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Sponsored Projects Administration
Jodi S. Ogden, MBA, CRAAssociate Vice President
Direct: 713-500-3968Main: 713-500-3999
Email: [email protected]
An Overview of the Pre-Award Grant
Process
Krystal Toups, CRADirector, 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
Pre-Award
Authorized Signing Official (ASO)a.k.a Business Official a.k.a Authorized Organizational Official (AOR)
1 2 3 4 5
Internal Review ProcessThe 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 ProcessInternal 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.
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)
Who is Responsible?
Internal Review ProcessLife Cycle of a UTHealth Grant
Life Cycle of a UTHealth Grant
Internal Review
Project Setup
Award Management
Award Closeout
Proposal Submission(self-submit for Federal)
SPA
SPA
Find Funding
PI/Dept.
Proposal Development
PI/Dept.
PI/Dept.
PI/Dept.
PI/Dept.
PI/Dept.
Pre-Award Post Award
PAF
PAF
-Contact Department Administrator-Develop your budget-Complete Internal (A&F) Forms for SPA-Obtain Dept./School Approvals-Route forms to SPA using Cayuse424
-Just-In-Times (send documents to SPA)-SPA will review/negotiate the award-Award setup (Final Budget Setup)
-Progress Reports (route to -SPA for signature)-Budget management
Internal Review ProcessMore about the Proposal Development Stage
SPA Internal DeadlinesHOOP 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.
Identified Funding Source
Notify your Department
Administrator
Build Application
Route to SPA(Internal Review)
Submit ApplicationX
Proposal Development
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
Identified Funding Source
Notify your Department
Administrator
Build Application
Route to SPA(Internal Review)
Submit ApplicationX X
Proposal Development
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
Identified Funding Source
Notify your Department
Administrator
Build Application
Route to SPA(Internal Review)
Submit ApplicationX X X
Proposal Development
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.
Identified Funding Source
Notify your Department
Administrator
Build Application
Route to SPA(Internal Review)
Submit ApplicationX X X X
Proposal Development
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.
Identified Funding Source
Notify your Department
Administrator
Build Application
Route to SPA(Internal Review)
Submit ApplicationX X X X X
After Submission
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, CRASponsored Projects AdministrationDirector, Grants7000 Fannin, UCT 10.02Houston, TX 77030(713) [email protected]
Thanks!
Any Questions?
