1. Overview of Proposal and Award Process at UCLA A short “ How-to-Do ”

2. Types of Sponsored Projects Research Training Public Service Other Sponsored Activities

3. Sources of Research Support Intramural Funding Includes Academic Senate grants and special programs sponsored by academic units Extramural Funding Federal State Local Gov ’ t (County, City) Non-profit organizations Foundations For-profit corporations

4. Proposal Types Preliminary (white paper) Solicited Unsolicited New Renewal Continuation Revision Supplement

5. Award Instruments Grants Contracts Subawards Cooperative Agreements Gifts

6. It ’ s a Team Effort Roles and Responsibilities

7. The Team Players Office of Research Administration –Office of Contract and Grant Administration – Extramural Fund Management – Office of Intellectual Property Administration – Central Data Management Team Academic Departments –Principal Investigator –Chairs/Deans –Department administrator/fund manager –DRAs

8. Other Central Offices –Business & Financial Services Corporate Accounting Purchasing Equipment Management Payroll Accounts Payable –Office for the Protection of Research Subjects –Environmental Health & Safety –Gift Policy Administration Sponsors The Team Players, Con ’ t

9. Negotiate Award Close-out Award Generate Payment Requests Identify Funding Monitor Project & Manage Funds Perform Work Life Cycle of an Award Set Up Award Prepare Proposal & Submit Proposal

10. Identify Funding Sources Purpose: To develop additional and alternative sources of funding for research, teaching, public service Identify agency priorities Obtain RFP ’ s (when appropriate) Subscribe to ORA Funding Opportunities listserv

11. Prepare and Submit Proposal Purpose: To obtain funding Read RFP/agency guidelines Develop scope of work Determine resources necessary Prepare budget and justification Identify key personnel Complete agency forms Obtain necessary approvals Review and submit proposal

12. PROPOSAL COMMANDMENTS Thou Shalt make sure thou has the MOST RECENT Proposal Guidelines Thou Shalt READ thy Proposal Guidelines Thou Shalt FOLLOW thy Proposal Guidelines

13. Five Key Areas in Proposal Preparation and Submission Process 1.Prepares proposal in accordance with agency guidelines 2.Completes a “ Goldenrod ” and obtains necessary signatures of Chairs, Directors or Deans on the Goldenrod 3.Obtains any necessary approvals concerning use of animals, human subjects or ionizing radiation 4.If appropriate, completes a statement of financial interest (form 730-U and/or 740) 5.Forwards copies of all materials to OCGA – ideally three working days before the filing deadline.

14. Standard Grant Proposal Components Cover Page Table of Contents Abstract Project Description Budget Biosketches (CV) ReferencesFacilities Current and Pending Support AppendicesCertifications

15. Negotiate Award Terms & Conditions Purpose: To confirm/accept agency terms and conditions on behalf of UCLA Review terms and conditions Identify problematic provisions Propose alternative solutions Obtain review and comment from PI for acceptability Negotiate issues with agency Accept award

16. Hierarchy of Regulations Award Terms Departmental Policies University Policies & Procedures Sponsor Policies Federal Policies and Governmental Law Policy 910 and Accounting & Financial Policies Award Terms A-21 A-110 FAR

17. Set-Up Award Purpose: To establish an award number so spending can start in accordance with terms and conditions Enter and update basic award data (RNET/COEUS) Record terms and conditions Determine fund number and establish in financial system Record budget in financial system Dept. requests recharge ID ORA communicates information (award synopsis)

18. Perform Work Purpose: To meet goals of the award Hire project personnel Purchase equipment and supplies, subcontractors, consultants Conduct research, training or public service activity Incur expenditures

19. Monitor & Financially Manage the Project Purpose: To safeguard the university’s reputation and assets and satisfy agency requirements Check budget & terms and conditions Review ledger Contact EFM or OCGA to discuss alternative solutions Obtain approvals (if necessary) Rebudget/TOF

20. Generate Payment Requests Purpose: To notify agency of payments due in accordance with terms and conditions Determine expenditures Resolve issues, make adjustments Move unallowable expenditures Prepare invoices Submit request

21. Close-Out Award Purpose: To notify agency of research completed, project results and expenditures, equipment, inventions, etc. Generate reports: –technical –financial –equipment –patent/Invention Submit reports Record submission of reports

22. Thank you!