Grant-Seeking at Bates College

Welcome to the Office of Sponsored Programs and Research Compliance (SPaRC)! If you are a Bates College faculty or staff member, and you want funding for your research or other professional interests, we can help.

Our office is the authorized organizational representative for government (federal, state, local) grants, contracts, and cooperative agreements. We also work with individual faculty members to assist them in securing research and sponsored program support from colleges and universities, hospitals, foundations, corporations, and other private entities.

SPaRC provides a “full service” shop that supports faculty and staff in both pre- and post-award activities from idea generation through award closeout. On the pre-award side, our office works primarily with faculty and staff in developing a concept into a project, finding grant opportunities, proposal development including budget generation and approval, and review and submission of proposals to external funders. On the post-award side, our office is responsible for executing awards and overseeing and providing guidance on both the administrative and financial aspects of the funded project. SPaRC works closely with Principal Investigators to review and approve all award documents, monitor expenditures against the College and funder’s policies and against award budget monthly to identify and resolve budget overruns and other compliance issues, manage direct cost sharing and match commitments per award terms, prepare and submit financial reports both internally and externally, revise budgets, processes amendments or extensions of the award. Support from SPaRC continues through closeout of the award, ending with the submission of final programmatic and financial reports.

Additional roles and responsibilities for award management activities are summarized below:

As outlined in the Federal or State Grants & Contracts and Cost Transfer webpages, Principal Investigators (PIs) are the primary responsible personnel for 1) monthly reconciliation of project budgets against actual costs, 2) identifying budget overruns, 3) initiating expenditure requests, and 4) initiating cost transfer requests, if needed.

The Office of Sponsored Programs and Research Compliance, in addition to the roles and responsibilities outlined for PIs, is responsible for 1) monitoring expenditures against project budget quarterly–and more frequently as needed–to ensure financial transactions follow the terms of the grant, federal/cost principles, and Bates policies, 2) assisting the PI in resolving budget overruns, 3) approving expenditure requests on Federal and State grants and contracts, and 4) approving and routing Cost Transfer forms to Accounting for secondary approval and processing.

These roles are performed by either the Director or Assistant Director of SPaRC. In addition to the above roles, the Assistant Director prepares all documents for grant-related drawdowns on a quarterly basis and sends the supporting documents to the Assistant Controller for review and approval. The Assistant Controller certifies the drawdown and processes journal entries to post the revenue and indirect costs for that quarter period, which is then secondarily approved by a Senior Accountant.

SPaRC also works closely with the Director of Corporate and Foundation Relations who secures and stewards funding for institutional priorities, while our office supports individual research goals.

If you are a Bates student who needs financial aid, please visit Student Financial Services. For more information on internal funds for student research, please visit the Student Research page. To learn more about fellowships for graduate study or other post-Bates endeavors, please visit Graduate Fellowships.

Looking for specific grant information or grant news? Click on the links below.