Getting started in CALS … tips from the

Research Division

Carol Hillmer chillmer@cals.wisc.edu 5-5495October 16, 2007

www.cals.wisc.edu/research/

Today’s session will cover:

Funding opportunities Contacts Tips for successful submissions Helpful information Post-award issues

Funding opportunitiesMany tools available … www.cals.wisc.edu/research/

Funding opportunities

This Week in eCALS eCALS biweekly newsletter

Distributed electronically Grants.gov: www.grants.gov

Find grant opportunities; subscribe to email notices

Campus (RSP) subscribes to the following:

www.rsp.wisc.edu/preaward/index.html

Illinois Researcher Information Service (IRIS)

www.library.uiuc.edu/iris

Sponsored Programs Information Network (SPIN)

http://spin2000.infoed.org/new_spin/spin.asp

Community of Science & Community of Scholars (COS)

www.cos.com

GrantsNet

sciencecareers.sciencemag.org/funding?CFID=1967440&CFTOKEN=80635511

NIH: grants.nih.gov/grants/guide/index.html NSF: www.nsf.gov/funding/ USDA: www.usda.gov/

Choose agency/office of interest USDA/CSREES: www.csrees.usda.gov/ The Graduate School

– programs with submission limitationsinfo.gradsch.wisc.edu/research/institutionalnom.html

ContactsCALS Research Division:

www.cals.wisc.edu/research/

Directory: see handouts www.cals.wisc.edu/research/General/directory/directory.html

Research and Sponsored Programs:

www.rsp.wisc.edu/

Roles/responsibilities:

Research and Sponsored Programs (RSP) – promotes and facilitates research, education, and outreach missions of the University of Wisconsin-Madison by supporting and administering extramurally sponsored programs.

CALS Research Division – responsible for oversight, guidance, review, and interpretation of all College proposals, agreements, contracts, awards, etc.

RSP is delegated signature authority (authorized official) by the Board of Regents for proposals, agreements, contracts, etc. related to extramural support activities. Principle Investigators (PIs) may not sign on behalf of the Board of Regents.

All proposals (pre- and full), agreements, contracts, letters of intent, obligations, etc. must route from PI to Department/Center to College to RSP for full review and approval before submission.

PIs are responsible and accountable to the grantee for the proper conduct of the project or activity.

Tips for a successful submission Start in advance see Lead Time policy handout Notify CALS Research Division of plans to

submit Work closely with CALS Pre-award staff:

Meredith Luschen mluschen@cals.wisc.edu 1-1500 Becky Bound rbound@cals.wisc.edu 5-8443 Angela Seitler aseitler@cals.wisc.edu 1-1432 Casey Hillmer clhillmer@cals.wisc.edu 2-2397 Gail Stirr gstirr@cals.wisc.edu 2-2536

Submit paperwork for initial review “at least a week in advance” of the submission deadline

Keep CALS Research Division informed Don’t hesitate to ask questions Don’t hesitate to let us know how we can help

Forms of submission: Grants.gov www.grants.gov

Grants.gov via Cayuse www.rsp.wisc.edu/preaward/grantsgov.html

Email Fax Sponsor electronic systems Personal delivery Hardcopy / mail / express Email and Hardcopy Internal routing

Note:

Submission cannot proceed without full review and approval.

see handout regarding CALS policy on

applications submitted outside

CALS/UW channels

What paperwork generally needs to be submitted for initial College/RSP review and approval?

Transmittal Form www.rsp.wisc.edu/forms/tform.pdf

campus electronic system WISPER – Feb. 2008 Opportunity/Solicitation info/Guidelines Face page/Application page/Cover page Scope of work/Abstract PI/CoPI/Key Personnel effort commitments and

related documentation

campus eCRT system – Nov. 2007

Science Budgets (individual & cumulative) Budget narrative/justification Subcontractor budgets (individual & cumulative) Subcontractor narrative/justification Facilities/Equipment/Resources Checklist (as applicable) Matching contributions when required Letters of support/commitment Compliance certifications Agency/Sponsor specific paperwork

Best recommendation:

Schedule a session with Meredith Luschen or Becky Bound to talk about procedures, discuss your needs, answer your questions, etc. Meredith Luschen mluschen@cals.wisc.edu 1-1500 Becky Bound rbound@cals.wisc.edu 5-8443

Helpful information RSP forms www.rsp.wisc.edu/forms/index.html

CALS forms www.cals.wisc.edu/research/index.html

Both websites offer a variety of forms and templates for letters/documents which may be required and/or useful as individuals manage their sponsored projects. Proposal Development Routing & Approval

