Are You Ready to Submit?


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  • Are You Ready to Submit?

    1. 1. Keeping Proposals On Track Are You “Ready To Submit”? Al Marks Office of Sponsored Programs [email_address] SAGE My e-GC1s OSP Approvals Granting Sponsor or System
    2. 2. Today’s Agenda <ul><ul><li>Submission of quality </li></ul></ul><ul><ul><li>business elements </li></ul></ul><ul><ul><li>Grants.Gov & the process </li></ul></ul><ul><ul><li>New Business Rules </li></ul></ul><ul><ul><li>Top Ten Submission Obstacles </li></ul></ul><ul><ul><li>Q & A </li></ul></ul>
    3. 3. What are the end goals? 3. Maximum potential for award <ul><li>Route quality submissions </li></ul><ul><li>Expeditious institutional </li></ul><ul><li>approvals & submission </li></ul><ul><li>to Sponsors </li></ul>
    4. 4. Get Hooked On Sponsor Instructions
    5. 5. Campus & OSP Partner to provide the essentials for a efficient review <ul><li>Applications in complete form (Scope of work, budget & justification) </li></ul><ul><li>PA guidelines are followed (provide the URL to OSP) </li></ul><ul><li>Budget calculations & numbers are correct </li></ul><ul><li>F&A rates are applied correctly. ( If < standard rate, </li></ul><ul><li>provide Sponsor policy) </li></ul><ul><li>Protocols are approved and current </li></ul><ul><li>Fringe benefits are correctly applied </li></ul><ul><li>e-GC1 data is accurate, consistent & complete </li></ul><ul><li>Use “Additional Information” to give OSP information </li></ul>
    6. 6. Basic elements to a proposal <ul><li>SF-424 / Cover Sheet </li></ul><ul><li>List of Personnel </li></ul><ul><li>Biosketches </li></ul><ul><li>Budget w/ Justification </li></ul><ul><li>Checklist </li></ul><ul><li>Additional info as required by PA </li></ul><ul><li>Scope of Work </li></ul>
    7. 7. Navigating the submission freeway <ul><li>OSP transmits </li></ul><ul><li>grant info & </li></ul><ul><li>receives conf . </li></ul>Grants.Gov performs basic check GRANT000012435 Agency System ERA Commons AN12345 NSF Fastlane
    8. 8. What is Grants.Gov & what’s the issue with submissions? <ul><li>An electronic portal that allows users to find, apply for, and manage over 1,000 grant opportunities from 26 different Federal Agencies. </li></ul><ul><li>It can be slow and unpredictable…especially during major deadlines. </li></ul>
    9. 9. Only 160 proposals per hr. Johns Hopkins HARVARD STANFORD NORTHWESTERN Grants.Gov national submission funnel Goal: 100% successful Submissions – error free! Only 160 proposals per hr. Industry Submissions via can be difficult!
