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Proposal Submission

Proposal Submission. Emily Lacy Sponsored Projects July 2, 2013. The University of Texas at Dallas. utdallas.edu. Questions Answered. I’ve found a funding opportunity. Now what? Who should I work with? What are the internal deadlines? Who submits and how?

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Proposal Submission

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  1. Proposal Submission Emily Lacy Sponsored Projects July 2, 2013 The University of Texas at Dallas utdallas.edu

  2. Questions Answered I’ve found a funding opportunity. Now what? Who should I work with? What are the internal deadlines? Who submits and how? Different sponsors = different submission types What internal documents are needed & when?

  3. Finding Funding Refresher New Funding Opportunities List on the website: http://www.utdallas.edu/research/ord/faculty/opportunities_by_deadline/ Grants.gov Catalog of Federal Domestic Assistance Federal Register Agency websites

  4. Research Development PIVOT http://pivot.cos.com/funding_main Contact Beth Keithly x4568 keithly@utdallas.edu

  5. Getting Started • Every Principal Investigator (PI) has a Grants Specialist • Talk to your specialist – the more they know and the earlier they know, the more they can help • Updated List is available on the website: https://www.utdallas.edu/research/docs/grant_specialist_list/

  6. What can my Specialist do for me? Verify all sponsor/internal guidelines are adhered to Check for budgetary compliance Upload submission materials Provide narrative feedback* *If enough time has been allotted (minimum 4 days)

  7. Solicitation Specifics

  8. RFP/Solicitation Contents • Standard details such as due date, budget limits, cost share requirements, etc. • Overview of program and areas of interest • Review criteria • Program Officer (PO) information

  9. Sample Solicitations http://www.nsf.gov/pubs/2011/nsf11690/nsf11690.pdf http://grants.nih.gov/grants/guide/pa-files/PA-11-260.html http://www.darpa.mil/Opportunities/Solicitations/DARPA_Solicitations.aspx

  10. Submission Systems

  11. NSF Fastlane If you don’t have an account, contact your Specialist Simultaneous upload and view PI initiates proposal, file update, revised budget OSP submits proposal PI submits progress reports

  12. Fastlane Proposal Documents • Cover Sheet • Table of contents (autogenerated) • References • Budget/Justification • Facilities • Mentoring Plan (If post docs included) • Project Summary • Project Description • Biosketch • Current and Pending • Supplementary Docs • Data Management Plan • Suggested Reviewers

  13. NSF Specifics • Arial, Courier New, Palatino Linotype – 10 pt • Times New Roman, Computer Modern – 11 pt • Margins at least 1 inch in all directions • Project Summary – 4600 characters/one page; • Three separate sections - Intellectual Merit, Broader Impacts, Overview • Project Description – 15 pages • Must include Results from Prior NSF Support section, with Broader Impacts and Intellectual Merit broken out in separate paragraphs for each project

  14. NSF Specifics • References – list all authors; can’t say ‘et al’ • Biosketch – 2 page – Must follow the format • Professional Preparation • Appointments • Products (5 closely related to project; 5 others) • Synergistic Activities (max of 5) • Collaborators and Other Affiliations • Collaborators and Co-Editors; Grad Advisor and Postdoc Sponsor; Thesis Advisor and Postgrad-Scholar Sponsor

  15. NSF Specifics • Budget/Justification • Senior personnel limited to 2 months of salary • Current and Pending Support • List current proposal • Post Doc Mentoring Plan – 1 page • Data Management Plan – 2 pages • Is required for ALL proposals • Supplementary Docs • Data Management, Letters of Support, Equipment Quotes, etc.

  16. Grants.gov Submissions Non-simultaneous view/upload Not an online portal allowing multiple access Submitted by OSP with an institutional login and password Specific agency picks up application once it passes validation phase in grants.gov Check agency site to see proposal status

  17. NIH Proposal Documents • Project Summary • Project Narrative • References • Facilities • Equipment • Biosketch • Resource Sharing Plan • Budget/Justification • Cover Letter • Specific Aims • Research Strategy • If using Human Subjects: • Protection of Human Subjects • Inclusion of Women/Minorities • Inclusion of Children • Targeted/Planned Enrollment • If using Animals: • Vertebrate Animals

  18. NIH Specifics Arial, Helvetica, Palatino Linotype, Georgia – 11 point Margins at least 0.5 inch in all directions Project Summary – max 30 lines Project narrative – 2-3 sentences relating the project to the public health References – list all authors; can’t say ‘et al’

