA Template
  • Schools with Articulation Agreements

CALS is required to pay a university charge (Indirect Cost) on all external funds received in CALS accounts. Proposals for new and competing renewal awards should use the latest set of rates in effect. If a sponsor indicates a rate less than the Cornell-negotiated rate, please contact Erin Oates (eo73 [at] cornell.edu) on CALS policy requirements.