are you ready to submit?

Are You “Ready To Submit”?

Al MarksOffice of Sponsored Programsalmarks@u.washington.edu

SAGESAGE

My e-GC1sMy e-GC1s

OSP OSP

ApprovalsApprovals

Granting Granting SponsorSponsor

ororSystemSystem

Today’s AgendaToday’s Agenda

Submission of quality business elements Grants.Gov & the process New Business Rules Top Ten Submission Obstacles Q & A

What are the end goals?What are the end goals?

3. Maximum potential for award

1. Route quality submissions

2. Expeditious institutional

approvals & submission

to Sponsors

Get Hooked On Sponsor Get Hooked On Sponsor InstructionsInstructions

Campus & OSP Partner Campus & OSP Partner to provide the essentials for a efficient to provide the essentials for a efficient

reviewreview

Applications in complete form (Scope of work, budget & justification)

PA guidelines are followed (provide the URL to OSP)

Budget calculations & numbers are correct F&A rates are applied correctly. (If < standard rate, provide Sponsor policy)

Protocols are approved and current

Fringe benefits are correctly applied

e-GC1 data is accurate, consistent & complete Use “Additional Information” to give OSP information

Basic elements to a proposalBasic elements to a proposal SF-424 / Cover Sheet List of Personnel Biosketches Budget w/ Justification Checklist Additional info as required by

PA Scope of Work

Navigating the submission Navigating the submission freewayfreeway

OSP transmitsgrant info &receives conf.

Grants.Govperforms basiccheckGRANT000012435

Agency

System

ERA Commons

AN12345NSF Fastlane

What is Grants.Gov & what’s What is Grants.Gov & what’s the issue with submissions?the issue with submissions?

An electronic portal that allows users to find, apply for, and manage over 1,000 grant opportunities from 26 different Federal Agencies.

It can be slow and unpredictable…especially during major deadlines.

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 Grants.gov can be Submissions via Grants.gov can be difficult!difficult!

Tools to Manage The ProcessTools to Manage The Process

10 10 BusinessBusiness

DayDay Rule Rule

5 5 BusinessBusiness

DayDay Rule Rule

““No WorriesNo Worries””

““No PromisesNo Promises””

““No WayNo Way””Thanks to: Gene Hutchinson

2 2 BusinessBusiness DayDay RuleRule

Any submission with a hard deadline

Proposal review timelineProposal review timeline

Deadline -2 Days RTS = Yes

Deadline -5 DaysProposal & RTS = yes

Deadline -10 DaysBusiness forms ready

Sponsor Deadline

Managing The ProcessManaging The Process Face Page List of Personnel Biosketches Budget Budget

Justification Checklist Additional info as required by PA Description of the

research

Business

Business

Business

Business

Business

Business

Business

Complete & final form 10 days prior

The Science

Complete &final form 5 days prior

GIM 19 - Managing the processGIM 19 - Managing the process 10 Business Days prior: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.”

5 Business Days prior:5 Business Days prior: OSP must receive the final application, in complete form and ready for submission to the sponsor (i.e. "Ready to Submit") a minimum of five business days prior to the sponsor deadline. "Ready to Submit" means a full and complete application in final format.

For proposals received less than five days in advance, OSP cannot assure that an electronic submission will successfully route through Grants.gov 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 "Ready to Submit" will be returned to the PI and the department contact.

GIM 19 - Managing the processGIM 19 - Managing the process 2 Day Business Rule:2 Day Business Rule: Any "Ready to Submit"

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 Grants.gov and/or sponsor acceptance when it is received in OSP with insufficient time to review..

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.

GIM 19 - Managing the processGIM 19 - Managing the process Waivers to the 2 Business DayWaivers 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 prior to the deadline.

All requests must be made to the Dir. of OSP at lchronis@u.washington.edu or by phone at (206) 543-4043 and must be made by the Director, Chair, or Dean.

GIM 19 - Managing the processGIM 19 - Managing the process

Email confirmation of approved waivers must be attached to the e-GC1 prior to re-submission to OSP.

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.

When am I really ready to submit?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 formAttachments are in correct format (NIH – PDF only!)

IDC is rate in accordance with GIM #13Any required approved waivers (e.g. IDC, e-GC1 addendum, 48hr)

Then RTS = YES!Then RTS = YES!

Top 10 Submission ObstaclesTop 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

Top 10 Submission ErrorsTop 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)

Q & A

Thanks for your participation & support!