{"id":416,"date":"2015-07-01T09:15:48","date_gmt":"2015-07-01T13:15:48","guid":{"rendered":"https:\/\/blogs.bsu.edu\/research\/?p=416"},"modified":"2019-11-21T09:23:31","modified_gmt":"2019-11-21T14:23:31","slug":"summer-2015-the-new-spa-on-campus","status":"publish","type":"post","link":"https:\/\/blogs.bsu.edu\/research\/2015\/07\/01\/summer-2015-the-new-spa-on-campus\/","title":{"rendered":"Summer 2015 &#8211; The New SPA on Campus"},"content":{"rendered":"<p>The Contracts and Grants Office and the Sponsored Programs Office at Ball State University have merged into one. Now a single unit, the office name is\u00a0<a href=\"https:\/\/www.bsu.edu\/about\/administrativeoffices\/sponsored-projects-administration\" target=\"_blank\" rel=\"noopener noreferrer\">Sponsored Projects Administration<\/a>, or SPA for short. Despite the alluring name, massages and facials are not in SPA\u2019s future.<\/p>\n<div id=\"attachment_417\" style=\"width: 226px\" class=\"wp-caption alignright\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-417\" class=\"size-medium wp-image-417\" src=\"https:\/\/bsu-wpe-blogs.s3.amazonaws.com\/wp-content\/uploads\/sites\/19\/2019\/11\/21091853\/CampusUpdateJuly1987-216x300.jpg\" alt=\"\" width=\"216\" height=\"300\" srcset=\"https:\/\/bsu-wpe-blogs.s3.amazonaws.com\/wp-content\/uploads\/sites\/19\/2019\/11\/21091853\/CampusUpdateJuly1987-216x300.jpg 216w, https:\/\/bsu-wpe-blogs.s3.amazonaws.com\/wp-content\/uploads\/sites\/19\/2019\/11\/21091853\/CampusUpdateJuly1987.jpg 250w\" sizes=\"auto, (max-width: 216px) 100vw, 216px\" \/><p id=\"caption-attachment-417\" class=\"wp-caption-text\">July 1987 edition of the Campus Update featuring Office of Research staff and graduate students participating in the March of Dimes Walkathon, including Brenda Ayers (far right).<\/p><\/div>\n<h4>SPO AND CGO YEARS AGO<\/h4>\n<p>Prior to the merger, the Sponsored Programs Office (SPO) and the Contracts and Grants Office (CGO) were two offices with two separate directors and reporting structures. SPO was responsible for the pre-award side of the funding process and reported to Academic Affairs. It assisted Ball State personnel in proposal development and procuring external funding to conduct their research, creative, and scholarly activities. Meanwhile, CGO supported faculty and their departments in post-award administration and reported to Business Affairs. Now that SPO and CGO no longer exist, SPA refers to these two roles simply as the pre-award and post-award sides and reports solely to Academic Affairs.<\/p>\n<p><a href=\"https:\/\/www.bsu.edu\/about\/administrativeoffices\/sponsored-projects-administration\/about-us\/staffdirectory\/office-support-staff\/ayersbrenda\" target=\"_blank\" rel=\"noopener noreferrer\">Brenda Ayers<\/a>, the office services coordinator who celebrated her 35th anniversary with SPA this August, describes SPO and CGO as they were decades ago. When Ayers started working at SPO, the office relied on typewriters and paper copies of grant proposals.<\/p>\n<p>Ayers recalls when the office got its first Lanier word processor. \u201cIt was the best thing I\u2019d ever seen!\u201d she says. \u201cAnd then all at once they were talking about computers, and I said, \u2018Oh, I have to keep this word processor!\u2019\u201d The office acquired its first computers in the early 1980s, which caused work efficiency to skyrocket.<\/p>\n<p>Robert Morris shares what the SPO and CGO structures were like when he began his current position as associate vice president for research and dean of the Graduate School. \u201cBack in 2007, there was a bit of a gap between the Sponsored Programs Office and the campus. People were assigned to sort of silo positions, so the skill sets were by person, not across people. If you had a proposal due and someone\u2019s child was sick two days before your deadline, and you needed that person, then that was a problem,\u201d he says. \u201cNow, everybody does everything. It makes it easier for people to function in terms of life. So when life happens, there are plenty of people who know how to do the same thing. That makes it seamless to the university.\u201d<\/p>\n<div id=\"attachment_418\" style=\"width: 290px\" class=\"wp-caption alignleft\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-418\" class=\"size-medium wp-image-418\" src=\"https:\/\/bsu-wpe-blogs.s3.amazonaws.com\/wp-content\/uploads\/sites\/19\/2019\/11\/21091932\/Miller_Justin_2015_August-280x300.jpg\" alt=\"\" width=\"280\" height=\"300\" srcset=\"https:\/\/bsu-wpe-blogs.s3.amazonaws.com\/wp-content\/uploads\/sites\/19\/2019\/11\/21091932\/Miller_Justin_2015_August-280x300.jpg 280w, https:\/\/bsu-wpe-blogs.s3.amazonaws.com\/wp-content\/uploads\/sites\/19\/2019\/11\/21091932\/Miller_Justin_2015_August.jpg 300w\" sizes=\"auto, (max-width: 280px) 100vw, 280px\" \/><p id=\"caption-attachment-418\" class=\"wp-caption-text\">Justin Miller<\/p><\/div>\n<h4>A MERGER SPARKED<\/h4>\n<p>While they were separate, the two offices worked in close conjunction and maintained a good working relationship, says\u00a0<a href=\"https:\/\/www.bsu.edu\/about\/administrativeoffices\/sponsored-projects-administration\/about-us\/staffdirectory\/spa-leadership\/millerjustin\" target=\"_blank\" rel=\"noopener noreferrer\">Justin Miller<\/a>, director of SPA, but the separation of offices created challenges for faculty as they navigated the funding process. Miller recalls Dr. Paul W. Ferguson\u2019s immediate and constructive involvement with the offices upon his arrival to Ball State. \u201cOne of the first things he did in meeting with faculty and departments was to find out what\u2019s working and what\u2019s not working,\u201d says Miller. \u201cI think he quickly realized that the research enterprise on campus could be streamlined, and that faculty were finding a hindrance to work with two different offices and different expectations and different working relationships.