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OTHER SUPPORT: TIPS, TOOLS & TRICKS
Office for Nursing ResearchCrystal Welliver
June 12, 2013
Research Timeline & Just-In-Time
Prepare &
Submit Proposal
• Proposal reviewed & scored
• If scored high enough, PI may receive JIT request
Just-In-Time
Request• A JIT request is not a
guarantee that an award will be made
• Route through OSP for concurrence signature
Award
• Do the work & manage the award
Just-In-Time Requests
JIT refers to the application timeframe requiring applicants to send information to the NIH only if an award is likely. • Decreases the administrative burden for the 75-80% of the
applications that will not receive funding;• Provides NIH with the most current information “just-in-time”
for award.Typically, the NIH will require a concurrence letter with the following:• Other Support: Extramural funding info for all key persons;• IRB: Documentation that IRB has been approved or is in
process of being approved; • Human Subjects Training: Confirmation that all key persons
& any persons working with human subjects have been trained in the treatment of human subjects;
• IACUC Approvals.
When do we respond to JIT?
Has an e-mail or other request from NIH come to the PI or OSP requesting JIT information? • If yes, prepare and submit JIT info to OSP.
Please note, a “JIT” link next to a grant number on the eRA Commons is not a request for JIT information. • The appearance of this link signifies that your
application has completed the peer review process and has received a rank for which funding may be possible.
• Wait to submit the JIT response until a specific request from NIH grants management has been received by the PI or OSP.
Other Support
What is Other Support?
NIH does an administrative review before an award is issued.
Looks for over-commitment of any key personnel: more than 100% when effort for the proposal is added to effort from other research active support.
Checks for possible duplication of scientific goals or financial support of the same project from other sources(s).
What MUST be listed in Other Support?
All financial resources, whether Federal, non-Federal, commercial or institutional, available in direct support of an individual’s research endeavors, including but not limited to research grants, cooperative agreements, contracts, and/or institutional awards.
Training awards (unless the investigator has committed effort), prizes, or gifts are not included.
FORMAT: no official template, just samples
Format (continued)
11pt Arial font (preferred) 0.5” margins Format all entries the same way. Include all 3 sections for each key
personnel (active, pending, overlap). Do not put Other Support into a table
format; use tabs to add space:
Do’s & Don’ts
DO include all key personnel including subcontract key persons & consultants.
DO NOT include Other Significant Contributors. DO include active, pending & overlap info. DO include $$ and effort based on appointment
type. DO include all research projects funded or
pending funding, private and federal. DO NOT include training grants (unless there is a
committed level of effort), fellowships, scholarships, or gifts.
Key Personnel“The PI and other individuals who contribute to the scientific development or execution of a project in a substantive, measurable way, whether or not they receive salaries or compensation under the grant.” • Remember to include key personnel
from subcontracts & consultants (if they meet the above definition)
• Other Significant Contributors with 0% effort do not count
Active & Pending
ActiveA research project that has been awarded and not yet expired – must be active as of the day the new grant would start
PendingA research project that has been submitted but not yet awarded or rejected
OverlapScientific Overlap(1) When substantially the same research is proposed in more than one application or is submitted to two or more different funding sources for review and funding consideration, or (2) When a specific research objective and the research design for accomplishing that objective are the same or closely related in two or more applications or awards, regardless of the funding source. Budgetary OverlapWhen duplicate or equivalent budgetary items (e.g., equipment, salary) are requested in an application but are already provided for by another source.
CommitmentWhen a person's time commitment exceeds 100%, whether or not salary support is requested in the application.
REMEMBER…
Total effort may not exceed 100% -12 calendar, or 9 academic plus 3 summer months
Overlap must be explained and over-commitment must be avoided.
Pulling Together Other Support for UW Faculty Who Don’t Know Theirs…
Cut & Paste From Recent Biosketch?
Cut & Paste From Recent Biosketch? It’s a good place to start… But many people forget to update it or
add the extra information that’s required.
Project #
Dates
Effort
Source
$$
Title
Goals
Roles
Overlap
Biosketch Y Y N Y N Y Y Y N
Other Support
Y Y Y Y Y Y Y N Y
Supplementing Biosketch Info
Effort: OPUS Direct Costs: MyFD Role: eGC1/SAGE Overlap: Have the investigator
evaluate & write about any overlap [scientific, budgetary, commitment]
Project #
Dates
Effort
Source
$$
Title
Goals
Roles
Overlap
Biosketch Y Y N Y N Y Y Y N
Other Support
Y Y Y Y Y Y Y N Y
Remember to have the investigator review ALL
Other Support info for accuracy.
Effort: OPUS
Example (assuming the grant would start June 10, 2013): 3% on 66-6326 4% on 66-1819 38% on 66-5932 25% on 62-4076 30% on 09-8448
The first four are grant budgets
Effort: Person Months
NIH Person Month Calculator: grants.nih.gov/grants/policy/person_months_conversion_chart.xls
38% effort = 3.42 academic months (9-month)
38% effort = 4.56 calendar months (12-month)
Direct Costs: MyFinancial Desktop
Role: SAGE
Finding Other Missing Info
Info Needed Source
Project # GrantTracker, NIH Reporter (if NIH)
Project Dates GrantTracker, NIH Reporter (if NIH)
Funding Source
GrantTracker
Full Title SAGE/eGC1, NIH Reporter (if NIH)
Goals Statement
SAGE/eGC1, NIH Reporter (if NIH), or ask the investigator
Other Support from Subcontractors
If the application was selected for JIT request, the subrecipient would need to provide the standard JIT components in accordance with the request (e.g., Other Support)
Investigator Review
As always, confirm with the investigator that what you’ve put together accurately reflects their other support and overlap.
It is the investigator’s responsibility to submit current and accurate Other Support.
Other Resources
Other Support Checklist
Data current and accurate for each project? Include Active AND Pending support (even if “none”) for each key personnel
(parent grant, subcontract, consultants but excluding Other Significant Contributors or mentors)? Active support as of the day the new grant would start
Annual direct costs? Dates of project? Person months used (rather than percentages)? Person months add up to greater than 12 calendar, 9 academic or 3 summer
months? If so, update/correct effort information. Expired projects not included under Active? Denied or funded proposals not included under Pending? Major goal summaries included for all projects? Active support complete (i.e. corporate support included, etc.) Overlap addressed for all key personnel (even if they have no other support)? If there is overlap, it is indicated how the investigator would address it if the
proposal were funded? Biosketch data updated and supplemented? Investigator reviewed and approved their own Other Support?
ONR Website
JIT Overview
Templates:
• Concurrence Letter• Other Support Format Page & Example
Instructions for submitting JIT requests to OSP (if not responding to an email from OSP)
nursing.uw.edu research grant services Just-in-Time Instructions
New tool on the way…Michelangelo
Michelangelo
In development
A way to access research data & create reports from SAGE and Enterprise Data Warehouse (EDW)
A future update will allow you to search for your investigator’s name in proposals!