internal sponsored projects deadline – new, resubmissions ...med.stanford.edu/rmg/forms/internal...

Internal Sponsored Projects Deadline – New, Resubmissions, Competing Renewals

The revised internal deadline policy was announced on 12/18/20 and became effective 2/1/2015.

The new policy requirements: • the administrative sections of the application are due 5 days in advance of the sponsor due date;• the technical sections of the application are due 3 days in advance of the sponsor’s due date.

This document provides clarification on the following: • What are the technical vs administrative sections of the application packet?• How should the internal deadline dates be calculated?

While we understand that different sponsors have different requirements that comprise the application packet, our hope is that by providing the following sample R01 packet, it will help answer the above questions as well as serve as a guide when determining administrative vs. technical sections for other proposals funded by other sponsors. Please refer to page 4 of this document.

Sample of a blank R01 application packet follows on the 4th page.• It identifies the technical vs the administrative sections.

Best practice for budget development:• Please begin the budget dialog with your RPM one (1) month in advance of the sponsor's deadline.

Let’s prevent the situation where this process begins a few days before the internal deadline.• Please begin the dialog earlier if the proposal involves collaborations with other institutions.

Subcontracts add more time to this process.

Example of how internal deadlines dates are calculated:• If sponsor’s due date is Thursday Feb 5th,• the internal 5 day deadline is 9am Thursday Jan 29th;• the internal 3 day deadline is 9am Monday Feb 2nd.• Applications received 2 days (Feb 3rd) before the sponsor’s due date, will not be reviewed or

submitted. Contact the sponsor to inquire about an extension to the sponsor’s deadline or thepossibility of submitting for a future proposal cycle.

Roles and Responsibilities• It is the PI or his/her designee’s responsibility to download the application packet, initiate the

application, and upload it into eSubmit.• The RPM will work with the PI or his/her designee to develop a budget and complete the budget

form pages.• When a collaborating institution is involved, the PI or his/her designee is responsible for collecting

those documents that must be uploaded or incorporated into the grant application packet such asbiosketches, resources page, equipment page, animal & human subject details (if applicable.) It isthe PI or his/her designee’s responsibility to upload or incorporate into the proposal thosedocuments that are required as part of the application packet and provide a complete copy of theapplication packet to RMG.

• RMG is responsible for collecting the documents that need institutional review and approval fromthe collaborating institution such as the statement of work, budget, justification, SubrecipientCommitment Form (OSR form 33), Sole Source Justification (OSR form 45 - if the fundingmechanism is a federal contract), and the F&A rate agreement.

• The RPM will initiate the PDRF, route it for completion and approval to the PI, OSFs, and deptapprovers as needed.

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http://rmg.stanford.edu/som_internal_deadline_policy.html

PDRF• The PDRF must be completed and approved by the PI, any relevant OSFs, and relevant dept

approvers in time to meet the internal 3 day deadline.

Non Competing Continuation proposals• If the NCC proposal requires a budget, the budget dialog should begin at minimum 2 weeks before

the sponsor’s due date. If collaborating institutions are involved, the budget dialog should beginearlier.

• The internal budget should be finalized; the Personnel Report and Publications list should beprovided to your RPM 5 days prior to the sponsor’s due date.

• The remainder of the proposal application should be provided 3 days before the sponsor’s duedate.

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FAQs – Internal Deadline

1. For new, resubmissions, and competing renewal applications, why does RMG need the science 3days in advance of the sponsor’s due date?

• A proposal can’t be submitted until complete and final. The 3-days prior to the sponsor’sdeadline allows RPMs to do a thorough review of all their proposals and make sure they aresuccessfully submitted. It’s also important to understand that last minute changes in thescience can often impact the budget and other administrative components. Each RPM istypically balancing 15-20 proposals. It has become clear that it is unrealistic to think that anRPM can complete their responsibility as the institutional official for proposal review andsubmission with less than 3-days.

2. If the proposal is submitted and the PI wants to make additional corrections, will RMG allow thesecorrections?

• If the application was successfully submitted (meaning that it did not generate any errors),and the PI wants to make additional corrections to the application, RMG will considerwithdrawing the application and resubmitting with corrections provided the corrections havea significant impact on the project. The researcher should not utilize this as an opportunityto continue working on the proposal.

3. Why are the Abstract and Relevance due 5 days before the sponsor’s due date? Shouldn’t thesebe considered technical components?

• If the PDRF requires special approvals such as export control approval, or the applicationrequires a waiver, the reviewer often needs to see the abstract/scope of work as part oftheir review and approval process. RMG will accept a draft copy of these documents at theinternal 5 day deadline; however a final copy must be provided at the 3 day deadline.

