Frequently Asked Questions
Grant and Award Fundamentals
Who signs a grant application or award?
Research Grants & Contracts (RGC) is the only official authorized office to sign applications for the institution. Please be reminded that both OHSU and the investigator are being placed at risk (legal and financial) whenever agreements to conduct sponsored activities are signed by investigators without the required input from RGC. This is particularly true if research is conducted away from the campus, but the investigator's OHSU appointment is part of the reason why he or she has been sought out to conduct the study. Thus, everyone is required to bring all proposals for sponsored activities to the RGC office early in the application process so that we can protect both the investigators and the university. Deborah Golden-Eppelein (Director, Research Grants & Contracts) should be listed as the pertinent signing official on any sponsored application being reviewed by RGC.
How do I know if a proposal has been awarded?
The funding agency will contact you and/or Research Grants & Contracts staff once an award is made or is going to be made. If the notice of award is sent directly to the PI, the PI should forward the notice to RGC. Before an official award is issued, most sponsors will request additional information such as IRB/IACUC approval memos, written verification of Human Subjects Responsible Conduct of Research (RCR) education, and a revised budget.
Once a project is funded, RGC has received a notice of grant award, and all compliance items have been met, the file is then sent to Sponsored Projects Administration for account set-up with the original file maintained in RGC. Unless there is a need to gather additional documentation or there is some other delay, an account should be set up and a fund number assigned in approximately five working days.
Note: Historically when the NIH sent a Just-in-Time information request for a grant proposal this indicated that an award was going to be made. This is no longer the case. JIT request have recently been automated by NIH commons and are sent out automatically based on their priority score.
What happens when a proposal is declined?
If a sponsor decides against funding a proposal, a form letter or electronic notification will be sent to Research Grants & Contracts, typically with a copy to the PI, explaining the decision not to fund the project. If the proposal has been submitted to the NIH, it may be rejected without review or it may go through the peer review process and ultimately be rejected because the priority score is not high enough. Occasionally, even though the priority score is high, government funds are not available to fund beyond a certain level on the priority scale, thereby precluding funding of proposals just outside that level.
How do I resubmit a proposal?
If a proposal application has been through NIH peer review and received a summary statement, it may be resubmitted in the form of a "Resubmission" application. A resubmission application is one that is modified in response to the critique in the summary statement. This type of application generally carries the same title as the previous application. The application must comply with the following requirements:
The Summary Statement must be available in the eRA Commons (http://commons.era.nih.gov/commons)
The PD/PI(s) must make significant changes to the application.
An Introduction must be included that summarizes the substantial additions, deletions, and changes to the application. The Introduction must also include a response to the issues and criticism raised in the Summary Statement. The Introduction is separate from the Cover Letter. Page limits for the Introduction should not exceed one page unless otherwise stated in the Program Announcement (PA).
The substantial scientific changes must be marked in the text of the application by bracketing, indenting, or change of typography. Do not underline or shade the changes. Deleted sections should be described but not marked as deletions. If the changes are so extensive that essentially all of the text would be marked, explain this in the Introduction. The Preliminary Studies/Progress Report in the Approach section should incorporate work completed since the prior version of the application was submitted.
For the most up-to-date information, refer to the NIH FAQs.
Do I have to send the project in for RGC review when it is going to be funded in-house (internally)?
RGC approval is required for all competitive applications, non-competing applications, supplements, and all other proposal activities where new funding is requested. Approval is not required for a letter of intent to submit or white paper where no budget information is included.
RGC approval is not required for most internally funded programs at the time of proposal submission. Usually, if approval is needed, it will be for those projects chosen for funding. The internal announcement will state whether a proposal should be submitted for review initially. Internally funded projects that include human subjects will require InfoEd submission at the time the protocol is submitted to the Institutional Review Board (IRB).
What is cost-sharing and why do I have to make arrangements for it?
Cost sharing is a quantified commitment of time and/or resources made to a project that are covered by OHSU or a third party. In certain types of programs, cost sharing is required and will be discussed in the Program Announcement. In other circumstances, it is included at the discretion of the PI. In either case, once a commitment is promised to a sponsor, OHSU is obligated by federal regulations to track and report it. These tracking requirements are a part of OHSU's A-133 audit and can result in a disallowance of costs or reduction in awarded funding if cost sharing promises are not kept. Thus, when cost sharing promises are made a part of an application, those having the authority to approve the cost sharing need to authorize it. The OHSU Committed Cost-Sharing Agreement Form must be completed, signed and uploaded in your InfoEd proposal. Specific questions concerning cost sharing should be directed to your Grants & Contracts Administrator (GCA).
At what point in time do I send supporting documents (VA MOU, VA PPQ, IRB, rDNA, IACUC forms) and do they go directly to Research Administration departments or do they just go to RGC?
Most supporting documents are not required by Research Grants & Contracts until an award notice is received. If a supporting document is needed at the time of submissions the ePPQ will prompt you to upload said material.
Where do I find a list of official OHSU project-owning Orgs?
You can use the OHSU Project-Owning Org Tool to identify the official name and number for active, project-owning orgs. To learn how to use the tool, view the instructions that are provided at the right side of the screen.
What is the definition of a 'Clinical Research Organization' (CRO)?
A Clinical Research Organization (CRO) is an organization contracted by an industry sponsor delegated to carry out some or all of the responsibilities of the industry sponsor in the development of a product or the conduct of a clinical trial.
When a grant is to be submitted electronically, does it need to be completely ready to be submitted or can a rough draft be reviewed and then electronically submitted at a later time?
A rough draft of the science is enough for internal review, but all administrative components of the submission, especially the budget, should be final. A complete and final version of the grant should be ready at least 3 business days prior to the deadline to ensure successful electronic submission. Department contacts or PI's should call their Grants & Contracts Administrator to discuss specific administrative components prior to the arrival of the application for RGC review.