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

The University of Texas at Dallas utdallas.edu

Proposal Submission


Emily LacySponsored Projects

July 2, 2013


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 [email protected]

mailto:[email protected]


5


6

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/


7

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)


Solicitation SpecificsRequest for

Proposal (RFP)

Federal Opportunity

Announcement (FOA)

Program/Parent Announcement

(PA)

Request for Applications

(RFA)

Broad Agency Announceme

nt (BAA)


9

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


10

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





Submission Systems


12

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

The University of Texas at Dallas utdallas.edu13

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


14

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


15

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


16

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.


17

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


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


19

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’


20

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


21

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.


22

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.


23

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


Internal Forms


25

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


26

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


27

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


Proj ID No:UTD Proposal No.:

PI Info

PI Name: Phone:

Co-PI(s): Email:School: Mailstop:

Proposal/Sponsor Information

Proposal Title:Sponsor:CFDA #: Sponsor Link:

Start Date: (Website for sponsor RFP/Guidelines)End Date: Proposal Deadline:

Sponsor Type: Federal FoundationState/Local Other

Industrial/Corporation Is the Sponsor a foreign entity?

Compliance (check all that apply)

Office of Research Compliance (x4577) Environmental Health and Safety (x4111)Human subjects Biohazards Select agentsAnimal subjects Recombinant DNA Controlled subst.

Lasers/Radiation Toxins/Haz. chem.

Effort/Cost Share

How much effort have the PI and/or Co-PI(s) committed to this program?*PI Co-PI1 Co-PI2 Co-PI3

PI NameCommitment (% or weeks or $) 1 mon

Is any effort cost shared**? (Y or N)If "Yes", how much?

Is there additional cost share? If "Yes", how much? 4,819.50

Signature of Dean or Dean's desgnee to acknowledge cost share commitment -->

Budget Summary

Salary/WagesFringe Benefits

TravelSupplies/M&O

Subcontract < $25,000Subcontract > $25,000

Tuition/ScholarshipsCapital Equipment

Total Direct CostsIndirect Costs

TOT PROJ COSTS

Principal Investigator Date Dean Date

Co-PI Date Office of Sponsored Projects Date

Program Head/Center Director Date Office of the Vice President for Research Date

5/31/2016

123456

John Smith

How to Submit a ProposalNSF

[email protected]

5555

AD15

5,000.00$ 15,000.00$ 1,000.00$ 3,000.00$

9/10/2012

47.074 http://nsf.gov/pubs/2012/nsf12567/nsf1256

First Year Total Project

6/1/2013

2,000.00$ 6,000.00$ 2,500.00$ 7,500.00$

53%10,500.00$ 31,500.00$ 5,565.00$ 16,695.00$

-$ -$

16,065.00$ 48,195.00$

IDC Rate

* Committed effort should only include effort that is documented in the proposal submitted to the Sponsor.

** Cost shared effort includes any committed effort that is not paid for by the sponsor.

IDC Applies

IDC does notapply

UNIVERSITY ENDORSEMENT: The attached proposal has been examined by the off icials whose signatures appear below. The principal academic review of the proposal is the responsibility of the Program/Center and School. The research or program is in keeping w ith the University of Texas at Dallas' educational objectives and is w ithin the established role and scope of this institution. It is in full compliance w ith the Board of Regent's Rules and Regulations.

Yes No

Y N Y N Y N Y N

Y N


29

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


30

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


31

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)


32

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.


Questions?


34

Contacting OSP◦ OSP Main Office – x2313 [email protected]

◦ Rebecca Everett – x4313 [email protected]

◦ Rachell Reilly – x2040 [email protected]◦ Lucien Finley – x4513 [email protected]◦ Amanda Miller – x4575

[email protected]◦ Emily Lacy – x4572 [email protected]◦ Dina Caplinger – x2312

[email protected]◦ Jonathan Spencer – x2041

[email protected]◦ Jerry Guzman – x2176 [email protected] ◦ Brian Scott – x4552 [email protected]




35

Websites• OSP (current PI lists)https://www.utdallas.edu/research/docs/grant_specialist_list/

• Researchers Guidehttp://www.utdallas.edu/research/guide/

• Internal Forms http://www.utdallas.edu/research/osp/admins/resources_and_forms/

• SF424 and Form Templateshttp://grants.nih.gov/grants/funding/424/index.htm#inst

• NSF GPGhttp://www.nsf.gov/publications/pub_summ.jsp?ods_key=gpg

https://www.utdallas.edu/research/docs/grant_specialist_list/

https://www.utdallas.edu/research/docs/grant_specialist_list/

http://www.utdallas.edu/research/guide/

http://www.utdallas.edu/research/guide/

http://www.utdallas.edu/research/osp/admins/resources_and_forms/

http://www.utdallas.edu/research/osp/admins/resources_and_forms/

http://grants.nih.gov/grants/funding/424/index.htm

http://www.nsf.gov/publications/pub_summ.jsp?ods_key=gpg

http://www.nsf.gov/publications/pub_summ.jsp?ods_key=gpg


36

• NIH Tutorials/Sampleshttp://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 Tipshttp://www.cs.cmu.edu/~sfinger/advice/advice.html

http://www.nsf.gov/pubs/2004/nsf04016/nsf04016_1.htm

http://www.nlm.nih.gov/ep/Tutorial.html






http://www.cs.cmu.edu/~sfinger/advice/advice.html




