Transcript Sponsored Projects Administration Jodi S. Ogden, MBA, CRA Associate Vice President Direct: 713-500-3968 Main: 713-500-3999 Email: [email protected].

Sponsored Projects
Administration
Jodi S. Ogden, MBA, CRA
Associate Vice President
Direct: 713-500-3968
Main: 713-500-3999
Email: [email protected]
An Overview of the PreAward Grant Process
Krystal Toups, CRA
Director, Grants
Objectives
 About Us
 Role of the Grants Team
 The internal review process
 Discuss the responsibilities of Department, PI and Schools
 Life Cycle of a UTHealth Grant
 Proposal Development Details
1
2
Authorized Signing Official (ASO)
a.k.a Business Official
a.k.a Authorized Organizational
Official (AOR)
3
Pre-Award 4
5
The Role of the Grants
Team
SPA Grants Team
 Review and approve administrative components of a proposal (i.e.
not science) for Grants, Cooperative Agreements, & Subcontracts
(HOOP 64)
 Ensures grants meet sponsor, UT System and institutional
guidelines
 Serves as liaison between PI and sponsor on
administrative/financial issues
 General pre-proposal guidance
 RFP guideline interpretation
 Authorized signing officials (HOOP 124 )
Internal Review Process
Purpose of the Institutional
Review
Grants and contracts are made to the
institution. The institution is legally and
financially responsible for committing
facilities and managing awarded funds.
Who is Responsible?
Department/PI
• Eligibility of Principal Investigator
(PI)
• Scientific merit within scope of
department
• Proposal meets sponsor
requirements
• Willingness of co-investigators
and consultants to participate
• Subcontract documents from
collaborators
• Assurances (Animal, Human,
Biological Agents, etc)
• Compliance (Conflict of Interest
& PI Responsibility Training)
• Financial (Budget development,
Cost Sharing, Salary Verification)
• R&A Form Approvals
School
• Scientific merit within research
and educational objectives
• Meets financial interests of
school
• Additional space, renovations,
equipment installations
• Approval of indirect cost waivers
and cost-sharing
• R&A form approvals
Sponsored Projects
Administration (SPA)
• Administrative & Financial (A&F
review) for accuracy and
compliance to sponsor guidelines
• Review for compliance with
institution and UT System
• Review assurances & Conflict of
Interest Forms
• Secure institutional approval of
cost sharing and indirect cost
waivers
• Provide the Authorized Signing
Official Signature (ASO)
Life Cycle of a UTHealth Grant
Life Cycle of a UTHealth
Grant
Post Award
Pre-Award
PI/
Dept.
Find
Funding
Award
Closeout
PI/
Dept.
Proposal
Development
-Progress Reports (route to
-SPA for signature)
-Budget management
-Contact Department Administrator
-Develop your budget
-Complete Internal (A&F) Forms for SPA
-Obtain Dept./School Approvals
-Route forms to SPA using Cayuse424
Internal
Review
PI/
Dept.
Award
Management
SPA
PI/
Dept.
PAF
PI/
Dept.
Proposal Submission
(self-submit for Federal)
SPA
Project
Setup
PI/
Dept.
PAF
-Just-In-Times (send documents to SPA)
-SPA will review/negotiate the award
-Award setup (Final Budget Setup)
More about the Proposal
Development Stage
SPA Internal Deadlines
HOOP 64
 Requires Sponsored Projects Administration review proposals prior
to their submission to an agency
 SPA request that proposals are submitted for Administrative and
Financial Review (A&F) review 10 working days prior to submission
 Proposals meeting the published 10 business day deadline will be
given priority as proposals are reviewed in order received.
 Proposals received within 3 business days (or less) of the sponsor
deadline are not guaranteed to be reviewed in time for submission
 Proposals will not be signed or submitted without a review by SPA.
Proposal Development
Identified
Funding
Source
Notify your
Department
Administrator
Build
Application
Route to SPA
(Internal Review)
Submit
Application
Notify Department Administrator
 Find them by asking Dept. Chair or DMO or Dept. Contact webpage or
contact SPA.
 Dept. Admin may:
– Provide internal deadlines
– Complete and route the internal documents to SPA to obtain the university approval.
– Navigate Cayuse424 and complete the administrative sections of your grant
application.
– Assist you with building the Grant Budget
Locating your Department Admin - Complete Half the Battle
Proposal Development
Identified
Funding
Source
Notify your
Department
Administrator
Build
Application
Route to SPA
(Internal Review)
Submit
Application
Build Application
 Review the FOA instructions – guide for completing agency grant forms.
PA-13-302
 Complete administrative section of the grant application.
Institutional Information
 Draft final budgets (obtaining docs from collaborators, subcontracts, etc.)
Budget Development / Simple Detailed Budget
 Complete internal Review and Approval Form
Review & Approval Form
 Obtain depts. /schools approval via signature on the R&A form
Proposal Development
Identified
Funding
Source
Notify your
Department
Administrator
Build
Application
Route to SPA
(Internal Review)
Submit
Application
Route Application to SPA
 Route Administrative and Financial (A&F) Packet to SPA 10 Business days
prior to the deadline. (Note A&F excludes the science).
 Route the A&F packet using Cayuse424.
– System to System (S2S) software used to submit electronic proposals to federal
agencies (NIH, DoD, HRSA, CDC – grants.gov)
– SF424 forms based, auto fills, stores information, tracks errors
Routing Proposals for Review and Cayuse424
 The Grants Team will review the grant application.
 Assigned Grants Team SPS will check:
– Budget, Budget Justification, Grant Application Admin pages, etc.
– SPA give the approval to submit once the internal review is complete.
Proposal Development
Identified
Funding
Source
Notify your
Department
Administrator
Build
Application
Route to SPA
(Internal Review)
Submit
Application
Submit Application
 For Federal applications – PI/Dept. uploads the completed
science and will submit the Cayuse424 application via the
Self-Submit Process.
 For non-Federal applications – Grants Team SPS will:
– Provide signatures from an Authorized Signing Official.
And/Or
– Submit all non-Cayuse424 electronic submissions (Fastlane,
CPRIT, EHB, Komen, CDMRP, AHA, THECB); the department is
responsible for hard copy submissions.
After Submission
Identified
Funding
Source
Notify your
Department
Administrator
Build
Application
Route to SPA
(Internal Review)
Submit
Application
Grants Team will:
 Review and submit supplemental information.
 Obtain Just-In-Time (JIT) information from the PI/Dept., review and submit
any information needed by the sponsor (i.e. budgets, IRB & IACUC
approvals, other support information).
 If an award is made, the sponsor sends SPA the notice of grant award
(NOGA or NOA) document. If the PI receives the NOGA, it should be sent to
SPA.
 Grants Team will obtain the information (i.e. setup budget) from PI/Dept.
 Review progress reports.
Visit our Website
Before I Go…Remember
Start early
SPA Internal Deadline (HOOP 64)
Notify Departmental Research
Administrators
Contact Me
More Questions?
 Contact SPA with any questions during the pre-award
process:
[email protected]
(713) 500-3999
 Visit SPA Website for Additional Resources:
go.uth.edu/spa
 Join the SPA List Serve – “AURA” for research
administration updates and information,
Contact: [email protected]
Contact Information
Krystal Toups, CRA
Sponsored Projects Administration
Director, Grants
7000 Fannin, UCT 10.02
Houston, TX 77030
(713) 500-3091
[email protected]
Thanks!
Any Questions?