Office of Sponsored Programs

Proposal Preparation and Submission

9/27/2012 Proposal Preparation and Submission

9/27/2012

Pre-Award Unit Contacts:

Janet Boyles – Manager ([email protected]) Patricia Patteson – Grants Administrator ([email protected]) Renee Lewis – Grants Administrator ([email protected]) Katie Schneller – Grant Specialist ([email protected]) Lori Blackwell– Grant Specialist ([email protected]) Proposal Preparation and Submission

Pre-Award Functions

Assist with identification of potential funding sources - Assist with interpreting guidelines and policies - Proposal review and submission - Assist with Electronic Bluesheet (EBS)functions 9/27/2012 Proposal Preparation and Submission

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Identification of potential funding sources:

Smarts/Genius ( http://www.infoed.org/GeniusSearch/genius.asp

) SPINS ( http://www.infoed.org/new_spin/spinmain.asp

) Grants.Gov

( http://www.grants.gov/applicants/find_grant_oppo rtunities.jsp

) 9/27/2012 Proposal Preparation and Submission

Interpreting Guidelines and Policies:

- Review of solicitations/RFP/BAA to ensure compliance in proposal and budget preparation.

- Eligibility to apply as WVURC vs WVU - Special conditions (i.e. export control, limited submissions, etc.) 9/27/2012 Proposal Preparation and Submission

Proposal Review and Submission:

- Review of solicitation and guidelines - Review of proposal to ensure compliance with agency guidelines and institutional policy.

- Budget for appropriate salaries, institutional rates, and cost principles in accordance with OMB circulars and agency guidelines.

- Documents completed within form and format as outlined in agency guidelines 9/27/2012 Proposal Preparation and Submission

Process for Proposal Submission

- Identify funding opportunity - Prepare proposal and budget according to guidelines - Prepare Electronic Bluesheet (EBS) - Route for Signature approvals while finalizing proposal documents - Upload all final documents to EBS - Submit to OSP for review and submission 9/27/2012 Proposal Preparation and Submission

When is the EBS required?

- All new, revised, and supplemental proposals.

- Preproposals and/or white papers that contain budget information and/or require institutional endorsement. (This includes requirements that they be submitted through an electronic system for which OSP maintains the registration).

- Budget revisions that would result in a 10% increase or decrease in current budget.

- Change in PI or Co-I 9/27/2012 Proposal Preparation and Submission

Office of Sponsored Programs

Electronic Bluesheet (EBS) Preparation

9/27/2012 Proposal Preparation and Submission

Office of Sponsored Programs The offices of Sponsored Programs and Information Technology (OIT) unveiled the Electronic Blue Sheet (EBS) system in March 2010 to serve as a paperless routing and approval process for external funding proposal submissions. OSP continued to accept hard copies of the Application Approval Sheet (“Blue Sheet”) until May 2011, but is now requiring that all proposals be submitted through the EBS system at https://ebs.wvu.edu/ . OSP requests that all proposals be submitted in complete and final form through EBS at least FIVE WORKING DAYS PRIOR to an agency deadline.

9/27/2012 Proposal Preparation and Submission

Office of Sponsored Programs Website to access EBS: https://ebs.wvu.edu

9/27/2012 Proposal Preparation and Submission Login to the EBS is the Master ID and Password

9/27/2012 Proposal Preparation and Submission To begin a new EBS click here

Complete all fields marked required on all pages 9/27/2012 Proposal Preparation and Submission

9/27/2012 Proposal Preparation and Submission Click Save & Proceed to move between pages

9/27/2012 Proposal Preparation and Submission You must add PI & Co-I using firstname, lastname search E-mail address is unique identifier

9/27/2012 Proposal Preparation and Submission Complete all required fields before clicking “Add Investigator”

EBS is made to be a work in progress. It does not need to be completed all at once. Progress for sections completed is indicated by the green checkmark on sections 9/27/2012 Proposal Preparation and Submission

You must add approval agents for all Departments & Colleges involved in your proposed project. Please verify with both the PI and Co-I Department & College the required approvers for each unit. 9/27/2012 Proposal Preparation and Submission

All documents pertaining to your proposal may be uploaded into the EBS. Please use the dropdown list to identify the documents being uploaded. 9/27/2012 Proposal Preparation and Submission

If you need to replace documents that have been uploaded to EBS use the Re Upload function. This can be done at anytime up until “Submit to OSP” has been done.

