Frequently Asked Questions

The sooner, the better! Work with your Proposal Manager (PM) early and often. For known deadlines, Principal Investigators should send draft application materials to their PM at least three weeks/15 business days for priority processing. Refer to the Proposal Submission Policy for complete guidance. 

Proposals with the following elements require at least 4 weeks’ notice to SPA, in order to undergo required additional review: 

1. Project-based international travel 
2. Dedicated effort of more than 25% in any one semester 
3. Required cost share 

Sponsors will outline exactly how they want to see your narrative/project description in their guidelines. Read these carefully for this type of information and evaluation criteria. Your Proposal Manager can help you interpret complicated guidelines and sponsor requirements.

In the Proposal Components section of our website, we have brief descriptions of commonly requested sections of a proposal narrative, such as the Problem Statement, Needs & Objectives, Significance, and Evaluation.  

• Questions about a proposal application or research development can be directed to your department's Proposal Manager.  
• Questions about an awarded grant or reporting can be directed to your department's Grant Manager.  
• Aspire Internal Grant questions can be sent to aspire@bsu.edu
• Submit Program or RIA account questions may be sent to Augusta Isley.
• Questions about the Student Symposium can be sent tostusymposium@bsu.edu

SPA utilizes Cayuse as a tool to ensure that all parties whose support is required for the implementation of a project document their approvals. The approval of a proposal in Cayuse includes approval of non-instructional load time in budgets, approval of cost share commitments, and commitment of approver’s funds in the case of non-payment by a sponsor. These approvals are durable (e.g., if Chairs change during the life of an award) and protect the PI.   

Generally spending starts on the award start date in the official award agreement. If you need to spend and start work in advance of this date, contact your Grant Manager to discuss a plan based on the needs of your project.

In general, work with the Career Center. The student position should be expensed directly to the grant FOAP. For international students, work with International Admissions & Services (Requirements here)  

Intellectual property includes certain artistic and creative works, commercial inventions and devices, and technology developed by Ball State faculty, staff, students, and others participating in Ball State programs. Technology within this framework includes technical innovations, inventions, and discoveries as well as digital and emerging media or other creative works.

Some examples of intellectual property include:

• drawings
• paintings
• music
• poems
• textbooks
• scientific discoveries
• device or “gadget”
• software
• instructional CD or DVD
• learning tools
• unique methodologies
• processes and know-how that may constitute protected trade secrets

Examples of innovations that are not considered intellectual property include:

• ideas
• theories
• mathematical methods
• discoveries of natural substances

Generally, student work written, performed, or created in or out of class belongs to the student. Exceptions occur when students use significant university funds, resources, and/or facilities to create their intellectual property (IP). The term “significant” implies use beyond what is considered usual and customary. In such exceptions, a disclosure must be made to the university for the determination of IP ownership, cost recovery, and royalty distribution.

Ball State’s Intellectual Property Policy provides a more detailed explanation regarding university ownership of intellectual property (IP) produced by students. With some exceptions, students fall in the same category as faculty, staff, and visitors, where significant uses of university resources and/or facilities are used to create the IP.

Ball State has a limited royalty-free license to use student-owned work created as part of a university project or program for certain educational, marketing, or promotional purposes.

The policy provides a more detailed explanation regarding university ownership of intellectual property (IP) produced by students. With some exceptions, students fall in the same category as faculty, staff, and visitors, where significant uses of university resources and/or facilities are used to create the IP. The student handbook will refer students to the IP policy for information on student created works. The policy further provides that the university has a limited royalty-free license to use student-owned work created as part of a university project or program for certain educational, marketing, or promotional purposes.

Under ordinary circumstances, student work written, performed, or created in or out of class belongs to the student. Exceptions occur when students use significant university funds, resources, and/or facilities to create their IP. The term “significant” implies uses beyond what is considered usual and customary. In such exceptions, a disclosure must be made to the university for the determination of IP ownership, cost recovery, and royalty distribution. Ball State’s Intellectual Property Policy provides a more detailed explanation regarding ownership of intellectual property produced by students.

Ball State's Digital Corps is well equipped to assist faculty with creative classroom projects and other production needs. Undergraduate students take on real-world clients in an immersive setting to support the academic success of the University.

Contact the Digital Corps by email or phone - 285-3004.