grants process vanderbilt

32
GRANTS PROCESS VANDERBILT Office of Sponsored Programs 1 @

Upload: margo

Post on 25-Feb-2016

41 views

Category:

Documents


0 download

DESCRIPTION

GRANTS PROCESS VANDERBILT. @. Office of Sponsored Programs. LEARNING OBJECTIVES. By the end of the session, you should be able to explain: how a grant is initiated when and how OSP is involved the various elements of a grant submission - PowerPoint PPT Presentation

TRANSCRIPT

Page 1: GRANTS PROCESS     VANDERBILT

GRANTSPROCESS VANDERBILT

Office of Sponsored Programs

1

@

Page 2: GRANTS PROCESS     VANDERBILT

LEARNING OBJECTIVESBy the end of the session, you should be able to explain:• how a grant is initiated• when and how OSP is involved• the various elements of a grant submission• the steps within OSP during the grant process• the established timelines and expectations• the common pitfalls in the grant process

2

Page 3: GRANTS PROCESS     VANDERBILT

1. START PROPOSAL IN COEUS

3

Page 4: GRANTS PROCESS     VANDERBILT

ABOUT COEUS

• A relational database• Users can build proposals and

budgets• Proposals can be approved in

an electronic, real-time process• Faculty can submit most

federal proposals to Grants.gov• Process to manage all research

awards4

Page 5: GRANTS PROCESS     VANDERBILT

2. LOG PROPOSAL INTO PEER

5

Page 6: GRANTS PROCESS     VANDERBILT

PEER is a Vanderbilt system

• Paperless Environment for Electronic Review• A web-based program, or “application”

for OSP to transact business with our customers • Electronic submission of numerous

business items including grant-related requests and certifications, research and service/consulting contracts, and more• Purpose: Speed turn around times,

increase compliance, track workflow, and reduce paper usage 6

Page 7: GRANTS PROCESS     VANDERBILT

3. TRIGGER COIs

7

Page 8: GRANTS PROCESS     VANDERBILT

CONFLICT OF INTEREST• When submitting a proposal, PI/Co-

Investigators must complete a Conflict of Interest Certification in PEER• Certification states whether or not they have

a significant (<$5,000) interest in the project that is being submitted for funding• Once notification is received that an award is

eminent, a review will be conducted by the Faculty Affairs Office to determine if a conflict exists. • Once this review has been completed,

spending on an award may begin. 8

Page 9: GRANTS PROCESS     VANDERBILT

4. TRIGGER PI ASSURANCES

9

Page 10: GRANTS PROCESS     VANDERBILT

PI ASSURANCE• Regardless of sponsor, the PI & any multiple

and/or Co-PIs complete PI assurance in PEER• The assurance states that the individual certified

that:1. The information submitted within the application is

true, complete and accurate to the best of my knowledge; and

2. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil or administrative penalties; and

3. I agree to accept responsibility for the scientific conduct of the project and to provide the required progress reports if a grant is awarded as a result of the application.

10

Page 11: GRANTS PROCESS     VANDERBILT

PI ASSURANCEFurthermore, the person certifies that:

1. I will observe all sponsor and Vanderbilt policies; and

2. I will inform compliance committees (IRB and/or IACUC) if there is a change to the project that will require additional approval; and

3. I will adhere to institutional safety regulations for research involving radioisotopes, biohazards, or recombinant DNA as set forth by Vanderbilt Environmental Health and Safety.

11

Page 12: GRANTS PROCESS     VANDERBILT

5. COMPLETE SPONSOR FORMS

12

Page 13: GRANTS PROCESS     VANDERBILT

SPONSOR-BASED FORMSMany federal agencies and non-federal sponsors have their own methods of submitting grant proposals that Vanderbilt must use, including:

• National Science Foundation: Fastlane• American Heart Association: Grants@Heart• NIH Program Grant: Paper submission• NIH Training Grant: Adobe submission• American Cancer Society: Proposal Central• Gates Foundation: email