\u201d<\/p>\n<p>Ferguson, Miller, Morris, and others from the two offices then formed a task force in early November 2014 to study peer institutions and decide how to improve research operations. This task force discovered that most institutions of a similar size have centralized research administration and combined offices. This structure was effective for similar institutions, which suggested that merging was the best solution for SPO and CGO. On New Year\u2019s Eve, the merger became official with Ferguson\u2019s signature.<\/p>\n<p>The goal: Create a more fluid transition from pre-award to post-award. Miller says, \u201cOne of the key points behind this merger is to try to get everybody on a level playing field and to help smooth out the transitions from pre-award to post-award so that everybody\u2019s on the same page. We\u2019re trying to reduce administrative burden, both for us and for faculty because the less explaining we have to do back and forth, the easier it is to administer the award, and the more the faculty see this seamless transition.\u201d<\/p>\n<div id=\"attachment_419\" style=\"width: 260px\" class=\"wp-caption alignright\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-419\" class=\"size-full wp-image-419\" src=\"https:\/\/bsu-wpe-blogs.s3.amazonaws.com\/wp-content\/uploads\/sites\/19\/2019\/11\/21092012\/RobertMorris1.jpg\" alt=\"\" width=\"250\" height=\"242\" \/><p id=\"caption-attachment-419\" class=\"wp-caption-text\">Robert Morris<\/p><\/div>\n<h4>THE ROAD AHEAD<\/h4>\n<p>SPA has a long road to travel before it is completely merged. Every staff member is moving to a different office, university accounts and websites are being combined, physical and electronic files need to be merged, and every employee at SPA is getting used to saying \u201cSponsored Projects Administration.\u201d Miller says, \u201cIt\u2019s a deliberate process, but we\u2019re confident that at the end of it, it\u2019ll be a much more unified presence on campus.\u201d As those from the post-award side understand more about the pre-award side and vice versa, SPA will grow stronger in developing proposals and then administering the awards. \u201cA seamless, cross-trained, paperless, highly effective unit\u2014that\u2019s where we\u2019re going,\u201d says Miller.<\/p>\n<p>Morris hopes for \u201ca whole new outlook by the campus\u201d by next spring so that everyone is \u201chappy with all parts of SPA.\u201d<\/p>\n<h4><\/h4>\n<h4><\/h4>\n<p>&nbsp;<\/p>\n<h4>THE DOOR IS OPEN<\/h4>\n<p>SPA welcomes all people and their ideas. As Miller says, \u201cThe door is always open. The email box is always available. We\u2019re happy to meet with anybody, any time, to talk about anything. We may not agree with you. We may not be able to make it happen. But we want everybody to know this is their opportunity to shape the future of the research enterprise on campus.\u201d<\/p>\n<p>Ayers, Miller, and Morris express that this entire merger, and everything SPA does on a regular basis, is for the people. Some of their favorite memories are of working with principal investigators and sharing their excitement when proposals are granted. Miller says, \u201cThat, to me, makes all of the late nights and early mornings and weekends and all of that completely and totally worth it. These people are doing groundbreaking, cutting-edge, community-driven, student-driven work, and you\u2019re playing a tiny part in every single one.\u201d<\/p>\n<p>SPA plans to host an open house this fall.<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The Contracts and Grants Office and the Sponsored Programs Office at Ball State University have merged into one. Now a single unit, the office name is\u00a0Sponsored Projects Administration, or SPA for short. Despite the alluring name, massages and facials are not in SPA\u2019s future. SPO AND CGO YEARS AGO Prior to the merger, the Sponsored [&hellip;]<\/p>\n","protected":false},"author":135,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[9],"tags":[14],"class_list":["post-416","post","type-post","status-publish","format-standard","hentry","category-researchnews","tag-2015-research-magazine"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Summer 2015 - The New SPA on Campus - Ball State University Research<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blogs.bsu.edu\/research\/2015\/07\/01\/summer-2015-the-new-spa-on-campus\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Summer 2015 - The New SPA on Campus - Ball State University Research\" \/>\n<meta property=\"og:description\" content=\"The Contracts and Grants Office and the Sponsored Programs Office at Ball State University have merged into one. 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