The GRANT SUBMISISON PROCESS: - PowerPoint Presentation

1. The GRANT SUBMISISON PROCESS:Proposal Preparation & Submission1

2. About usGrant Submission OfficeWill Adams (Pre-Award Main Contact)Christy Dupuis (Review & Approve)Sarah Kazlauskas (Review & Approve)Cc at least one person on all emailsPathology Grant Office: D6-17 & D6-18“Pre-award”: grant submission“Post-award”: financial and administrative management of your grant once the NOA (notice of award) arrives at UF2

3. Grant submission process common terms & acronymsUF Research Dictionary – Research terms and acronym searchhttps://raportal.research.ufl.edu/tools-and-resources/dictionary/ or google - Some examples below3A-110OMB Circular A-110 - Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, or Other Nonprofit OrganizationsGrantsA-122OMB Circular A-122 - Cost Principles for Non-Profit OrganizationsGrantsA-133OMB Circular A-133 - Audits of States, Local Governments, and Non-Profit OrganizationsGrantsA-21OMB Circular A-21 - Cost Principles for Educational InstitutionsGrantsACOAdministrative Contracting OfficerGrantsACSAnimal Care ServicesGrantsCASCost Accounting StandardsGrantsCOContracting OfficerGrantsNIHNational Institutes of HealthGrantsNOANotice of AwardGrantsRFARequest for ApplicationsGrantsDHHSDepartment of Health and Human ServicesGrants, RegulatoryDSPUF Division of Sponsored ProgramsUF Core Office

4. timelineTell the grants office about your plans for grant submissions as early as you can, especially if it is for the busy NIH deadlines. It is essential for the EP team’s workflow. The final proposal has to be submitted to the grants office no later than 3 days before the posted deadline.The average time it takes to submit a grant varies with its complexity. Budget may take several rounds between PI and EP staff to finalize. Sub-contracts with outside institutions take the longest. Some institutions have stricter requirements than UF for advanced submission.Ultimately, it is the faculty’s responsibility, not the staff, to meet deadlines4

5. Co-investigator submissionWhat to do when being included on a grant from another PI, either in Pathology, another department at UF or an outside institution 5

6. Step 1let us know you are applyingEmail us as soon as you know you know you will be listed on a grant submission with contact info of PI and their grant specialist.We can provide most of the documents for any grant submission (biosketch, budget documents, etc.)The only things we won’t do are:Write the science, including recruitment tables for human subjectsWrite your biosketch (can help with formatting)Write a letter of support Complete your certifications in UFIRST (SFI and PI/Co-I approval)Advice for any of these can be obtained from VP for research or senior faculty6

7. Step 1let us know you are applyingIn addition to traditional grant submissions, please let us know if you are asked to participate in the following:Outside Institution (sub-contract)MTA’sIndustry contracts7

8. Step 2create budget/confirm effortIf a budget has been requested: contact the grants office to put together a draft beginning with the personnel & their effort on the projectIf a budget has not been requested: confirm your effort level with the PIThe department has a 5% minimum effort policy, unless justified (i.e. smaller grants, low time commitment for work, etc.)The goal is to cover your research assignment8

9. Step 2create budget/confirm effortIf cost-sharing is necessary (i.e., you have effort on a grant but it does not provide funds for your salary) We discourage cost sharing as much as possible.You will need to identify another source of funds to provide salary coverage (e.g., fellowship, endowment, other) Cost-share requires management level approval (Sarah & Christy get approval from Vice Chair/Chair)Sometimes required by sponsor (so check their guidelines)Be careful: don’t cost-share items you can’t documentDon’t assume that you will not get paid on internal grants – READ the GUIDELINES, especially if the PI is in another department, and notify Path grants office if you see 0% effort, they are here to manage those situations for you9

10. Full Grant Submission processWhat to do when you are the PI submitting a full application10

11. Step 2review the rfp/funding announcementUnderstanding sponsor solicitationsRequired documentsBudget restrictionsFormatting requirementsSponsor submission deadlinesContact grant office with any questions about the grant (sponsor, deadline, required documents, submission process, etc.)When applying to a “non-standard” agency, provide the RFA to the grant office.11

