FAQs for Proposal Submission
- What do I need to do to submit a proposal?
- Does someone at the University need to see my grant before I send it to the agency?
- What is Grants.gov?
- What is Cayuse?
- My project involves human subject research. What do I do?
- My project involves animal subject research. What do I do?
- Another agency has asked me to be a Principal Investigator on their proposal. What do I do?
- I want to set up an agreement for another agency to work from my grant funds.
- What do you require in terms of a budget?
- What are Facilities and Administrative Costs and how do I apply them?
- What is the "OSR Approval Form" and how do I complete it?
- What is the deadline for submitting proposals to the Contract & Grant Division?
- How do I administer American Recovery and Reinvestment Act (ARRA) funds?
Who can submit a sponsored project proposal?
To submit a proposal one must have an academic appointment of 50% or more or a waiver of Principal Investigator status is required. Download and submit a Principal Investigator (PI) Status Request form.
What do I need to do to submit a proposal?
To submit a sponsored project proposal, please review “A Quick Guide to Submitting Contract and Grant Proposals (word, 53.2 kB, info)”. This will give you a good starting point.
Does someone at the University need to see my grant before I send it to the agency?
Yes, all proposals require review by a Department Chair and by the Contracts & Grants Office. All proposals must be submitted for review to the Contracts and Grants office by 9:00 a.m. four days before the agency deadline. Departments each have their own internal deadlines for Chair review and approval.
What is Grants.Gov?
Grants.gov is the central portal that the federal government is implementing for grant submissions. Grants.gov is intended to be a simple, unified source to electronically find and apply for grant opportunities from all federal grant-making agencies. Visit the Electronic Submissions website.
What is Cayuse?
Cayuse is a software solution that is required at UCSF for the submission of most federally funded applications via Grants.gov. Cayuse is a hosted web application that can be accessed directly from a PC or Mac desktop. The system is easy to use, highly intuitive and has robust functionality to support the creation and submission of error-free grant applications. Learn more at the Cayuse webpage.
My project involves human subject research. What do I do?
You will need to work through the process as is described by the Committee on Human Research (CHR) on their website.
Most federal agencies as well as non-profit agencies will require “Just In Time” materials. If you are awarded, then you will provide the approval to use human subjects “just in time” or prior to award. It is at this time that you should have any human subject approvals ready to submit. Therefore, you should start working on your human subjects approval at the same time you submit your grant to the agency.
My project involves animal subject research. What do I do?
You will need to work through the process as is described by the university's Institutional Animal Care and Use Committee on their website.
Again, most federal agencies as well as non-profit agencies will require “Just In Time” materials. If you are awarded, then you will provide the approval to use animals “just in time” or prior to award. It is at this time that you should have any animal subject approvals ready to submit. Therefore, you should start working on your animal subjects approval at the same time you submit your grant to the agency.
Another agency has asked me to be a Principal Investigator on their proposal. What do I do?
You will need to submit a full proposal to the Contracts and Grants office following the “Quick Guide” instructions in question #1. Since the work at UCSF will be a “subproject” under an outside investigators prime award, the proposal that you will be submitting is considered a subcontract proposal.
I want to set up an agreement for another agency to work from my grant funds. How do I do it?
After you are awarded, you will need to set up an “outgoing subaward”.
What do you require in terms of a budget?
A budget should include effort, salary and benefits for all personnel. You should only list UCSF personnel in the UCSF budget. Outside personnel constitute consortium or consultants and must be listed as such. Other budget categories to be included are supplies, patient care costs, other expenses, equipment and F&A costs. In preparing your budget please review charging practices for sponsored projects and the Budget Development Resources on the C&G webpage.
UCSF
Cost Accounting Standards (CAS)
Budget development resources
What are Facilities and Administrative Costs and how do I apply them?
Facilities and Administrative Costs are “overhead” costs. View the Facilities and Administration (F&A) rate table on the Budget Development Resources page to understand how to apply these costs and what rate you should use in preparing your proposal.
What is an "OSR Approval Form" and how do I complete it?
The "OSR Approval Form" is the department's official authorization that a proposal is to be submitted to the intended sponsor. This form captures all of the proposal's administrative data and departmental authorizing signatures. To generate an OSR Approval Form, enter the proposal's data into ProposalExpress and then use it to generate the OSR Approval Form. View the OSR Approval Form job aids for information about the various data fields and for the required departmental signature.
What is the deadline for submitting proposals to the Contract & Grant Division?
Submit completed proposals (electronic or hardcopy) with a fully authorized "OSR Approval Form" to the Contracts & Grants Division by 9am four working days before the sponsor's deadline.
How do I administer American Recovery and Reinvestment Act (ARRA) funds?
ARRA refers to the federal economic stimulus funds recently signed by President Obama. For more information about ARRA and its administration, visit the Accounting Office's FAQ: American Recovery and Reinvestment Act (ARRA). Also visit the UCSF Economic Stimulus Package website.
Updated: June, 2009
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