9/27/2012 Proposal Preparation and Submission Use Re-Upload to replace any documents that are revised.

What documents are required to allow EBS to process?

Minimum documents to allow “Submit to Approvers” - Detailed Proposal Budget - Supplement Form A (if applicable) - Supplement Form B (if applicable) - Supplement Form C (if applicable) - Always check with your Department/College regarding

which documents they will want to review in order to grant their approval.

9/27/2012 Proposal Preparation and Submission

When all required fields have been completed and documents uploaded EBS is ready for “Submit to Approvers”. EBS fields will be locked for editing once submitted to approvers. Documents can continue to be uploaded by clicking on “List” by Supporting Documents.

Supporting documents can be uploaded during routing 9/27/2012 Proposal Preparation and Submission

I have submitted the EBS to Approvers. What Next??

Upon submission of the EBS to the Approvers e-mails will be generated notifying approvers named in the following roles that they need to login and approve: - PI - Co-I - EBO - Department Chair When all Approvers listed above have approved an e-mail is sent to the people in the following roles if named as an approver: - Grant Administrator - Dean - VP When all approvals have been granted an e-mail will be sent to the PI indicating “Approved by All Approvers” 9/27/2012 Proposal Preparation and Submission

E-mail says “Approved by All Approvers”. What now?

The PI and/or Creator should do the following: 1. Verify that all documents in the EBS are final and complete.

2. Upload additional documents and/or reupload revised documents.

VERY IMPORTANT!!!!!

3. “SUBMIT TO OSP” (button should be available on top right corner of EBS Overview for your proposal.) 9/27/2012 Proposal Preparation and Submission

Status changes when all approvals are indicated 9/27/2012 Proposal Preparation and Submission Final Step – Submit to OSP Verify and upload final documents

EBS will be assigned an OSP Number and a Reviewer. E-mail is generated by system to let the PI know who will be reviewer. Status can be verified under EBS Quick Information EBS Quick Information 9/27/2012 Proposal Preparation and Submission

Contact Information: Login Issues - Contact OIT at 293-4444 Technical Issues with EBS (i.e. e-mails not received) - Contact OIT at 293-4444 General Questions regarding EBS Process – Contact OSP PreAward at 293-3998 Forgot to add an Approver and Proposal has been “Submitted for Signature” - Contact OSP PreAward at 293-3998 9/27/2012 Proposal Preparation and Submission

Recent Changes in OSP Policy

- NIH Modular Budget - Detailed budget will no longer be required for internal review at the proposal stage if the NIH budget submission is modular - In order to complete modular budget where a subrecipient arrangement is involved, we request that the subrecipient OSP provide a letter with detail of their commitment that identifies directs and total costs for each year of the budget.

9/27/2012 Proposal Preparation and Submission

Additional Helpful Information

Most submission are submitted with the Applicant Organization as West Virginia University Research Corporation unless there is a reason to submit as WVU.

For Example: - Solicitation indicates will only consider application from Institutions of Higher Education.

- State agency who will only do business with WVU (i.e. WVDNR, WV Div. of Forestry) In these situations, if you plan to use WVURC employees, you must list WVURC as a subrecipient in the proposal budget and include all WVURC salaries and fringe benefits in the subcontract line.

9/27/2012 Proposal Preparation and Submission

Recent Changes by Agencies

• NSF – Changes to Proposal Format

http://osp.research.wvu.edu/training

FAQ from NSF regarding changes:

http://osp.research.wvu.edu/r/download/ 1501

9/27/2012 Proposal Preparation and Submission