4. On non competing continuation (NCC) proposals, why are the budget, personnel report andpublications list needed at the internal 5 day deadline?

• The budget should have been finalized in advance of the internal 5 day deadline. The RPMneeds time to enter the budget onto the form pages.

• The personnel report may require eRA Commons accounts to be set-up. The RPM needssufficient time to create these accounts, and the eRA Commons system needs time toacknowledge these new accounts.

• The publications list must include the PMCID number. The RPM needs time to review thepublications list to ensure the PMCID number is included. The PI needs time to makecorrections to this list as needed.

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Grant Application Package

CFDA Number:

Opportunity Title:

Offering Agency:

Agency Contact:

Opportunity Open Date:Opportunity Close Date:

CFDA Description:

Opportunity Number:

Competition ID:

Application Filing Name:

Select Forms to Complete

Mandatory

Optional

Instructions

This electronic grants application is intended to be used to apply for the specific Federal funding opportunity referenced here.If the Federal funding opportunity listed is not the opportunity for which you want to apply, close this application package by clicking on the "Cancel" button at the top of this screen. You will then need to locate the correct Federal funding opportunity, download its application and then apply.

Research Project Grant (Parent R01)

National Institutes of Health

PA-13-302

FORMS-C

08/07/2013

09/07/2016

eRA Commons Help DeskMonday to Friday 7 am to 8 pm EThttp://grants.nih.gov/support/

This opportunity is only open to organizations, applicants who are submitting grant applications on behalf of a company, state, local ortribal government, academia, or other type of organization.

SF424 (R & R)

PHS 398 Research Plan

PHS 398 Cover Page Supplement

Research and Related Senior/Key Person Profile (Expanded)

Research And Related Other Project Information

Project/Performance Site Location(s)

R & R Subaward Budget Attachment(s) Form 5 YR 30 ATT

Planned Enrollment Report

PHS 398 Cumulative Inclusion Enrollment Report

PHS 398 Modular Budget

Research & Related Budget

Show Instructions >>

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Entire Page (Technical)

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Bibliography only (Technical)

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Entire Page (Administrative)

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All Else (Administrative)

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Administrative sections are due 5 days in advance of the sponsors due date.

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Technical sections are due 3 days in advance of the sponsor's due date. ------------------------------------------------------------------------------------------------------------------- See below to identify sections that are "administrative vs. technical."

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See page 11 for more details regarding Project Summary/Abstract and Project Narrative

State Application Identifier

Applicant Identifier

1. TYPE OF SUBMISSION 4. a. Federal Identifier

5. APPLICANT INFORMATION Organizational DUNS:Legal Name:

Department: Division:

Street1:

Street2:

City:

State:

ZIP / Postal Code:Country:

Person to be contacted on matters involving this application

First Name: Middle Name:

Last Name: Suffix:

Phone Number: Fax Number:

Email:

6. EMPLOYER IDENTIFICATION (EIN) or (TIN):

7. TYPE OF APPLICANT:

Other (Specify):

Women Owned Socially and Economically DisadvantagedSmall Business Organization Type

If Revision, mark appropriate box(es).

9. NAME OF FEDERAL AGENCY:

A. Increase Award B. Decrease Award C. Increase Duration D. Decrease Duration

E. Other (specify):

10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER:

Is this application being submitted to other agencies?

TITLE:

11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:

2. DATE SUBMITTED

3. DATE RECEIVED BY STATEAPPLICATION FOR FEDERAL ASSISTANCE

SF 424 (R&R)

County / Parish:

Province:

Prefix:

What other Agencies?

Pre-application Application Changed/Corrected Application

New Resubmission

Renewal Continuation Revision

Yes No

8. TYPE OF APPLICATION:

OMB Number: 4040-0001 Expiration Date: 6/30/2016

b. Agency Routing Identifier

12. PROPOSED PROJECT:Start Date Ending Date

13. CONGRESSIONAL DISTRICT OF APPLICANT

c. Previous Grants.gov Tracking ID

Country:

Position/Title:

Province:

County / Parish:

State:

City:

Street2:

Street1:

ZIP / Postal Code:

USA: UNITED STATES

USA: UNITED STATES

Please select one of the following

National Institutes of Health

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Entire Page - Administrative

APPLICATION FOR FEDERAL ASSISTANCESF 424 (R&R) Page 2

15. ESTIMATED PROJECT FUNDING

a. Total Federal Funds Requested

17. By signing this application, I certify (1) to the statements contained in the list of certifications* and (2) that the statements herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances * and agree to comply with any resulting terms if I accept an award. I am aware that any false, fictitious. or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 18, Section 1001)

19. Authorized Representative


Last Name: Suffix:

Position/Title:

Organization:


Street1:

Street2:

City:

State:



Email:

Signature of Authorized Representative Date Signed

20. Pre-application

*The list of certifications and assurances, or an Internet site where you may obtain this list, is contained in the announcement or agency specific instructions.

