External Grants

Guidelines for Securing AMATYC Endorsement for External Grant Proposals

AMATYC will carefully consider all grant-related activity in light of the cost versus benefit, and ensure that all AMATYC parties who will be significantly affected have had significant input regarding their involvement, and that there is mutual agreement among all parties concerning that involvement. AMATYC provides two levels of support for externally-funded grant projects: Level 1 (Request for Support/Commitment) and Level 2 (AMATYC as Grant Administrator).

Level 1 - Request for Support/Commitment of a non-AMATYC Grant Proposal

For grant projects requesting Level 1 support from AMATYC, the Principal Investigator can request the President to provide a letter of support/commitment on behalf of AMATYC. The President, in consultation with the Executive Director, has the authority to write the letter or bring the request to the Board for consideration.

The following criteria must be met before providing a letter of support/commitment for grant projects:

1. The proposal supports the AMATYC Mission.
2. The proposal provides benefits to AMATYC members.
3. The proposal does not directly compete with an AMATYC proposal or activity.
4. The project Principal Investigator/Co-Principal Investigator team will include at least one person who is a member of AMATYC.

If a letter of support/commitment is provided by AMATYC, the Principal Investigator should notify the Grants Coordinator.

Level 2 - AMATYC is the Grant Administrator

For grant projects requesting Level 2 support from AMATYC, the project will first meet the Level 1 criteria. Level 2 support allows for AMATYC to be the administrator for the grant project. The AMATYC Office is responsible for the administration of the award, as well as for financial accounting and may be called on to help with communication, meeting arrangements, publications, and/or other tasks central to the mission of the project. Level 2 support requires Board approval of both project concept and preliminary budget. Furthermore, the project should reflect at least one objective of the AMATYC strategic plan and provide a clear benefit to the organization to justify the effort and commitment of AMATYC personnel, time, and resources.

The following steps must be followed for projects requesting Level 2 support:

1. The Principal Investigator and Co-Principal Investigators will contact the President, Executive Director, and Grants Coordinator during the early stages of the grant planning, including the concept of the project and AMATYC budgetary commitments. In collaboration with the President, the Executive Director, and Grants Coordinator, the Principal Investigator will be responsible for ensuring that the proposed project meets the needs, mission, goals, and strategic plan of the organization and its members. The President and Executive Director will be responsible for advising the Principal Investigator on appropriate budget requirements to carry out project activities related to AMATYC. The President will provide approval to proceed towards next steps for Level 2 support.
2. The Principal Investigator will collaborate with the President, Executive Director, and Grants Coordinator to develop the project, budget, project activities, and motion to the Board for Level 2 support.
3. At least six weeks before the grant submission date, the Principal Investigator will provide to the President, Executive Director, and Grants Coordinator a motion to the Board with the following draft grant documents:
   • Project Summary/Abstract
   • Project Budget
   • Outline of Project Activities
4. The President will submit the motion and supporting grant documents to the Board for consideration of Level 2 support. The Board will respond with their decision and any suggested revisions within two weeks of submission of the motion.

Upon approval of Level 2 support, the Principal Investigator will work with the Executive Director to submit the grant proposal and budget to the funding agency.

Once the project is funded, the following are recommended:

1. An AMATYC Board member be assigned as a liaison to the project.
2. The Principal Investigator submit a Board report to the Board Liaison for the Spring or Fall Board meetings.
3. Use the AMATYC News and IMPACT Live! as a vehicle for providing members with information about the grant and disseminating results.

All Principal Investigators on externally-funded grants, where AMATYC is an awardee, are responsible to the AMATYC President for all aspects of the grant, including grant activities and budget management. The President may appoint a Board Liaison to a grant.

When a grant is awarded for which AMATYC is the fiscal agent, the Executive Director, Accounting Director, and Treasurer should provide an orientation for the Principal Investigator and Co-Principal Investigators on AMATYC's financial procedures and accounts associated with the award. The Executive Director will also support the Principal Investigator in grant administration tasks, such as setting up subawards and coordinating invoicing. Throughout the grant period, the Principal Investigator is responsible for submitting all project's annual/interim reports (including the implementation plan for the upcoming year) and final report to the President, Executive Director, Board Liaison, Treasurer, Grants Coordinator, and Office.

1. Board Liaison - An AMATYC Executive Board member, who serves as the communication link between the Principal Investigator and Co-Principal Investigator and the Executive Board. This person may serve on the grant's advisory board, but is not required to do so.
2. Advisory Board - A group of individuals outside of the project who provide additional levels of expertise and experience to help guide the project and disseminate the project findings.
3. AMATYC - The organization in the broadest sense of the word.
4. Conference - The AMATYC Annual Conference, traditionally held in November.
5. Executive Board - The Executive Board of AMATYC, charged with creating and administering AMATYC's budget and policies.
6. Executive Director - A paid position within AMATYC charged with overseeing the operation of the organization, including the operation of the AMATYC Office. This position also represents the organization at events throughout the country as designated by the President, and serves in an advisory capacity to the Executive Board.
7. Grants Coordinator - An appointed volunteer position within AMATYC, working with and consulting with the President on AMATYC grant activities.
8. Indirect Costs - A percentage of the grant request that covers the normally accepted clerical and administrative tasks or materials required for the administration of a grant.
9. Letter of Support/Commitment - A letter from the President of AMATYC, acknowledging project support/commitment. Any Letter of Support/Commitment is copied to the members of the AMATYC Executive Board and the Grants Coordinator. This is usually written to the funding agency on behalf of the proposers.
10. Office - The paid staff in the AMATYC Office.
11. President - The President of AMATYC.
12. Principal Investigator - The person primarily responsible for the grant project and serves as the primary communicator with the funding agency.
13. Support from AMATYC - The type of support can vary from providing basic administrative tasks to being the administrator and fiscal agent for the grant. All support requires approval by the AMATYC Executive Board.
14. Treasurer - The Treasurer of AMATYC.