13

Page 14: GRANTS PROCESS     VANDERBILT

6. COMPLETE BUSINESS SECTION IN COEUS

14

Page 15: GRANTS PROCESS     VANDERBILT

BUSINESS SECTIONOSP typically only reviews the business section, which includes:• Line-Item Budget & Budget Justification• Equipment and Facilities: These two documents

explain Vanderbilt’s capacity to conduct the research.• Project Summary/Abstract: This is a brief summary of

the proposed work.• Project Narrative: This is a brief statement of the

benefit to public health.• Letters of Intent to Form a Consortium: for all

incoming/outgoing subcontracts• Sponsor documentation (for non-grants.gov proposals)• Any other business/compliance documents (ex. current

and pending document) 15

Page 16: GRANTS PROCESS     VANDERBILT

OTHER PROPOSAL SECTIONSOSP typically only reviews the business section, however, OSP will check to ensure that the PI intends to load documents where needed for compliance• Research Plan• Biosketches: the biosketch is a person’s CV

presented in specific format• Human and animal subjects documents• Bibliography• Other required documents (ex. Multiple PI Leadership

Plan)16

Page 17: GRANTS PROCESS     VANDERBILT

7. ROUTE COEUS PROPOSAL FOR APPROVAL

17

Page 18: GRANTS PROCESS     VANDERBILT

GRANTS TIMELINE• 10 business days before the sponsor

deadline PI + department finalize business section and routes the proposal for approval

• 8 business days before the sponsor deadline OSP receives proposal for review and approval

• 3 business days before the sponsor deadline PI submits proposal to sponsor

18

Page 19: GRANTS PROCESS     VANDERBILT

8. KEY PERSONS SUBMIT COIs

19

Page 20: GRANTS PROCESS     VANDERBILT

9. PIs SUBMIT PI ASSURANCES

20

Page 21: GRANTS PROCESS     VANDERBILT

10. INTERNAL UNITS REVIEW & APPROVE PROPOSAL

21

Page 22: GRANTS PROCESS     VANDERBILT

PROPOSAL REJECTION• Proposals may be rejected by an approving

unit or the central office (OSP, VA, Hospital Finance) for a myriad of reasons• Most reasons for rejection stem from

instances of non-compliance

22

Page 23: GRANTS PROCESS     VANDERBILT

CORRECTING REJECTED PROPOSALS• In working with a rejected proposal, there is

no need to copy it, just open the rejected proposal, correct all errors and reroute for approval.

• Units that previously approved the proposal will need to approve it again; however, in some instances units may be bypassed (request this in PEER) to expedite the process.

23

Page 24: GRANTS PROCESS     VANDERBILT

REROUTING PROPOSALS

24

Page 25: GRANTS PROCESS     VANDERBILT

11. DEPARTMENT UPLOADS FINAL DOCUMENTS

25

Page 26: GRANTS PROCESS     VANDERBILT

12. IF REQUIRED OSP SIGNS SPONSOR “FACE PAGE”

26

Page 27: GRANTS PROCESS     VANDERBILT

13. PI COMPLETES FINAL REVIEW & SIGNS OFF

• Final review of the proposal should include ensuring that all the science-related documentation has been successfully uploaded and that it is compliant with sponsor guidelines• For Coeus submissions, this must occur prior

to the PI approving the proposal

27

Page 28: GRANTS PROCESS     VANDERBILT

14. PI OR OSP SUBMITS PROPOSAL (AS APPLICABLE)

• Depending on the sponsor or the technology, OSP may be required to submit the application on behalf of the PI, such as American Heart Association grants or Adobe submissions

• In these instances, the PI may be required to complete all sections of the proposal in advance of the internal deadline

• In Coeus, a proposal is labeled “submitted” once the final approver has approved the proposal, whether or not it has been literally submitted

• In some rare instances, OSP can submit on behalf of the PI (must be requested via PEER) 28

Page 29: GRANTS PROCESS     VANDERBILT

15. PI VERIFIES RECEIPT OF PROPOSAL

29

Page 30: GRANTS PROCESS     VANDERBILT

WARNINGS & ERRORS• Warnings: could result from computer error,

will be examined by CSR at NIH

• Errors: cannot proceed in validation process, must be resubmitted as a changed/corrected application if time allows

30

Page 31: GRANTS PROCESS     VANDERBILT

eRA COMMONS IS THE NIH PORTAL• eRA Commons is an online interface where

grant applicants, grantees and federal staff at NIH and grantor agencies can access and share administrative information relating to research grants.• Functions include:• Track the status of their grant applications through

the submission process, view errors and/or warnings and check the assembled grant image

• View summary statements and score letters • View notice of award and other key documents• Submit Just-in-Time information• Submit the required documentation• Submit Progress Reports

31

Page 32: GRANTS PROCESS     VANDERBILT

PROPOSAL REJECTION

32