GRANTSPROCESS VANDERBILT

Office of Sponsored Programs

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LEARNING OBJECTIVES

By the end of the session, you should be able to explain:• how a grant is initiated• when and how OSP is involved• the various elements of a grant submission• the steps within OSP during the grant process• the established timelines and expectations• the common pitfalls in the grant process

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1. START PROPOSAL IN COEUS

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ABOUT COEUS

• A relational database• Users can build proposals and

budgets• Proposals can be approved in

an electronic, real-time process• Faculty can submit most

federal proposals to Grants.gov• Process to manage all research

awards4

2. LOG PROPOSAL INTO PEER

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PEER is a Vanderbilt system

• Paperless Environment for Electronic Review

• A web-based program, or “application” for OSP to transact business with our customers

• Electronic submission of numerous business items including grant-related requests and certifications, research and service/consulting contracts, and more

• Purpose: Speed turn around times, increase compliance, track workflow, and reduce paper usage

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3. TRIGGER COIs

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CONFLICT OF INTEREST

• When submitting a proposal, PI/Co-Investigators must complete a Conflict of Interest Certification in PEER• Certification states whether or not they have

a significant (<$5,000) interest in the project that is being submitted for funding• Once notification is received that an award is

eminent, a review will be conducted by the Faculty Affairs Office to determine if a conflict exists. • Once this review has been completed,

spending on an award may begin.8

4. TRIGGER PI ASSURANCES

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PI ASSURANCE

• Regardless of sponsor, the PI & any multiple and/or Co-PIs complete PI assurance in PEER

• The assurance states that the individual certified that:

1. The information submitted within the application is true, complete and accurate to the best of my knowledge; and

2. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil or administrative penalties; and

3. I agree to accept responsibility for the scientific conduct of the project and to provide the required progress reports if a grant is awarded as a result of the application.

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PI ASSURANCE

Furthermore, the person certifies that:

1. I will observe all sponsor and Vanderbilt policies; and

2. I will inform compliance committees (IRB and/or IACUC) if there is a change to the project that will require additional approval; and

3. I will adhere to institutional safety regulations for research involving radioisotopes, biohazards, or recombinant DNA as set forth by Vanderbilt Environmental Health and Safety.

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5. COMPLETE SPONSOR FORMS

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SPONSOR-BASED FORMS

Many federal agencies and non-federal sponsors have their own methods of submitting grant proposals that Vanderbilt must use, including:

• National Science Foundation: Fastlane• American Heart Association: Grants@Heart• NIH Program Grant: Paper submission• NIH Training Grant: Adobe submission• American Cancer Society: Proposal Central• Gates Foundation: email

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6. COMPLETE BUSINESS SECTION IN COEUS

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BUSINESS SECTION

OSP typically only reviews the business section, which includes:• Line-Item Budget & Budget Justification• Equipment and Facilities: These two documents

explain Vanderbilt’s capacity to conduct the research.• Project Summary/Abstract: This is a brief summary

of the proposed work.• Project Narrative: This is a brief statement of the

benefit to public health.• Letters of Intent to Form a Consortium: for all

incoming/outgoing subcontracts• Sponsor documentation (for non-grants.gov

proposals)• Any other business/compliance documents (ex. current

and pending document)

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OTHER PROPOSAL SECTIONSOSP typically only reviews the business section, however, OSP will check to ensure that the PI intends to load documents where needed for compliance• Research Plan• Biosketches: the biosketch is a person’s CV

presented in specific format• Human and animal subjects documents• Bibliography• Other required documents (ex. Multiple PI Leadership

Plan)

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7. ROUTE COEUS PROPOSAL FOR APPROVAL

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GRANTS TIMELINE

• 10 business days before the sponsor deadline PI + department finalize business section and routes the proposal for approval

• 8 business days before the sponsor deadline OSP receives proposal for review and approval

• 3 business days before the sponsor deadline PI submits proposal to sponsor

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8. KEY PERSONS SUBMIT COIs

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9. PIs SUBMIT PI ASSURANCES

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10. INTERNAL UNITS REVIEW & APPROVE PROPOSAL

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PROPOSAL REJECTION

• Proposals may be rejected by an approving unit or the central office (OSP, VA, Hospital Finance) for a myriad of reasons• Most reasons for rejection stem from

instances of non-compliance

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CORRECTING REJECTED PROPOSALS

• In working with a rejected proposal, there is no need to copy it, just open the rejected proposal, correct all errors and reroute for approval.

• Units that previously approved the proposal will need to approve it again; however, in some instances units may be bypassed (request this in PEER) to expedite the process.

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REROUTING PROPOSALS

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11. DEPARTMENT UPLOADS FINAL DOCUMENTS

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12. IF REQUIRED OSP SIGNS SPONSOR “FACE PAGE”

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13. PI COMPLETES FINAL REVIEW & SIGNS OFF

• Final review of the proposal should include ensuring that all the science-related documentation has been successfully uploaded and that it is compliant with sponsor guidelines• For Coeus submissions, this must occur prior

to the PI approving the proposal

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14. PI OR OSP SUBMITS PROPOSAL (AS APPLICABLE)

• Depending on the sponsor or the technology, OSP may be required to submit the application on behalf of the PI, such as American Heart Association grants or Adobe submissions

• In these instances, the PI may be required to complete all sections of the proposal in advance of the internal deadline

• In Coeus, a proposal is labeled “submitted” once the final approver has approved the proposal, whether or not it has been literally submitted

• In some rare instances, OSP can submit on behalf of the PI (must be requested via PEER)

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15. PI VERIFIES RECEIPT OF PROPOSAL

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WARNINGS & ERRORS

• Warnings: could result from computer error, will be examined by CSR at NIH

• Errors: cannot proceed in validation process, must be resubmitted as a changed/corrected application if time allows

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eRA COMMONS IS THE NIH PORTAL• eRA Commons is an online interface where

grant applicants, grantees and federal staff at NIH and grantor agencies can access and share administrative information relating to research grants.• Functions include:• Track the status of their grant applications through

the submission process, view errors and/or warnings and check the assembled grant image

• View summary statements and score letters • View notice of award and other key documents• Submit Just-in-Time information• Submit the required documentation• Submit Progress Reports

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PROPOSAL REJECTION

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