Award Management Agreement

CALS/WAES Related Agency

Templates & Forms:Account number in advance (88-1)Cost sharing information (80-2)Gift acknowledgment letterGift in-kind transmittal (84-1)Human subjects training certification

letterIntent to establish consortiumIntellectual property agreement for

project participantsInternal transfer for proposals/grantsInvention disclosureJustification for use of off-campus

F&A rateLetter of commitmentLetter of intentMatch form

No-cost extension requestNon-salary cost transferPI change requestProvisional request for time

extensionResearcher compliance agreementRebudgeting requestResidual balance – moving to

unrestricted accounts

Request for limited PI statusSalary transferSub-account requestTax exempt letterTransmittal form (UW2006-5)Transmittal form for $0 appointeesWSMB-MOU request for changes

Budget building informationwww.cals.wisc.edu/research/ProposalDev/budget.html

Fringe benefit rate information

Salary rates

Person-month conversion tool

Indirect cost rates www.rsp.wisc.edu/rates/index.html

RSP’s Budget Tools www.rsp.wisc.edu/forms/budgettools.html

Standard budget spreadsheet www.rsp.wisc.edu/forms/standbudget.html NIH budget spreadsheet http://www.rsp.wisc.edu/forms/nihbudget.html

Database queries www.rsp.wisc.edu/queries.html

PALS www.rsp.wisc.edu/services/admin/pals/c_slookup.cfm

Agreement templates:Amendment templateClinical trial agreement, standardConfidential protocolsEquipment loan/product evaluationFacilities use agreementMaterial transfer agreementStandard research agreementShared grants with UW System entitiesTraining agreementUSDA-ARS specific cooperative agreementWisconsin Soybean Board agreementWisconsin Milk Marketing Board agreement

Other items of interest:Confidentiality agreementsConsultants/collaborators/key personnelCooperative agreementsEffort reporting/cost sharingFee for service/Purchase of services contractsIndefinite quantity contractsMemorandums of agreement/understandingRequests for costing or pricing dataSubcontractors/SubcontractingTuition remissionUnrestricted gifts

Reference materials:

CALS research related policies & procedures

www.cals.wisc.edu/research/Policies/

RSP extramural support policies & procedures

www.rsp.wisc.edu/policies/index.html

Official RSP notices

www.rsp.wisc.edu/policies/notices.html

Graduate School policies & procedures

info.gradsch.wisc.edu/research/compliance/index.html

Research Policy Advisory Council (RPAC)

info.gradsch.wisc.edu/research/compliance/rpac/index.html

Financial & administrative policieswww.uwsa.edu/fadmin/fap.htm

UW System Fiscal and Accounting General Records Schedulewww.uwsa.edu/fadmin/records.htm

Federal agency regulationswww.rsp.wisc.edu/federal.html#AgencyRegulations

OBM circulars: www.whitehouse.gov/omb/circulars/A-21 Cost principles for educational institutionsA-110 Uniform administrative requirements for grants and agreements with institutions of higher education, hospitals and other non-profit organizationsA-133 Audits of States, Local Governments, and Non-Profit Organizations

RSP workshops, training, & educational resources

www.rsp.wisc.edu/training/index.html

Graduate School seminar series

fpm-www3.fpm.wisc.edu/ohrd/coursecreation/

CALS training, workshops, & educational resources

www.cals.wisc.edu/research/General/profdev/training.html

Post-award issues As soon as you hear you will be receiving an award,

contact the Research Division Awards are accepted by the UW-Madison and

assigned to a PI Awards must be fully accepted prior to work

beginning Protocol approvals must be approved and in place

prior to an award number being assigned All matching and effort commitments must be in

place prior to an award number being assigned

Account number in advance option 90 day pre-spending is not allowed by all

agencies/sponsors Some awards are effective upon date of last

signature PI changes Rebudgeting requests No-cost extensions Transfers Disallowances are the responsibility of

Departments/Centers and ultimately PIs

Cost principles and cost accounting standards … OBM A-21, A-110

Appropriate application of costs to projects Necessary to perform the project Reasonable (prudent person would incur cost) Allocable (provides measurable benefit to project that

may be assigned proportionately or reasonably) Allowable (under Section J of cost principles) Consistent (treated as direct or F&A and similarly for all

sponsored projects) Permissible (under the law or sponsored agreement

terms)

Post-award questions: Work with Department/Center Administrators

and Financial Staff CALS Research Division contact:

Sandy Fowler sfowler@cals.wisc.edu 2-3947 RSP Post-award contacts:

www.rsp.wisc.edu/directory.html CALS Business Services contacts:

www.cals.wisc.edu/bussvc/contacts/index.html