    10. 10. Tools to Manage The Process <ul><ul><ul><li>10 Business </li></ul></ul></ul><ul><ul><ul><li>Day Rule </li></ul></ul></ul><ul><ul><ul><li>5 Business </li></ul></ul></ul><ul><ul><ul><li>Day Rule </li></ul></ul></ul>“ No Worries ” “ No Promises ” “ No Way ” Thanks to: Gene Hutchinson <ul><li>2 Business </li></ul><ul><ul><ul><li>Day Rule </li></ul></ul></ul>Any submission with a hard deadline
    11. 11. Proposal review timeline Deadline -2 Days RTS = Yes Deadline -5 Days Proposal & RTS = yes Deadline -10 Days Business forms ready Sponsor Deadline
    12. 12. Managing The Process <ul><li>Face Page </li></ul><ul><li>List of Personnel </li></ul><ul><li>Biosketches </li></ul><ul><li>Budget </li></ul><ul><li>Budget Justification </li></ul><ul><li>Checklist </li></ul><ul><li>Additional info </li></ul><ul><li>as required by PA </li></ul><ul><li>Description of the research </li></ul>Business Business Business Business Business Business Business Complete & final form 10 days prior The Science Complete & final form 5 days prior
    13. 13. GIM 19 - Managing the process <ul><ul><ul><li>10 Business Days prior: A departmentally approved e-GC1 complete with all business elements of the proposal should be in a status of “In OSP.” </li></ul></ul></ul><ul><ul><ul><li>5 Business Days prior: OSP must receive the final application, in complete form and ready for submission to the sponsor (i.e. &quot;Ready to Submit&quot;) a minimum of five business days prior to the sponsor deadline. &quot;Ready to Submit&quot; means a full and complete application in final format. </li></ul></ul></ul><ul><ul><ul><li>For proposals received less than five days in advance, OSP cannot assure that an electronic submission will successfully route through or other electronic systems in a format that will be accepted by the sponsor or that paper copies will meet all of the sponsor's criteria. Also, any proposal sent to OSP less than five days in advance that is in an incomplete form and/or not &quot;Ready to Submit&quot; will be returned to the PI and the department contact. </li></ul></ul></ul>
    14. 14. GIM 19 - Managing the process <ul><ul><ul><li>2 Day Business Rule: Any &quot;Ready to Submit&quot; proposal received by 12 noon 2 business days in advance of the sponsor deadline (not including weekends or holidays) that has all elements completed (business and science) will be submitted by OSP; however, OSP cannot guarantee a successful transmission via and/or sponsor acceptance when it is received in OSP with insufficient time to review.. </li></ul></ul></ul><ul><ul><ul><li>All proposals, both paper and electronic, received by OSP after 12 noon 2 business days prior to the sponsor deadline will be returned to the PI and department contact and will not be submitted to the Sponsor. </li></ul></ul></ul>
    15. 15. GIM 19 - Managing the process <ul><ul><ul><li>Waivers to the 2 Business Day rule will be made only for PI or Co-PI serious illness, injury, or death of a Key Personnel, or if documented notification of the funding opportunity was made less than 2 weeks </li></ul></ul></ul><ul><ul><ul><li>prior to the deadline. </li></ul></ul></ul><ul><ul><ul><li>All requests must be made to the Dir. of OSP at [email_address] or by phone at (206) 543-4043 and must be made by the Director, Chair, or Dean. </li></ul></ul></ul>
    16. 16. GIM 19 - Managing the process <ul><ul><ul><li>Email confirmation of approved waivers must be attached to the e-GC1 prior to re-submission to OSP. </li></ul></ul></ul><ul><ul><ul><li>Proposal with approved waivers will be submitted, but OSP cannot ensure that the electronic submission will be routed in time to meet the sponsor deadline. </li></ul></ul></ul>
    17. 17. When am I really ready to submit?  All required e-GC1 fields completed All COMPLETED Sponsor required forms attached IRB or IACUC studies / protocol approval dates IRB / IACUC modifications applied for Attached paperwork for subcontracts or consultants Research plan and budget is attached in FINAL form Attachments are in correct format (NIH – PDF only!) IDC is rate in accordance with GIM #13 Any required approved waivers (e.g. IDC, e-GC1 addendum, 48hr)         Then RTS = YES!
    18. 18. TOP 10 Submission Obstacles Keeping Proposals On Track
    19. 19. Top 10 Submission Obstacles 10. Rejecting a submitted proposals near the deadline 9. e-RA Commons user profile errors 8. Miscalculation of effort (person months not %of effort for NIH) 7. Budget miscalculations (e.g. rates, exclusions, dates, totals match to 424) 6. Missing federal ID
    20. 20. Top 10 Submission Errors 5. Application business requirements not met (e.g. field length, type, pages, missing forms) 4. Key Person named on form / Use of Co-PI role (NIH) 3. Dates do not match between periods 2. Invalid / inconsistent/ missing data (e.g. federal id, budget, resource or data sharing, match to 424, Co-PI for NIH) 1. Missing attachments / attachments not in PDF format (NIH)
    21. 21. <ul><ul><ul><ul><li>Q & A </li></ul></ul></ul></ul>Thanks for your participation & support!