  19. NIH Specifics • Biosketch – 4 page – Must follow the format • Personal Statement • Positions and Honors • Peer reviewed publications (max of 15) • Research Support • State overall goals and responsibilities • Do not list dollar amounts or person months • Budget/Justification • Remember NIH Salary is capped at $179,700

  20. NIH Specifics • Specific Aims – 1 page • Research Strategy – 6 or 12 pages • Significance, Innovation, and Approach • Cover Letter – chance to influence how the project is reviewed • Possible uploads: • Multiple PI Leadership Plan; Contractual Arrangements; Letters of Support; etc.

  21. DARPA Specifics • 12 point font • Volume I: Technical & Management Proposal • Cover Sheet – must follow the format • Table of Contents • Summary • Description broken down into specific sections • Cost Summary • Appendices • Reps, Certs, IP, Humans, Animals, etc.

  22. DARPA Specifics • Volume II: Cost Proposal • Cover Sheet – must follow the format • Detailed Cost breakdown • Option, Task, Subtask, Month, Cost Category • Labor rate/hour • Travel – purpose, # of trips/days/people, destination • Materials – quantity, unit price, vendor, basis of estimate • Equipment quotes

  23. Internal Forms

  24. Proposal Certification Form • Required for ALL submissions • Dean’s authorization to commit resources (effort, labs, etc.) • Dean’s authorization to commit cost share • MUST be received prior to submission • OSP will NOT SUBMIT without a signed cert form

  25. Export Control • Required for ALL proposals and contracts • Monitored by the Office of Research Compliance • Completed and signed by PI • MUST be received prior to submission

  26. Cost Share/Matching Funds • Cost share section of Cert form MUST be signed by Dean • Type of cost share must be identified • Matching funds must be identified • Will NOT submit a proposal without authorization from the Dean approving and identifying cost share/matching

  27. Subcontracts • Inform Specialist as soon as possible if there will be Subcontracts • Documents needed from each subcontractor: • Letter of commitment from participating institution • Statement of Work • Detailed Budget with Justification on correct agency budget sheet

  28. Indirect Costs (IDC) Waiver • Required if there is not a mandatory IDC limitation • Not required if RFP limits IDC or sponsor has formal IDC policy (Welch Foundation) • MUST be received prior to submission

  29. Things to Consider • Plan ahead and start early • Internal forms require multiple signatures and MUST be completed prior to submission • Peruse funding opportunities often to determine due dates • Obey the 4 day rule – Entire proposal to OSP 4 days prior to due date (draft of main body acceptable)

  30. Don’t forget! Follow the 4 day rule! The more time a Specialist has to review, the more in depth feedback you’ll receive And Be flexible and allow for unexpected difficulties.

  31. Questions?

  32. Contacting OSP • OSP Main Office – x2313 osp@utdallas.edu • Rebecca Everett – x4313 rebecca.everett@utdallas.edu • Rachell Reilly – x2040 rachell.reilly@utdallas.edu • Lucien Finley – x4513 lucien.finley@utdallas.edu • Amanda Miller – x4575 amanda.miller@utdallas.edu • Emily Lacy – x4572 emily.lacy@utdallas.edu • Dina Caplinger – x2312 dina.caplinger@utdallas.edu • Jonathan Spencer – x2041 jonathan.spencer@utdallas.edu • Jerry Guzman – x2176 jmg051000@utdallas.edu • Brian Scott – x4552 brian.scott@utdallas.edu

  33. Websites OSP (current PI lists) https://www.utdallas.edu/research/docs/grant_specialist_list/ Researchers Guide http://www.utdallas.edu/research/guide/ Internal Forms http://www.utdallas.edu/research/osp/admins/resources_and_forms/ SF424 and Form Templates http://grants.nih.gov/grants/funding/424/index.htm#inst NSF GPG http://www.nsf.gov/publications/pub_summ.jsp?ods_key=gpg

  34. NIH Tutorials/Samples http://www.nlm.nih.gov/ep/Tutorial.html http://public.csr.nih.gov/aboutcsr/contactcsr/pages/contactorvisitcsrpages/nih-grant-review-process-youtube-videos.aspx NSF Writing Tips http://www.cs.cmu.edu/~sfinger/advice/advice.html http://www.nsf.gov/pubs/2004/nsf04016/nsf04016_1.htm

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