Sponsored Programs - FAQ

How do I start a proposal?

The Office of Sponsored Programs is here to assist you with your proposal submission. The links below provide detailed instructions on how to find funding and submit a proposal.
SDSM&T Instructions for New Researchers
Grants 101: A Guide for Writing Proposals

What is the difference between equipment and supplies?

Equipment is considered an item with a net cost of $5,000 or more and a useful life of more than one year.  Any project materials that do not fall under the definition of equipment is considered supplies.  Any single piece of equipment totaling $35,000 or more requires a Major Equipment Procurement Memo from the department. An assembly of components each costing less than $5,000 is considered a piece of equipment if they are functioning as if they were one item. EXAMPLE: The Examiner consists of a Reader (cost = $3,000), a Scanner (cost = $2,500), an Analyzer (cost - $4,500). When assembled the Examiner’s net cost = $10,000 (3,000 + 2,500 + 4,500) and it can function for 5 or 10 years. This is a piece of equipment even though no single component cost more than $5,000.

Any project materials that do not fall under the definition of equipment is considered supplies.  Any single piece of equipment totaling $35,000 or more requires a Major Equipment Procurement Memo from the department.

What is F&A?

F&A is Facilities and Administrative costs.  It is also known as overhead or indirect costs.  F&A costs are costs incurred that cannot be readily associated with a single project, such as facilities operations, utilities, administrative salaries, library costs, etc.
The School of Mines uses a federally negotiated F&A rate that applies to all types of proposals.  Some awards do not allow F&A charges, or may limit the percentage of F&A allowed.  In these cases, the difference between our negotiated rate and the actual amount charged is considered cost sharing.  The School of Mines does not waive F&A charges unless it is required by the project guidelines.

What is cost sharing?  What resources are available for cost sharing?

Cost sharing, or matching, are funds that are contributed to the project by the university or a third party.  School of Mines does not contribute cost sharing funds unless it is required by the project guidelines.

Cost sharing sources can be cash or in-kind support.  Cost sharing funds must be:

  • non federal funds-cannot use funds from other federal awards
  • documentable/verifiable
  • not already committed to another project
  • expended during the project period

Cost sharing must be approved by the department chair and OSP. Sources of cost sharing include:

  • unallowed F&A charges (not allowed or reduced by the funding guidelines)
  • effort-faculty can typically cost share up to 25% of their time for research projects
  • departmental funds-usually from the department's portion of F&A received from funded projects
  • department F&A-the department can choose to waive their portion of the F&A on the proposal
  • third party contributions-must be documented by a commitment letter from the sponsor 

How Do I Calculate Cost Estimates for FY12 Proposal Budgets?

Click here to download OSP Cost Estimates for SDSM&T Proposal Budgets FY14 (pdf).

Further Assistance

For assistance or questions regarding Sponsored Programs please contact one of the people below to assist you:

Aga, Karmen - Accounting Manager (Contracting Officer IV)
Bedard, Dennisse - Accountant (Contracting Officer II)
Berra, Sydney - Accountant (Contracting Officer II) (Preaward)
Kelly, Marsha - Accountant (Contracting Officer III)
Lien. Sheila - Senior Accountant (Contracting Officer III) (Sub-Awards and Contracts)
Lindblom, Brianne - Accountant (Contracting Officer II)
Reid, Sharon - Senior Accounting (Contracting Officer III) (Effort Certification) 


Contact Sponsored Programs

Sponsored Programs

S.D. School of Mines and Technology
O'Harra 102
501 E. St. Joseph Street
Rapid City, SD  57701

Staff/Contact Information