County / Parish:

c. Total Federal & Non-Federal Funds

18. SFLLL (Disclosure of Lobbying Activities) or other Explanatory Documentation

Province:

b. Total Non-Federal Funds

Prefix:


Last Name: Suffix:

Position/Title:

Organization Name:


Street1:

Street2:

City:



Email:

State:

County / Parish:

Province:

Prefix:

16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS?

I agree

DATE:

THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON:

PROGRAM HAS NOT BEEN SELECTED BY STATE FOR REVIEW

PROGRAM IS NOT COVERED BY E.O. 12372; ORd. Estimated Program Income

21. Cover Letter Attachment

14. PROJECT DIRECTOR/PRINCIPAL INVESTIGATOR CONTACT INFORMATION

USA: UNITED STATES

a. YES

b. NO

USA: UNITED STATES

View AttachmentDelete AttachmentAdd Attachment

Add Attachment Delete Attachment View Attachment

Completed on submission to Grants.gov Completed on submission to Grants.gov

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PHS 398 Research PlanOMB Number: 0925-0001

2. Specific Aims

3. *Research Strategy

5. Protection of Human Subjects

6. Inclusion of Women and Minorities

7. Inclusion of Children

8. Vertebrate Animals

11. Consortium/Contractual Arrangements

12. Letters of Support

13. Resource Sharing Plan(s)

14. Appendix

1. Introduction to Application (for RESUBMISSION or REVISION only)

Human Subjects Sections

Please attach applicable sections of the research plan, below.

Other Research Plan Sections

4. Progress Report Publication List

9. Select Agent Research

10. Multiple PD/PI Leadership Plan

Appendix (if applicable)














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Entire Page - Technical

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1. Project Director / Principal Investigator (PD/PI)

Prefix:

*First Name:

Middle Name:

*Last Name:

Suffix:

2. Human Subjects

Clinical Trial?

*Agency-Defined Phase III Clinical Trial?

OMB Number: 0925-0001

No Yes

No Yes

NoYes

3. *Disclosure Permission Statement

If this application does not result in an award, is the Government permitted to disclose the title of your proposed project, and the name, address, telephone number and e-mail address of the official signing for the applicant organization, to organizations that may be interested in contacting you for further information (e.g., possible collaborations, investment)?

4. *Program Income

If you checked "yes" above (indicating that program income is anticipated), then use the format below to reflect the amount andsource(s). Otherwise, leave this section blank.

*Is program income anticipated during the periods for which the grant support is requested?

Yes No

*Anticipated Amount ($)*Budget Period *Source(s)

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5. Human Embryonic Stem Cells

*Does the proposed project involve human embryonic stem cells?

If the proposed project involves human embryonic stem cells, list below the registration number of the specific cell line(s) from the following list: http://stemcells.nih.gov/research/registry/. Or, if a specific stem cell line cannot be referenced at this time, please check the box indicating that one from the registry will be used:

Specific stem cell line cannot be referenced at this time. One from the registry will be used.Cell Line(s):

YesNo

6. Inventions and Patents (For renewal applications only)

*Inventions and Patents:

If the answer is "Yes" then please answer the following:

*Previously Reported:

NoYes

Yes No

7. Change of Investigator / Change of Institution Questions

Change of principal investigator / program director

Name of former principal investigator / program director:

Change of Grantee Institution

*Name of former institution:

Prefix:

*First Name:

Middle Name:

*Last Name:

Suffix:

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Province:

PROFILE - Project Director/Principal Investigator

Prefix: * First Name: Middle Name:

* Last Name: Suffix:

Organization Name: Division:

Position/Title: Department:

* Street1:

Street2:

* Phone Number: Fax Number:

* E-Mail:

Credential, e.g., agency login:

* Project Role: Other Project Role Category:

* Zip / Postal Code:* Country:

* State:

County/ Parish:* City:

Attach Current & Pending Support

RESEARCH & RELATED Senior/Key Person Profile (Expanded)

*Attach Biographical Sketch


Degree Type:

Degree Year:

Province:

PROFILE - Senior/Key Person

Prefix: * First Name: Middle Name:

* Last Name: Suffix:

Organization Name: Division:

Position/Title: Department:

* Street1:

Street2:

* Phone Number: Fax Number:

* E-Mail:

Credential, e.g., agency login:

* Zip / Postal Code:* Country:

* State:

County/ Parish:* City:

* Project Role: Other Project Role Category:

Degree Type:

Degree Year:

Attach Biographical Sketch

Attach Current & Pending Support

To ensure proper performance of this form; after adding 20 additional Senior/ Key Persons; please save your application, close the Adobe Reader, and reopen it.

