Oregon Sea Grant Program Development Process

Purpose: In addition to competitive grants awarded on a two-year cycle, Oregon Sea Grant offers modest grants for project opportunities or special needs aligned with the Oregon Sea Grant mission and vision that arise between the regular application periods, when resources are available. These funds generally are not intended to supplement an existing project, but to provide seed money for exploratory or high-risk efforts, or to respond to urgent needs or unforeseen opportunities that require a timely effort.

Timing: Program development proposals will be considered on a quarterly basis. Reviews are planned for January, April, July, and October. Requests should be submitted no later than December 31, March 31, June 30, or September 30. Individual requests for rapid response or event support outside of planned review periods may also be considered. Please contact the Oregon Sea Grant Director for details.

Funding: Program Development grants are modest in size (total costs typically do not exceed $10,000) and should be one year or less in duration. Larger requests are occasionally considered, and are subject to peer review and approval by the National Sea Grant Office. Given our limited funding, success of requests in excess of $10,000 (total costs) will be lower.

Process: We will use eSeaGrant, a web-based tool for submitting, reviewing, updating, and tracking grant program development proposals and projects. To register for the eSeaGrant system, the lead principal investigator must email a request to eseagrant@oregonstate.edu a week prior to proposal submission. If you cannot submit using the eSeaGrant system, please contact the Oregon Sea Grant program for accommodation.

  • We strongly encourage you to familiarize yourself with Oregon Sea Grant’s current research projects and strategic investments, available on our website.
  • Contact the Oregon Sea Grant Director, Shelby Walker, to discuss your proposed project ideas before submitting a Program Development proposal.
  • Email eseagrant@oregonstate.edu a week prior to proposal submission to register for eSeaGrant.
  • Submit your proposal through eSeaGrant by the quarterly review deadline.
  • Decisions will be communicated within four to six weeks of review.

General proposal guidelines: Your proposal, based on the outline below, should be two to four pages (12-point type, single-spaced). Your budget may be a separate attachment. We need clear but brief answers to the questions posed in the outline, which corresponds to the review criteria, listed below.

Eligibility: Proposals may be submitted by faculty of any public or private institution of higher education in Oregon; the project’s lead Principal Investigator (PI) must be deemed eligible by their institution to receive extramural funding. While non-academic researchers may be included among the co-principal investigators (co-PIs), awards will be made only through colleges and universities. We encourage the involvement of collaborators and researchers who are not Oregon university faculty (collaborators may be with industry, state/regional/federal agencies, tribes, NGOs, and/or other research or academic institutions). Direct salary support for individuals from state and federal agencies, tribal, and for-profit and foreign organizations is not allowed; however, non-federal contributions can be counted as matching or in-kind support for the project. Project participants who are employees of Sea Grant may be part of a project team or serve as the lead Principal Investigator. Project budgets for Sea Grant employees should follow Oregon Sea Grant’s internal policy on additional support for partially-core funded employees (See below1). Oregon Sea Grant encourages submissions from researchers new to Sea Grant and those from diverse backgrounds. If we need additional details, we will contact you.

1 Note: Guidelines for additional support for partially-core funding Oregon Sea Grant employees involved with project outreach and engagement activities are outlined in our internal policy and requires prior approval by the supervisor and Director.

Review Criteria: All Program Development proposals must align with Oregon Sea Grant’s mission and vision.

Preference is given to projects that are either (or both)

  • exploratory or high-risk efforts
  • responsive to urgent needs or unforeseen opportunities that require a timely effort

Successful Program Development proposals are also likely to

  • have clearly described outcomes linked to evaluation
  • be societally relevant
  • address any proposed research questions in a scientifically sound manner

Additional considerations are given to projects that

  • support investigators who are new to Oregon Sea Grant funding
  • catalyze multidisciplinary or regional efforts

Information required for the proposal in eSeaGrant includes the following:

  1. Program Development Proposal Narrative following the format outlined below. We need clear but brief answers to the questions posed in the outline, which correspond to the review criteria, listed above.
  2. Budget and Budget Justification following the format outlined below. A budget template is provided here and in eSeaGrant.
  3. Data Management Plan following the format outlined below. A template is provided here and in eSeaGrant.
  4. Potential Peer Reviewers. If requesting more than $10,000, suggest at least two potential peer reviewers. If requesting more than $40,000 suggest at least three potential peer reviewers.

Proposal Narrative Format [two to four pages not including references and figures (12-point type, single-spaced)]

1. Provide Title/contact information. List a descriptive title, followed by name of Principal Investigator (PI), institutional affiliation, and contact information (please be sure to include your e-mail address).

2. Describe the problem or opportunity that is to be addressed. A clear and precise statement establishing the significance, relevance, timeliness, generalizability, and benefits of the project is essential. Indicate the current status of knowledge concerning the problem or opportunity to be addressed, including a summary of previous applicable work with relevant references.

3. List Objectives. Provide your specific objectives in a numbered list format. You should ask yourself whether these objectives, as stated, will result in outcomes that will allow you or Oregon Sea Grant to discern that this project has been successful, and not just completed.

4. Describe how you will approach this problem or opportunity. Concisely present information on the approach to be used and the general methodology that will be employed. Also, how will affected individuals be involved in developing the proposal and carrying out the project?

