Category Archives: Proposals

Attention Researchers & Financial Managers-A New Electronic Approval Process for the Cost Share Authorization Form

Effective Monday, October 9, 2017, all Cost Share/Matching Support Authorization Forms must go through an electronic approval process.  This form is used by investigators during the proposal preparation stage when requesting cost share for a sponsored project.  It has been available in Banweb for several years but now has electronic approval for cost share authorization requests; there is no longer a need to print the form and obtain physical signatures.

All financial managers listed on a cost share authorization request will be prompted via email to log in to Banweb to provide an approval (or denial) and index number for all requests specifically applicable to them.  It is important that all financial managers designate a proxy (someone authorized to approve/deny cost share requests on their behalf) in an effort to prevent delays in the approval flow.

To access the form, log in to Banweb.  Once logged in, click on Research and then Cost Share.

Visit the Sponsored Programs website to find instructions for investigators/department coordinators and financial managers.

As a reminder to investigators, this approval process change does not negate the importance for you to hold appropriate cost share request conversations with individuals prior to completing and submitting the electronic form.

For any questions or issues, please contact the Sponsored Programs Office at 7-2226.


NIH – New Human Subjects & Clinical Trial Information Form

Per  an email from Dr. Michael Lauer of NIH regarding Human Subjects and Clinical Trial research:

(CLICK HERE to see his full blog post on the NIH website)

If you are conducting NIH-funded research that involves human subjects, or are considering applying to NIH for support of such research, we want to call your attention to important changes that may affect how you:

  • select the right NIH funding opportunity announcement
  • write the research strategy and human subjects sections of your application
  • comply with appropriate policies and regulations

First, familiarize yourself with the new PHS Human Subject and Clinical Trial Information form. For application due dates of January 25, 2018, and beyond, you will be required to use an updated application forms package (FORMS-E), which includes the new human subject and clinical trial form. This form requests human subject and clinical trials information at the study level using discrete form fields, which is a change from current practice. Contract proposals will also require this information. Learn about the new form here.

Second, take a moment to answer these four questions about your current or proposed research:

1) Does the study involve human participants?

2) Are the participants prospectively assigned to an intervention?

3) Is the study designed to evaluate the effect of the intervention on the participants?

4) Is the effect that will be evaluated a health-related biomedical or behavioral outcome?

If the answer to all four questions is yes, then your proposed research meets the NIH definition of a clinical trial. Clarified and broadened in 2014, the definition encompasses a wide range of trial types: mechanistic, exploratory/developmental, pilot/feasibility, behavioral, and more. NIH expanded the clinical trial definition in response to widespread calls from diverse stakeholders for improved reporting of research milestones and outcomes, and for assuring maximal transparency.

Need help determining whether your study would be considered by NIH to be a clinical trial? See our webpage on the definition that includes case studies, FAQs and other resources that can help. Still unsure?  Contact your NIH program official or the scientific point of contact listed on the funding opportunity announcement to which you are applying.

Third, familiarize yourself with NIH policy changes related to enhancing stewardship of clinical trials.

NIH made a number of policy changes to improve the stewardship of clinical trials across the life cycle of the trial. We encourage you to familiarize yourself with all that is changing, including:

  • the requirement to apply to an FOA that specifically allows for the submission of clinical trial applications for due dates beginning January 25, 2018.
  • Good Clinical Practice training expectations for NIH staff, grantees, and contractors that went into effect January 2017.
  • updated peer review criteria that will be included in FOAs for clinical trial applications and solicitations for due dates on/after January 25, 2018.
  • new Human Subject Information form requirements for clinical trials that will be included in updated application forms (FORMS-E) for due dates on/after January 25, 2018, and contract solicitations published as of January 25, 2018.
  • use of a single IRB for non-exempt, multi-site clinical trials for application due dates on/after January 25, 2018.
  • expanded ClinicalTrials.gov registration and reporting to include all NIH supported clinical trials.

