MODULE 3: Proposal Preparation and Processing
Other Proposal Components / Requirements
According to the University’s Cost Sharing Policy, the University limits cost sharing to that which is mandated by the sponsor or is necessary for another compelling reason. Therefore, all proposed mandatory and voluntary cost sharing arrangements must be approved by the responsible Chair and/or Dean before the proposal is submitted to ORPA.
The following steps must be completed during the proposal preparation process:
1. The DA and PI must examine the sponsor's proposal guidelines or program solicitation to determine whether cost sharing is mandatory or voluntary.
2. The DA and PI must forward any request for voluntary committed cost sharing to ORPA for prior approval by the Dean for Research.
3. The DA and PI must identify, provide resources, and obtain all necessary commitments for the proposed cost sharing arrangement.
4. The DA and PI must confirm that all identified cost sharing funds are allowable and eligible as cost sharing.
5. The DA and PI must identify the unit responsible for fulfilling University-funded cost sharing commitments in Coeus and ensure any required commitment letter(s) are obtained.
6. A detailed cost sharing budget must be prepared in Coeus that includes the appropriate level of detail required by the sponsor. If details are not required by the sponsor, a detailed cost sharing budget must be prepared in Coeus for internal evaluation of the University's ability to fulfill the cost sharing obligation.
7. The DA and PI must ensure the following approvals are obtained prior to submitting the proposal to the sponsor:
- Department Chair/Head (for PI unit and any other unit(s) committing cost sharing resources)
- Dean for Research (for voluntary committed cost sharing)
In order to be eligible to be considered as cost sharing, costs must be verifiable from the official University records. Tests for allowability of costs include the following:
- not previously used as cost sharing for another project (the same cost sharing expenditures cannot be used for multiple projects)
- reasonable and allocable to the project (OMB Circular A-21)
- allowable under the terms of the award and under OMB Circular A-21
- conform to other provisions of OMB Circular A-110, as applicable
- incurred during the effective dates of the grant or during the pre-award phase when authorized by the sponsor
- not paid by the federal government under another award
The University is responsible for assuring that all research activities conducted by its faculty and staff comply with federally-mandated regulations for the care and use of animals, treatment of human subjects, use of biohazardous materials, and disclosure of investigator financial interests which may represent a conflict of interest. Many sponsors require the University to certify its compliance with these regulations via a checklist or other method of certification on the application form. It is the PI's responsibility to be aware of the various requirements which are relevant for the research that is proposed, and to discuss the possible implications in advance with their DA and/or the ORPA administrator who has responsibility for the PI's department/program/institute.
Oversight for compliance issues is the responsibility of subcommittees of the University Research Board. The ORPA website contains links to the various institutional compliance committees and information about the University's policies and procedures. The subcommittees include:
- Institutional Animal Care and Use Committee (IACUC)
- Institutional Review Board for Human Subjects (IRB)
- Institutional Biosafety Committee (IBC)
- Review Panel on Conflict of Interest in Research (COIR)
PIs should consult the web resources for information and guidance, as necessary, when contemplating a proposal submission.
Data and Resource Sharing
Check individual sponsor guidelines for data and resource sharing requirements.
Representations and certifications
For some proposals, special representations, certifications and acknowledgments may be required. The PI should review the notice of opportunity carefully to determine which forms are required, and contact ORPA for assistance.