Proposal Submission Steps, Timeline and Routing Documents Step Develop general Proposal With colleagues and collaborators, agree on the general approach that will be taken and the research sites to be used Develop plans for who will write different parts of the proposal and how you will track your Progress GSU’s GCO’s will provide information on your proposal submission, feedback on all questions concerning your submission Step Send Request Letters for Support/Participation: Communicate with any external co-PIs, consultants, and potential participating sites to request letters of commitment and name of contact person for the development of any subcontract(s) Getting support letters from research sites can be time consuming so start this process well in advance of the deadline for submission Format and inclusion of letters can vary by sponsor Please verify the specifics around these letters in the RFA or sponsor guidelines; you can also check with your GCO should you need assistance A subaward checklist document can be provide by the GCO [30 - 25 business days prior to submission deadline] Step Notification of Intent to submit: Your GCO (Grants and Contracts Officer) will send out the ‘Intent to submit’ once a month to remind of upcoming grant submission dates At that point please respond by completing the ‘intent to submit’ and end it back to the GCO that submits your department grants; Brenda Y Marlow for Health Policy & Behavioral Science, and Lesley Easley for Population Health Science [30 business days prior to submission deadline] Step Meet with GCO: Meet with GCO, either in person or via email, to review the application requirements and discuss timeframe, communication and support, human subjects, any potential eRA User ID/SFI/COI/CITI Training the faculty member must be aware of and budget needs [30 25 business days prior to submission deadline] Step Develop Basic Documents: PI submits to GCO the project Abstract, final budget and budget justification including final subaward budget and all subaward required documents with compliant biosketches [21 business days prior to submission deadline] Step Finalize Budget & Compliance Documents: Communicate with GCO staff to verify budget and to complete compliance (I.e., eRA Commons user ID, SFI, COI, CITI Training) documents for internal approval [14 business days prior to submission deadline, this is a critical step that effectively "freezes" the submission process] Step Submit Final Documents: All above-mentioned documents routed internally via the Research Portal so that OSPA is aware of the submission date of the proposal(s), so that they may keep up with anything that may arise in the submission process The package is assembled and reviewed by GCO and the PI prior to routing [5 business days prior to submission deadline] This date is required by OSPA to provide the department time to review send to the appropriate OSPA officer that will be reviewing and submitting grant Step Submit Proposal: Proposal is submitted electronically via Cayuse by the OSPA Officer If any revisions are to be done once it’s been reviewed by OSPA, the GCO and PI will assist with those revisions [2 - business day prior to submission deadline] Please note: During review, proposal may be returned to PI/GCO for corrections based on budget, effort, missing narratives, required documents, etc Your GCO’s not write any portion of your proposal or make revision GCO review and return to the PI who must make all revisions based on proposal guidelines OSPA Contact Tulani Murphy, MS - Associate Director, Office of Sponsored Proposals & Awards Georgia State University Tmurphy30@gsu.edu Office: 404-413-3500 Direct: 404-413-3571 Items to include for internal routing based on proposal guidelines: • • • • • Abstract/Scope of Work Detailed Budget Budget Justification Biosketch Final subaward required documents o Statement of work o Sub-recipient form (provided by GSU GCO) For Rhode Island Hospital o Budget (excel form listing F&A and fringe rate) o Justification o Letter of intent signed by Official in Sponsored Programs provided by GCO (if Institution is part of the FDP Organization (Federal Demonstration Partnership) For Wayne State University o Bio sketch (NIH format) o F&A rate agreement Forms 3B1 & 3B2 (required once grant is awarded, but accepted prior to award) Additional Items: GSU is Sub-Recipient (Incoming sub funds to GSU) • • • Sponsor Funding Opportunity Announcement (FOA) GSU Letter of Intent to Prime Recipient to be signed by Office of sponsored program to be returned to Prime Recipient Draft of Agreement from Prime Recipient, if available OSPA Administrative Review performed includes: a b c d e f g Sponsor guidelines - Terms and Conditions Abstract/Scope of Work Budget (F&A/Fringe Rates and Percent Effort) Budget Justification (compared to the budget for accuracy) Compliance (IACUC, IRB, etc.) Facilities & Resources Biosketch against guidelines h Page numbers, formatting, margins, file size, fonts, text color, headers/footers, images, hyperlinks and URL’s ROUTING POSSIBLE PROBLEMS…PLEASE DOUBLE CHECK THESE ITEMS During the review by either the GCO or OSPA, a proposal may be returned for revisions based on but not limited to the following issues/concerns: Budget • • • • The proposed committed effort and salary requested on the budget not match Fringe rates requested are not based on current Fringe Rate Agreement Facilities and Administration (F&A) rate charges are not based on current F&A Agreement An item listed in the Budget Justification does not appear in the Budget, vice versa Proposal Personnel • Missing eRA Commons User ID (NIH only) o eRA Commons User IDs must be included for PI and all Key Personnel listed in the proposal budget for all NIH proposals Proposal Personnel • • • Positions and honors are not listed in chronological order Too many contributions to Science listed or too many papers listed Completed grants are older than three (3) years REQUIRED SUBMISSION DOCUMENTS (NIH) • Bibliography/References Sited (The use of "et al." in place of listing all authors of a publication is an acceptable practice) • Biosketch (5 page limit, list up to five contributions to science and site up to four papers, only list research for the past three years, exclude dollar amount) • Budget - Detailed or modular • Budget Justification – Detailed or personnel based off type of budget • Cover Letter (not mandatory but highly recommended by NIH) • Data Sharing Plan(s) • Equipment (standard GSU equipment) • Facilities and Resources • Human Subjects Fillable Form (GCO will send to the PI to complete) • Letters of Support (if applicable From consortium PI/consultant/mentor letters must be combined into a single pdf All consultants must provide a LOS with payment information listed) • Project Narrative (3 sentences) • Project Summary/Abstract (30 lines) • Protection of Human Subjects (If “yes” to human subjects GCO will send a Fillable study record to complete and return so it can be exported into Cayuse) • Research Strategy • Specific Aims *Additional Documents may be required based on the type of submission JIT PROCESS – 60 days prior to award date • • • • Once PI receives an email for a JIT and decide to submit, they should immediately send that email to their GCO to start the process All PI’s must enter their JIT information into eRA Commons and save for OSPA officer to review GCO will submit internally via the research portal for all key personnel to sign off JIT Documents to be submitted: o Current other support for all key personnel o IRB Approval (if applicable) o IACUC approval (if applicable) o Human subjects certification o Other information requested by the awarding IC: NIH IC’s may also request additional Just-in-Time information on a case-by-case basis, such as revised budgets or changes to the human subjects or vertebrate animal sections of the application These changes should be submitted as an "Other Upload" file in the eRA Commons Just-In-Time module