Improving the design, efficiency, and transparency of clinical trials is important because it:

  • respects our ethical obligation to participants to maximize the use of the knowledge from the trials in which they participate
  • facilitates design of clinical trials while reducing unnecessary duplication
  • promotes broad, timely, and responsible dissemination of research information and results
  • fosters responsible stewardship of the public’s investment in biomedical research

We have developed a new Clinical Trial Requirements for NIH Grantees and Contractors web page to bring together all the information you need to know.  Please review this information carefully.  Your attention to detail will be critical to ensuring successful funding of your clinical trial awards.

We will be putting out a series of reminder policy notices, training opportunities, and other resources in the NIH Guide to Grants and Contracts, in the NIH Extramural Nexus, and on my blog.

The success of clinical trials relies on the public trust in scientific rigor and ethical oversight.  We all play a critical role in this process.  We are most grateful to you for your help and support.

 


NSF.gov, FastLane, and Research.gov Unavailable from Friday, June 30 at 8:00 PM EDT until Tuesday, July 4 at 6:00 PM EDT

The National Science Foundation (NSF) is moving its Data Center IT servers to the Foundation’s new headquarters in Alexandria, Virginia, from June 30 at 8:00 PM EDT through July 4 at 6:00 PM EDT, to prepare for NSF staff relocation in August 2017. This move has been scheduled around a holiday weekend to minimize the systems downtime and reduce the impact on the research community and NSF staff.

Please be advised that the NSF website, FastLane, and Research.gov will be unavailable from Friday, June 30 at 8:00 PM EDT until Tuesday, July 4 at 6:00 PM EDT. During this outage period, there will be no access to these websites, proposals cannot be submitted in FastLane, and project reports and cash requests cannot be submitted in Research.gov. However, previously saved information and uploaded documents in FastLane and Research.gov, including in-process proposals and reports, will be accessible after the Data Center move.

We encourage you to share this information with your colleagues. For IT system-related questions, please contact the NSF Help Desk at 1-800-381-1532 or rgov@nsf.gov. Any policy-related questions should be directed to policy@nsf.gov. For additional information about NSF’s relocation, please see https://www.nsf.gov/pubs/issuances/in139.jsp.


Updated Tables for Estimating GRA Stipends & Tuition

The Vice President for Research Office has updated the graduate student tables for budgeting stipends and tuition.  These rates are to be used immediately in proposal budgets to external sponsors.

The tuition rates per credit differ between Non Engineering/Computer Science and the Engineering/Computer Science disciplines.  Remember to take this into account when budgeting for one (1) credit.

The updated stipend and tuition tables can be found on the VPR forms page at:

GRA Stipend Rates

GRA Tuition Rates


Two-Tier Internal Deadline Pilot for Select Sponsored Opportunities in June and July, 2017

The Sponsored Programs Office will pilot a two-tier internal deadline structure for the following opportunities in June and July, 2017:

  •  NIH R01 Research Grants – sponsor deadline June 5
  • NIH R21 Exploratory/Developmental Research Grant Award – sponsor deadline June 16
  • NIH R15 Academic Research Enhancement Award (AREA) – sponsor deadline June 25
  • NSF CAREER – sponsor deadline July 19, 20 and 21 depending on Directorate

This pilot will include a staggered, two-tier internal deadline structure for the submission of the final internal and external documents related to each of the above opportunities.  All final internal documents and the application package (completed in NIH ASSIST or NSF FastLane) will be due to the Sponsored Programs Office no later than 7:00 a.m., 1 week (7 calendar days) prior to the sponsor deadline.  However, not all of the science documents in the application package needs to be final at this point and the application package does not need to include the completed budget forms.  All final science related documents will be due to the Sponsored Programs Office no later than 7:00 a.m. the day of the sponsor deadline.  Once received, personnel in the Sponsored Programs Office will upload the final documents into the application package.  This later deadline will provide valuable time for the PI/researcher to focus on the science aspects of the proposal.

Once the Sponsored Programs Office receives the internal documents and the application package, personnel in the Sponsored Programs Office will enter the approved budget into the applicable application package….the PI/researcher will not need to complete this task.

The specific science related documents for each application package will be identified and communicated to the respective Principal Investigators once the intent to submit is known.

Please contact the Sponsored Programs Office at 487-2226 if you have any questions.