5. Discuss who will use the findings of the proposed project and who will be affected by or benefit from the findings of this project. What would be the best way to communicate or demonstrate the project results? Also list any anticipated partners or co-sponsors for this work.

6. Answer the perennial question: "So what?" What will happen as a result of this project? Describe the kinds of potential outcomes or impacts that might be seen and measured. How soon after project completion might these impacts occur? Will the anticipated benefits of the project have practical applications? Will they lead to new understanding, attitudinal or behavioral changes, economic or legal improvements, etc.?

7. Provide Project Personnel Information. Who will be involved in the project? List names and institutional affiliations, and briefly explain specific roles and qualifications (you may submit a one-page biographical sketch of yourself if you wish, but this is not required). List all formal project partners. Letters of support may also be included. Please also state whether anyone on the project has previously received or is currently receiving Oregon Sea Grant funding.

Budget Justification Format

In a narrative budget justification, explain the following: How will the requested funds be used? What non-Sea Grant funds, if any, will be used to complete the project? Please itemize any cost-share. Why are the requested Sea Grant funds and non-Sea Grant funds needed to complete the project? Please detail the need for any supplies and services, travel, subcontracts, tuition, or any other items (note: items over $5,000 and international travel require special approval).

Budget Format [budget template available here and for download in eSeaGrant]

Please use the budget template to show how much, to the nearest dollar, is requested. For quickest review, total expenses not to exceed $10,000.

  1. Personnel Salary or Wages (name, FTE or man months, and dollars requested for each project member)
  2. Personnel Benefits (rate and dollars requested for each project member)
  3. Permanent Equipment (note, items over $5,000 require special approval)
  4. Supplies and Services (give a total and explain in general in the Budget Justification)
  5. Travel (note, international travel requires special approval)
  6. Publication Costs
  7. Other costs (subcontracts, tuition, or costs not included in any category above. Explain in the Budget Justification)
  8. Total Direct costs (add A through G)
  9. Indirect costs (Check with your Sponsored Programs office for current rates and guidelines. Note that for Non-Oregon State University (OSU) institutions, OSU will apply additional indirect on the first $25,000)
  10. Costs Not Requiring Direct (tuition, etc.)
  11. Grand Total Requested (add H through J)

NOAA Data Sharing Requirement Format [Data Sharing template provided here and in eSeaGrant, not to exceed 2 pages, 12 point font, one-inch margins and provide the information requested below]

NOAA Data Sharing Directive: Environmental data and information collected and / or created under NOAA grants and cooperative agreements must be made visible, accessible, and independently understandable to general users, free of charge or at minimal cost, in a timely manner (typically no later than two years after the data are collected or created), except where limited by law, regulation, policy or by security requirements. The requirement has two basic parts: (1) environmental data generated by a grant project must be made available after a reasonable period of exclusive use, and (2) the grant application must describe the plan to make the data available (Principal Investigators are expected to execute the plan).

To meet this requirement, the Principal Investigator must explain how the data and metadata will be provided. Funds may be budgeted in the project proposal for this task. For detailed guidance, please refer to NOAA’s Data Sharing Directive for Grants, Cooperative Agreements, and Contracts at the following permanent URL (Appendix B outlines requirements):

https://nosc.noaa.gov/EDMC/documents/Data_Sharing_Directive_v3.0.pdf.

The Data Management Plan is not to exceed two single-spaced pages with one-inch margins, using a 12-pt font, and provide the information requested below.

  1. Dataset Description(s) (required answer): What data will the dataset(s) contain? This includes descriptive details on data types, inclusion of metadata, data format(s), collection times / date ranges, etc. What name(s), if any, will be designated to the dataset(s)?
  2. Do you agree to release all data no later than 2 years after the end-date of the project? (required answer):
  3. Issues (required answer): Are there any legal, access, retention, etc. issues anticipated for the dataset? If yes, please explain.
  4. Data Size: What will be the estimated size of the dataset? Please report estimated number of MB, GB, TB, etc., collected.
  5. Data Format: What format will the dataset utilize? (i.e., Excel file, model code, audio/video recording, etc.)
  6. Ownership (required answer): Who will own the dataset, if not the lead PI?
  7. Post-Processing: What post-processing, QA/QC will this dataset undergo? Who will be responsible for performing this post-processing and QA/QC to prepare the dataset for its deposition into a repository?
  8. Preservation Plan (required answer): What data repositories will be used to host the dataset? If none, how will the data be preserved?
  9. Products: Will any information or data products be developed from this dataset? How will the related costs be supported? Which organization(s) will be producing these products?
  10. Environmental Data: Will this project generate any environmental data?
  11. Other Comments: Are there any additional comments related to the data that will results from your Sea Grant-funded study?

Potential Peer Reviewers

If you are requesting more than $10,000, suggest at least two potential peer reviewers, and if you are requesting more than $40,000, suggest at least three potential peer reviewers. Information to be provided: Names, Titles, Institutional Affiliation, and potential Conflicts of Interest.

Contact: If you have questions about the proposal submission or review process, or technical questions regarding eSeaGrant, please contact Research and Scholars Coordinator, Mary Pleasant.