GMC Minutes
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Library
 Grants Management Committee
Minutes: 9/19/2005 |
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APPROVED
2. Announcements: Tatiana Barr and Barbara Oliver did not attend due to illness. Kelley has moved up to the fourth floor and her phone number is 392-1889. 3. Minutes from our August meeting were approved. 4. CAS Update: Kelley announced that PeopleSoft has implemented a way of rejecting charges on grants that are not allowed. Grace stated that system is working. 5. PeopleSoft: Kelley attended the UF Proposal Page training, and distributed copies of the UF Start Proposal page directions. A discussion was held in regards to the PI’s attending the training. The website, http://www.bridges.ufl.edu/grants/ contains the tutorial for this UF Proposal Page. Also, Judy Harris from DSR stated that she or any of her staff would be glad to come over and present this training to anyone interested if needed. The topic of when to enter the grant information into Peoplesoft was also discussed. It was decided, based on feedback from Peoplesoft experts, that data about a particular grant should be entered into Peoplesoft if and ONLY if the grant was actually awarded. If the data is enter ahead of award, and the grant is NOT awarded, than the data just sits there and is redundant and takes up server space. 6. Procedure Edits: Cathy and Kelley met with John Ingram to discuss the new procedures. John stated that they were pretty thorough and perhaps needed to be less dogmatic. John submitted his revisions and Cathy made the update. Robert Shaddy stated that he thought the procedures looked good, and that it should remain a working document. Cathy and Erich stated that they should have the template ready to view next month, as well as the timelines for the procedures. John Ingram as well as the Library Counsel will make the final approval of the procedures. The topic of who could officially function as a PI, according to UF rules, was also discussed. Since only tenured or tenure track persons can technically be PI’s, the idea of partnering potential Assistant/Associate Ins and TEAMS/USPS grant writers with Faculty members was mentioned.
8. Brochure: Grace, Kelley and Tatiana met this past month and came up with a couple of rough drafts. The committee decided on using a little from both examples. We discussed that even though only certain people can actually be the PI on grants, we would like to communicate that all ideas are important and should be encouraged. Grace and Kelley will get together with Barbara Hood for her expertise and assistance in getting the brochure completed. John Ingram as well as the Library Council will need to make the final approval before we print. We also discussed the target market for this brochure. We would like to have the brochure available on our website, as well as delivered to all staff and faculty of the library. Other places to distribute the brochure might be at Departmental meetings ( Kelley and Cathy doing a dog and pony show…) and possibly included in new employee orientation packets. 9.Mini-Grants: Erich distributed a document to the committee to look over in regards to the mini-grants program. This document was created to “sell” the program to the directors (funders). Cathy suggested that we pursue this next year after the move, perhaps when more funds are available. A discussion was held and some revisions were to be made to the document. Jan Swanbeck suggested that we list some examples of the past mini-grants that were successful. This document will be available in the Public Folder in order to make revisions. 10. Charge: Cathy stated that Tatiana’s suggestion to list the Components of a Successful grant in the Charge was good and that she will work on this. Also, it was suggested that these components be listed in the brochure as well.
Submitted: Kelley Cunningham
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