Submitting Your Proposal

Research Grants and Contracts (RGC) is the designated office for the receipt of research grant awards, and the execution of legally binding non-Industry research contracts at OHSU. All proposals and non-Industry research contract documents must be reviewed and processed through RGC prior to submission to outside sponsors . As of January 1, 2013, all proposals submitted through Research Grants and Contracts require submission of a proposal in InfoEd. The documents needed for InfoEd proposal review include the following:
• The Electronic Proposed Project Questionnaire (ePPQ) form must be attached to your InfoEd proposal. To learn more, visit the ePPQ Questions page. (A Word version of the PPQ is available for use with industry funded contracts submitted through TTBD and unfunded protocols submitted for review by the IRB)
• Application guidelines (only if the sponsor is not federal government and not a well known private voluntary health organization such as American Heart)
• Institutional Compliance Documentation (Infection Agent Questionnaire, rDNA Classification form, Cost-Sharing agreementOHSU Foundation Notice of Intent Form, F&A Waiver Agreement, etc.)
• Subcontract budget and application materials
• Application components (including final budget, budget justification, all associated administrative forms and sponsor required documents)
• Research/Project Plan and associated documents (Draft versions can be uploaded for initial review)



Please keep in mind that you must have an NIH Commons or NSF Fastlane number before you can apply for an NIH or NSF grant. You can get this number from RGC by filling out this online form. Please request access as soon you decide to submit an NIH or NSF application.


 Routing/Approval Process

• The ePPQ is added to your InfoEd proposal on the Internal Documents tab.
• The proposal is electronically routed via InfoEd to the PI's Department Chair for review and electronic sign-off for academic merit, consistency with department goals, and potential commitment of resources.
• The proposal is electronically routed via InfoEd to the Dean or Head of the appropriate school or institute for review and electronic sign-off for academic merit, consistency with school and institute goals, and potential commitment of school and institute resources.
• If the proposal includes key personnel (with >5% effort) outside of the PI’s primary department, then the Department Chair and Dean/Division Head for that key person’s unit must also be added to the route as an Information Only.
• The proposal is electronically routed via InfoEd to RGC for review of application materials and final electronic submission by the Institutional Official. The proposal is not submitted by RGC until the PI or department contact provides final approval to submit.

Additional Requirements

• Please note: RGC is the only official authorized office to sign applications for the institution.
• If the proposal is for a student project, the proposal must also be electronically routed for approval to the mentor.
• If the proposal is for a Program Project Grant, the proposal must be electronically routed to each Department/Institute Head involved in the project for review and electronic sign-off for academic merit, consistency with school and institute goals, and potential commitment of school and institute resources.
• If Veteran's Affairs Medical Center (VAMC) resources will be used (indicated in the ePPQ), the proposal will be automatically routed to Dr. Michael Davey or his designee for approval.

Cost Sharing Approvals on the PPQ

• If a proposed project includes committed personnel effort or OHSU resources that are not to be supported by sponsor funds, this constitutes committed cost sharing which must be approved in advance by the fiscal authority of the individual's department. A Cost Sharing Agreement Form must be completed, signed and uploaded to InfoEd prior to routing.
• For more information, refer to Cost Sharing and Effort.



At peak deadlines, the sheer volume of applications submitted to RGC for review can easily overwhelm the staff, particularly in the last few days before an agency deadline. Ideally, investigators submitting proposals and preparing application packages should plan well ahead, utilizing RGC for the resources it can provide. Application materials  should be submitted to RGC ten business days in advance of a major deadline. Applications should be in final form and ready to submit three business days prior to the application deadline. Keep in mind that it can take several days for the application to reach RGC once the proposals is submitted to route. See the Service Level Understanding agreement for more information.



Funding opportunities that are posted by and submitted to are submitted electronically by RGC as System-to-System (S2S) submissions through InfoEd. There are many funding opportunities that are not submitted to (American Heart Association, Medical Research Foundation, subawards and federal contracts, etc). These applications should be created and routed in InfoEd, and after receiving institutional approval be submitted in accordance with sponsor instructions/guidelines.


If the sponsor requires paper copies of the proposal, the investigator is responsible for making the required number of proposal copies and mailing them to the sponsor. Please keep in mind that RGC no longer requires Final Copies of applications unless the application is awarded.



InfoEd user guides on how to create proposals, submit proposals to route and approval proposals are available here.