USA: UNITED STATES

PD/PI



USA: UNITED STATES

Delete Entry Next Person

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1. Are Human Subjects Involved?

IRB Approval Date:

Human Subject Assurance Number:

2. Are Vertebrate Animals Used?

IACUC Approval Date:

Animal Welfare Assurance Number:

4.b. If yes, please explain:

4.c. If this project has an actual or potential impact on the environment, has an exemption been authorized or an environmental assessment (EA) or environmental impact statement (EIS) been performed?

4.d. If yes, please explain:

6. Does this project involve activities outside of the United States or partnerships with international collaborators?

6.b. Optional Explanation:

7. Project Summary/Abstract

11. Equipment

8. Project Narrative

12. Other Attachments

RESEARCH & RELATED Other Project Information

Is the IACUC review Pending?

If no, is the IRB review Pending?

2.a. If YES to Vertebrate Animals

3. Is proprietary/privileged information included in the application?

4.a. Does this Project Have an Actual or Potential Impact - positive or negative - on the environment?

6.a. If yes, identify countries:

9. Bibliography & References Cited

10. Facilities & Other Resources

Yes No1.a. If YES to Human Subjects

Yes No

Yes No

If yes, check appropriate exemption number.

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Is the Project Exempt from Federal regulations?

5. Is the research performance site designated, or eligible to be designated, as a historic place? Yes No

5.a. If yes, please explain:


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#9. Bibliography & References Cited (Technical)

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All Else - Administrative Note: If #7 Project Summary/Abstract and #8 Project Narrative are not final, RMG will accept these as drafts at the 5 day deadline but must be final at the 3 day deadline.

Project/Performance Site Location(s)


Project/Performance Site Primary LocationI am submitting an application as an individual, and not on behalf of a company, state, local or tribal government, academia, or other type of organization.

Organization Name:

DUNS Number:

* Street1:

Street2:

* City: County:

* State:

Province:

* Country:

* ZIP / Postal Code: * Project/ Performance Site Congressional District:

Project/Performance Site Location I am submitting an application as an individual, and not on behalf of a company, state, local or tribal government, academia, or other type of organization.

Organization Name:

DUNS Number:

* Street1:

Street2:

* City: County:

* State:

Province:

* Country:

* ZIP / Postal Code: * Project/ Performance Site Congressional District:

Additional Location(s)

USA: UNITED STATES

1

USA: UNITED STATES


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R&R SUBAWARD BUDGET ATTACHMENT(S) FORM

Instructions: On this form, you will attach the R&R Subaward Budget files for your grant application. Complete the subawardee budget(s) inaccordance with the R&R budget instructions. Please remember that any files you attach must be a PDF document.

Important: Please attach your subawardee budget file(s) with the file name of the subawardee organization. Each file name must be unique.


1) Please attach Attachment 1






























Click here to extract the R&R Subaward Budget Attachment































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Planned Enrollment Report OMB Number: 0925-0002

This report format should NOT be used for collecting data from study participants.

Study Title:

Domestic/Foreign:

Comments:

Racial Categories

Ethnic Categories

Not Hispanic or Latino

Female Male

Hispanic or Latino

Female Male

Total

American Indian/Alaska Native

Asian

Native Hawaiian orOther Pacific IslanderBlack or AfricanAmerican

White

More than One Race

Total

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Study 1 of 1

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Cumulative Inclusion Enrollment Report OMB Number: 0925-0002

This report format should NOT be used for collecting data from study participants.

Study Title:

Comments:

Racial Categories

Ethnic CategoriesNot Hispanic or Latino

Female MaleUnknown/

NotReported

Hispanic or Latino

Female MaleUnknown/

NotReported

Unknown/Not Reported Ethnicity

Female MaleUnknown/

NotReported

Total

American Indian/Alaska Native

Asian

Native Hawaiian orOther Pacific Islander

Black or AfricanAmerican

White

More than One Race

Unknown or Not Reported

Total

Study 1 of 1

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PHS 398 Modular BudgetOMB Number: 0925-0001

Budget Period:

Start Date: End Date:

A. Direct Costs Funds Requested ($) Direct Cost less Consortium F&A

Consortium F&A

Total Direct Costs

B. Indirect CostsIndirect Cost Type

Indirect Cost Rate (%)

Indirect Cost Base ($) Funds Requested ($)

1.