12. Step 3Prepare budgetOnce you have identified the grant you want to submit, reach out to the grants office to put together a draft budgetBegin with the personnel & the effort that will be covered on the grantProvide a justification for all the costs associated with the grantThe grants office assists typically in determining $$ amount corresponding to the level of effort in calendar months for personnel, as well as with indirect costs.Supplies & other expenses should have descriptions of what will be purchased and at what amount (as detailed as requested by RFA). 12

13. Step 3Prepare budgetGenerating BudgetsMake sure budget coincides with narrativeMake sure costs are allowable-salaries, animal costs, travel, core fee for services, supplies, consumables, reagents, technical computer software, equipment, etc. Be realisticEstimating too high or too low = not fundedEstimate costs as accurately as possible13

14. Step 3Prepare budgetFacilities & Administrative Costs (Overhead/ Indirect costs)Check sponsor’s allowed overhead rate, if anyWork with grants office if there are questions on what rate to use14

15. Step 4 prepare required documentsResearch the sponsor and the review processAlways write for the reviewersDemonstrate supportCommittee, collaborators, agency officials who will write lettersRead directions and follow themUnderstand that a proposal is an instrument of persuasionReach out to Dr. Morel and Dr. Garrett with any questions while preparing scientific documents 15

16. Step 4 prepare required documentsSend all grant information to grants office by deadlineGrants Office – 3 days before published deadlineDSP – 9 a.m. the day before published deadlineGrants office prepares UFIRST proposal and submits to DSPDSP submits to agency16

17. Step 4 prepare required documents17

18. Step 5proposal submissionDeadlines for final documents:Grants Office – 3 Days before published deadlineDSP – 9 a.m. the day before published deadlineOnce the grants office has final documents they will generate a proposal within UFIRST As the PI you will need to complete the PI and Significant Financial Interest (SFI) certification process in UFIRST. Required when UF will be the recipient or a sub-recipient of funding from a US Public Health Service Organization (HHS, PHS, NIH, HRSA, FDA, SAMSA, AHRQ, CDC, CMS). Use with non-federal sponsors that adopt the PHS FCOI policy, for example, American Heart, FDOH/Bankhead Coley, Alliance for Lupus Research (ALR), American Cancer Society (ACS), American Heart Association (AHA), Arthritis Foundation (AF), Juvenile Diabetes Research Foundation (JDRF), Lupus Foundation of America (LFA), and Susan G. Komen for the Cure American Lung Association.All Key Personnel will also need to complete the SFI certification process in UFIRST Once the UFIRST proposal is complete the grants office will submit it to the DSP for their review18

19. Step 5proposal submissionUF requires approvals for proposals, supplemental funding, progress reports with detailed budgets or other sponsored projects in UFIRSTUFIRST will electronically route the proposal and collect the required approvalsYou will receive a UFIRST email notification once DSP has completed their review and given their approvalIf possible, DSP will submit the final grant to sponsor on behalf of PIIf not, the PI/grants office submits the final grant proposal to the sponsor and sends some type of confirmation to the DSP contact assigned to the proposal19

20. Step 5proposal submission20

21. Step 5proposal submissionBudget and personnel cannot be updated after the 9 am submission deadline to DSP (must be final versions)Science portion of grant applications can be updated up until DSP/Grants office submits grant to sponsorGrants office will send a PDF copy of final grant submission to PI prior to DSP submission to sponsor21

22. General notesCommon ErrorsFormat and not following instructions: This may result in your proposal not being submitted.(font, margins, pages, appended material, etc.):Not allowing enough lead time for internal reviewGrant-writing mistakes: a sure path to a low scoreWriting unclear – jargon, inaccessible, unorganizedReferences not matching the textCareless criticism of other scholars in field22

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24. contactsEP Grants OfficeWill williamladams@ufl.edu Kendra krs2@ufl.eduChristy popp@pathology.ufl.eduSarah farmers@pathology.ufl.edu 24