NSF Makes Changes to Guide

The National Science Foundation (NSF) has released a new Proposal and Award Policies and Procedures Guide (PAPPG) that affects all NSF proposals being submitted on and after Jan. 30, 2017.

The new guide can be found here, and a full summary of the significant changes to the Grant Proposal Guide can be found online.

In particular, investigators should note:

  • The PAPPG has been modified in its entirety, to remove all references to the Grant Proposal Guide (GPG) and Award & Administration Guide (AAG). The document will now be referred to solely as the NSF Proposal and Award Policies and Procedures Guide (PAPPG). PIs accustomed to referring to the GPG for guidance should now look to the PAPPG for instructions.
  • Collaborators and Other Affiliations Information includes additional instructions for proposers. Each section of the Collaborators and Other Affiliations Information document should be listed alphabetically by last name. The text has also been revised to remove the requirement that proposers list postgraduate scholar sponsors in this section of the proposal.
  • Indirect Costs (also known as Facilities and Administrative Costs (F&A) for Colleges and Universities) (Line I on the Proposal Budget), has been updated to clarify that the use of an indirect cost rate lower than the organization’s approved negotiated indirect cost rate is considered a violation of NSF’s cost sharing policy. (This affects faculty submitting proposals to NSF’s CAREER program, as Michigan Tech is no longer able to voluntarily choose to use our off-campus rate as we have done in the past.) 
    Special Information and Supplementary Documentation: includes additional language to emphasize the importance of submitting letters of support only when specifically required by a program solicitation.

In addition, NSF recently changed the way that Fastlane checks the project summary for compliance. Instead of a 4,600 character limit, the text now simply needs to fit to one page when formatted by Fastlane. PIs will need to verify their text meets the page limit during the proposal preparation process.


Change in Internal Deadline for January 23, 2017 submissions

Due to the large number of proposals expected to be submitted to sponsors on January 23, 2017, the Sponsored Programs Office (SPO) finds it necessary to adjust the internal proposal deadline for this specific date only to two working days prior to the sponsor’s deadline.  The additional time will allow for our analysts to perform sufficient review of all proposals to ensure sponsor deadlines are not missed.

The internal deadline for those proposals due to sponsors on January 23rd will be January 19th at 7:00 a.m.  In order to apply the revised deadline equitably to all PI’s, proposals sent to SPO after the internal deadline will not be submitted to sponsors.


Holiday Hours for the VP for Research Units

The  Vice President for Research Office (VPR), Sponsored Programs Office (SPO), Sponsored Programs Accounting (SPA), Research Development (RD), Sponsored Operations Office (SOO), Compliance, Integrity & Safety (CIS), Occupational Safety and Health Services (OSHS), Institutional Analysis (IA), Budget Office and Innovation and Industry Egagement (IIE) all will be CLOSED on the following dates:

Monday, December 26th

Tuesday, December 27th

Wednesday, December 18th

Thursday, December 29th

Friday, December 30th

Regular office hours of 8:00-5:00 will resume on Monday, January 2nd.


Change in Internal Deadline for January 13 submissions

Due to the large number of proposals expected to be submitted to sponsors on January 13, 2017, the Sponsored Programs Office (SPO) finds it necessary to adjust the internal proposal deadline for this specific date only to three working days prior to the sponsor’s deadline.  The additional time will allow for our analysts to perform sufficient review of all proposals to ensure sponsor deadlines are not missed.

The internal deadline for those proposals due to sponsors on January 13 will be January 10 at 7:00 am. In order to apply the revised deadline equitably to all PI’s, proposals sent to SPO after this internal deadline will not be submitted to sponsors.


Change in Internal Proposal Deadline for October 31

Due to the large number of proposals expected to be submitted to sponsors on October 31, the Sponsored Programs Office (SPO) finds it necessary to adjust the internal proposal deadline for this specific date only to three working days prior to the sponsor’s deadline.  The additional time will allow for our analysts to perform sufficient review of all proposals to ensure sponsor deadlines are not missed.

The internal deadline for those proposals due to sponsors on October 31 will be October 26 at 7:00 a.m.  In order to apply the revised deadline equitably to all PI’s, proposals sent to SPO after this internal deadline will not be submitted to sponsors.