Survey Results (mailing services) John A. Finley 25 Jul 1997 10:00 EST
Wow! Thanks, kind colleagues, for all of your thoughtful and quick responses. I was already plowing through the RESADM-L archives when your e-mail started pouring in. Incidentally, if you've ever got a few minutes, a dip into the early archives of our list is pretty interesting. Some of the issues which came up then (IRIS vs. SPIN vs. Dialog, etc.) are still around, and we're still asking, from time to time, about where to find this or that electronic forms and who has a decent computerized grants management package. Whether or not to post job openings was an issue in the first year, and I think only one Web site was cited in the entire year. (READM-L started in November 1993.) Now on to the question of whether sponsored programs offices take the responsibility for mailing their faculty's grant proposals in time to meet the deadlines. I received 35 responses, and I was surprised to find that only 9 offices (of the 35) do NOT mail grant proposals. We don't either, at present. We are reevaluating that position, and that was the reason for the survey. We handle about 1,000 proposals a year with 5 FTE in pre-award. I thought we'd find that offices which handled large volumes of proposals would NOT take responsibility for mailing them, but five offices with volumes of more than 1,000 proposals per year DO mail proposals. One of them which reports handling 2,500 proposals a year, and another mailed 2,000 proposals plus 800 research reports last year. Both of those offices have three people devoted solely to processing the proposals--copying, packing, mailing and tracking. There were 21 offices handling fewer than 1,000 proposals a year (some as few as 60 to 75) which DO mail proposals. Of the nine offices which do NOT mail proposals, one has a volume of 2,000 a year. Two others are at universities where the mailings are a departmental responsibility, as opposed to an individual faculty grant writer's responsibility. And two others which ordinarily do NOT mail proposals WILL mail them in emergency cases. Which leads to the next point: We're all pushovers for a hard-luck story. Lead times of up to a week were the policy at most places. Many required that proposals be brought in 4 or 5 days before a deadline; some required lead times as low as 24 to 48 hours. But EVERYONE confessed to accepting (and mailing) proposals a few minutes before the last possible express mail pick-up. The information about how many people work in the offices is not as useful because I didn't ask the question well. I couldn't tell from most of the e-mail responses how much "person power" actually went into the work of copying and mailing grant proposals. And actually, I didn't specifically ask whether making copies of the grant proposals was a part of the mailing service. I got the impression from the answers that it is a part of the service at most offices. Very few of the sponsored programs offices had the duty of mailing grant proposals imposed upon them by administration fiat. Far from looking upon the service as an onerous burden, a majority of the offices responding sees copying and mailing as a service they are happy to provide in order to relieve the faculty of the chore and to encourage grant-writing. I'm uncomfortable with naming names and assigning numbers without the express permission of the people who so generously wrote to me, but I will be happy to answer other questions you might have about my informal survey. Thanks again for your help. John Finley Office of Sponsored Programs Development University of Louisville Louisville, Ky. 40292 Tele: 502 852-6512 FAX: 502 852-8361 xxxxxx@homer.louisville.edu