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 research contracts at OHSU. All proposals and research contract documents must be reviewed and processed through RGC prior to submission to outside sponsors. The documents needed for this review include the following:
- As of January 1, 2013, all proposals submitted through Research Grants and Contracts require submission of an Electronic Proposed Project Questionnaire (ePPQ) in InfoEd. To learn more, visit the ePPQ Questions page. (A Word version of the PPQ is available for use with industry funded contracts 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 agreement,VA PPQ, OHSU Foundation Clearance Form)
- Subcontract budget and application materials
- Application components (including final budget, budget justification, and all associated administrative forms)
- Draft of Research Plan and Science
NIH Commons and NSF Fastlane AccessPlease 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 the PPQ
A Proposed Project Questionnaire (PPQ) should accompany each application submitted to RGC. The PPQ is internal documentation only and will not be sent to the sponsor. Always use the latest version of the PPQ, available on the RGC Forms web page.
For Applications Submitted via InfoEd
- The PPQ is completed by the PI.
- The PPQ is uploaded to the appropriate proposal in Proposal Development.
- 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.
- The proposal is electronically routed via InfoEd to RGC for review of application materials and final electronic submission by the Institutional Official.
For All Other Applications
- The PPQ is completed and signed by the PI.
- The PPQ is routed with the other application materials to the PI's Department Chair for review and sign-off for academic merit, consistency with departmental goals, and potential commitment of resources.
- The PPQ is routed to the Dean or Head of the appropriate school or institute for review and sign-off for academic merit, consistency with school and institute goals, and potential commitment of school and institute resources.
- The PPQ is routed to RGC for review of application materials and final signature of the Institutional Official.
- Please note: RGC is the only official authorized office to sign applications for the institution.
- If the proposal is for a student project, the PPQ must also be signed by the mentor.
- If the proposal is for a Program Project Grant, the PPQ must be signed by each Department Head and Institute Head involved.
- If funds are assigned to more than one department, the PPQ must be signed by each Department Head.
- If Veteran's Affairs Medical Center (VAMC) resources will be used, the PPQ must be signed by Dr. Michael Davey or his designee.
Cost Sharing Approvals on the PPQ
- If a proposed project includes committed personnel effort that is not to be supported by the project budget, this constitutes committed cost sharing which must be approved in advance by the fiscal authority of the individual's department. Question 6 on the PPQ includes a Cost Sharing Assurance section which provides signature lines for these approvals.
- The original PPQ or the electronic InfoEd application may be routed to obtain signatures from fiscal authorities in departments other than that of the principal investigator. Alternatively, if that is not feasible, the PPQ can be photocopied and routed to outside approvers. These must be submitted to RGC before the application is approved and signed.
- For more information, refer to Cost Sharing and Effort.
Timely Submissions: Plan Ahead!
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 - completed internal documentation, form pages, and draft science narrative - should be submitted to RGC five to ten working days in advance of a major deadline. See the Service Level Understanding agreement for more information.