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 Dallasutdallas.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? Different sponsors = different submission types What internal documents are needed & when?

The University of Texas at Dallasutdallas.edu Finding Funding Refresher New Funding Opportunities List on the website: by_deadline/ Grants.gov Catalog of Federal Domestic Assistance Federal Register Agency websites 3

The University of Texas at Dallasutdallas.edu Research Development PIVOT Contact Beth Keithly x4568 4

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The University of Texas at Dallasutdallas.edu 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: cialist_list/ 6

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu Solicitation Specifics Request for Proposal (RFP) Federal Opportunity Announcement (FOA) Program/Parent Announcement (PA) Request for Applications (RFA) Broad Agency Announcement (BAA)

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu Sample Solicitations html ns/DARPA_Solicitations.aspx 10

The University of Texas at Dallasutdallas.edu Submission Systems

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu Internal Forms

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

The University of Texas at Dallasutdallas.edu 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

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The University of Texas at Dallasutdallas.edu 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 29

The University of Texas at Dallasutdallas.edu 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 30

The University of Texas at Dallasutdallas.edu 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) 31

The University of Texas at Dallasutdallas.edu 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. 32

The University of Texas at Dallasutdallas.edu Questions? 33

The University of Texas at Dallasutdallas.edu Contacting OSP 34 ◦ OSP Main Office – x2313 ◦ Rebecca Everett – x4313 ◦ Rachell Reilly – x2040 ◦ Lucien Finley – x4513 ◦ Amanda Miller – x4575 ◦ Emily Lacy – x4572 ◦ Dina Caplinger – x2312 ◦ Jonathan Spencer – x2041 ◦ Jerry Guzman – x2176 ◦ Brian Scott – x4552

The University of Texas at Dallasutdallas.edu Websites 35 OSP (current PI lists) Researchers Guide Internal Forms SF424 and Form Templates NSF GPG

The University of Texas at Dallasutdallas.edu NIH Tutorials/Samples orvisitcsrpages/nih-grant-review-process-youtube- videos.aspx NSF Writing Tips