# Grants ## expand\_more ## Grants Through mainly its Research Management Team comprised of Research Portfolio Managers and leadership support, one of ORA’s largest service directives is to support HGSE faculty and research teams at every stage of a sponsored project, from the first idea to the final audit. We work to handle and coordinate the administrative and financial details for our community, so that faculty and researchers can focus more of their time on running programs and engaging in research. Our services include: - **Proposal development:** We help with budgets, sponsor guidelines, required documents**,** and on-time submissions. - **Award setup:** We help our Central OSP colleagues review award terms, set up accounts, coordinate the issuance of subawards and service agreements, and make sure each project is ready to start. - **Spending projections:** We track spending and forecast budgets so funds are used strategically through the life of the award. - **Reporting support:** We help prepare financial and help track progress reports to meet sponsor requirements and deadlines. - **Closeout:** We take care of final reconciliations, closeout/final reports and other sponsor requirements (e.g., audits, if required) to run each award in full compliance. ![](/sites/g/files/omnuum5546/files/styles/hwp_28_10__1920x685/public/2026-10/AdobeStock_1679883786.jpeg?itok=wSI1kIiL) ## Award Lifecycle Open all sections Close all sections ### 1. Finding Funding expand\_more Early identification of a funding opportunity helps a Principal Investigator (PI) plan strategically, assess sponsor fit, and prepare for competitive proposal development. To support research development, the Harvard Graduate School of Education Office of Research Administration (HGSE ORA): - Conducts customized funding searches based on specific funding needs - Disseminates funding opportunities through regular newsletters and targeted communications - Coordinates limited submissions and nomination opportunities - Maintains a curated library of successful proposals (shared upon request and as available) - Offers training on the use of funding databases (PIVOT, Foundation Directory) and shares available grantsmanship resources - Provides guidance on interpreting funding opportunities, assessing fit, and planning ahead for proposal timelines Confirm your PI eligibility and search for funding opportunities on [HGSE ORA’s Find Funding](https://osp.gse.harvard.edu/find-funding) page. ### 2. Preparing a Proposal expand\_more Preparing a proposal is a collaborative endeavor, and the complete and final proposal package must be reviewed internally by the Harvard University Office for Sponsored Programs (HU-OSP) before the full proposal is submitted to the sponsor. As the PI, you are primarily responsible for the programmatic and content-based components of the proposal, such as the project narrative.\[FG2.1\]\[FG2.2\] Your Research [Portfolio Manager](https://hu.sharepoint.com/:b:/r/sites/HGSE-OSP/Shared%20Documents/Website/HOME_Portfolio%20Assignment%20list/OSP%20Portfolio%20Assignments%20HGSE_10.01.2025.pdf?csf=1&web=1&e=3ni7Zy) will take the lead on financial and administrative aspects. Your Portfolio Manager will: - Review sponsor guidelines, eligibility, deadlines, and submission requirements. - Create submission checklist and timeline, factoring in subaward/consultant/vendor/stakeholder documentation, if applicable - Develop budget and budget justification, as well as other required application components - Coordinate internal approvals, institutional routing, and required compliance documentation. - Submit or coordinate submission with the central sponsored programs office, as applicable. Visit HGSE ORA’s website to learn how to [prepare and submit a proposal](https://osp.gse.harvard.edu/prepare-submit-proposal). ### 3. Setting Up an Award expand\_more Once a proposal is under consideration for funding or selected for award, HGSE ORA will help move the project from proposal stage to active award administration. Your Portfolio Manager will: - Coordinate just-in-time submissions and updates requested during sponsor review - Review award terms, budget, project period, and reporting requirements (HU-ORA negotiates with input from PI and PM, as needed) - Confirm compliance requirements, including IRB, data use, subawards, any required disclosures, and sponsor-specific approvals - Coordinate account setup and budget allocation - Support project launch and clarify roles, timelines, and spending expectations Visit HU-ORA’s website to learn more about [award setup](https://osp.finance.harvard.edu/setting-up-an-award). ### 4. Managing an Award expand\_more During the active award period, HGSE ORA staff help PIs manage the administrative, financial, and compliance responsibilities needed to keep projects on track. Your Portfolio Manager will: - Approve funding when contacted by Human Resources (links to the resource) and Faculty Affairs (links to the resource) to hire project staff initiated by PI - Engage other entities (subawards, vendors, and consultants) and track invoice payments - Monitor grant fund spending, balances, effort, and allowability of costs, per University and sponsor guidelines and restrictions - Support ongoing compliance with sponsor and University requirements, including conflict of interest disclosures, data use, human subjects, international activities, and other award-specific terms, as applicable - Assist with financial reporting, projections, sponsor communications - Support rebudgets, prior approval requests, no-cost extensions, and other award modifications - Help identify and resolve administrative or financial issues during the project period Visit HGSE ORA’s website to learn more about [managing your grant](https://osp.gse.harvard.edu/manage-your-grant). ### 5. Closing Out an Award expand\_more As the project period ends, timely closeout helps ensure the award is completed in good standing and that any remaining sponsor or University obligations are addressed. Your Portfolio Manager will: - Review final expenses and ensure costs are allowable, allocable, and posted on time - Coordinate final invoicing, subaward closeout, and payroll adjustments, and confirm that expenses do not continue beyond the award end date - Support final financial reporting, coordinate required institutional approvals, and help ensure timely submission of financial and technical reports to the sponsor - Note any compliance requirements extending beyond an award, such as document retention or data destruction Visit HU-ORA’s website to learn more about [award closeout](https://osp.finance.harvard.edu/closing-out-an-award).