2.

3.

4.

Cognizant Agency (Agency Name, POC Name and Phone Number)

Indirect Cost Rate Agreement Date Total Indirect Costs

C. Total Direct and Indirect Costs (A + B) Funds Requested ($)

Cumulative Budget Information

1. Total Costs, Entire Project Period

Section A, Total Direct Cost less Consortium F&A for Entire Project Period $

Section A, Total Consortium F&A for Entire Project Period $

Section A, Total Direct Costs for Entire Project Period $

Section B, Total Indirect Costs for Entire Project Period $

Section C, Total Direct and Indirect Costs (A+B) for Entire Project Period $

2. Budget Justifications

Personnel Justification

Consortium Justification

Additional Narrative Justification

1

0.00

0.00

0.00

0.00

0.00

0.00




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Budget Type:

Enter name of Organization:

Start Date: End Date:

ORGANIZATIONAL DUNS:

Project Subaward/Consortium


A. Senior/Key Person

Prefix First Middle Last Suffix Base Salary ($)

MonthsCal. Acad. Sum.

RequestedSalary ($)

FringeBenefits ($)

FundsRequested ($)

Project Role:

Additional Senior Key Persons:Total Funds requested for all Senior

Key Persons in the attached file

Total Senior/Key Person

B. Other Personnel

Number ofPersonnel Project Role

FundsRequested ($)

FringeBenefits ($)

RequestedSalary ($)Sum.Acad.Cal.

Months

Post Doctoral Associates

Graduate Students

Undergraduate Students

Secretarial/Clerical

Total Number Other Personnel Total Other Personnel

Total Salary, Wages and Fringe Benefits (A+B)

1Budget Period:

RESEARCH & RELATED BUDGET - Budget Period 1

PD/PI


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C. Equipment DescriptionList items and dollar amount for each item exceeding $5,000

Equipment item Funds Requested ($)

Total funds requested for all equipment listed in the attached file

Total Equipment

Additional Equipment:

D. TravelDomestic Travel Costs ( Incl. Canada, Mexico and U.S. Possessions)1.

Foreign Travel Costs2.

Total Travel Cost

Funds Requested ($)

E. Participant/Trainee Support CostsTuition/Fees/Health Insurance1.

Stipends2.

Travel3.

Subsistence4.

Other5.

Funds Requested ($)

Number of Participants/Trainees Total Participant/Trainee Support Costs


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F. Other Direct Costs Funds Requested ($)

1. Materials and Supplies

2. Publication Costs

3. Consultant Services

4. ADP/Computer Services

5. Subawards/Consortium/Contractual Costs

6. Equipment or Facility Rental/User Fees

7. Alterations and Renovations

8.

9.

10.Total Other Direct Costs

G. Direct Costs Funds Requested ($)Total Direct Costs (A thru F)

H. Indirect Costs

Indirect Cost Type Indirect Cost Rate (%) Indirect Cost Base ($) Funds Requested ($)

Total Indirect Costs

Cognizant Federal Agency(Agency Name, POC Name, and POC Phone Number)

I. Total Direct and Indirect Costs Funds Requested ($)Total Direct and Indirect Institutional Costs (G + H)

J. Fee Funds Requested ($)

K. Budget Justification

(Only attach one file.) Add Attachment Delete Attachment View Attachment

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Section A, Senior/Key Person

Section C, Equipment

RESEARCH & RELATED BUDGET - Cumulative Budget

Section D, Travel

Domestic

Section E, Participant/Trainee Support Costs

Foreign

Tuition/Fees/Health Insurance

Stipends

Travel

Subsistence

Other

Number of Participants/Trainees

1.

2.

3.

4.

5.

6.

1.

2.

Section F, Other Direct Costs

Materials and Supplies1.

Publication Costs2.

Consultant Services3.

ADP/Computer Services4.

Subawards/Consortium/Contractual Costs5.

Equipment or Facility Rental/User Fees6.

Alterations and Renovations7.

8.

9.

10.

Totals ($)

Total Number Other Personnel

Total Salary, Wages and Fringe Benefits (A+B)

Other 1

Other 2

Other 3

Section B, Other Personnel

Section J, Fee

Section I, Total Direct and Indirect Costs (G + H)

Section H, Indirect Costs

Section G, Direct Costs (A thru F)

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internal sponsored projects deadline – new, resubmissions ...med.stanford.edu/rmg/forms/internal...

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