COMPLETING THE ORSP INTERNAL SIGNATURE ROUTING FORM

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1 COMPLETING THE ORSP INTERNAL SIGNATURE ROUTING FORM Sponsor Information Sponsor Deadline: Enter the date the proposal is due to the sponsoring agency in mm/dd/yyyy format then indicate whether this deadline is a receipt date (the date the proposal must hit the agency s desks), a postmark date (the date the proposal must be marked by the US Postal Service or a courier service such as Federal Express), or an internal due date Sponsor: Enter the full name of the sponsoring agency, such as the National Science Foundation or the City of Jacksonville Sponsor Division: The sub-agency of the sponsor, such as the National Eye Institute of the National Institutes of Health Sponsor Type: Check the box that matches the sponsor category. If the sponsor is federal direct or any type of federal flow through, be sure to enter the CFDA number. If you cannot find the CFDA number, go to and search for the agency. If no exact match exists, enter the main program number, such as 12 for the Department of Defense, and 999 for the suffix. A generic Department of Defense CFDA number would then be These numbers are important for reporting purposes at the end of the fiscal year, so this field must be filled in for all projects with federal ties. Project Information 1

2 Project Long Title: Enter a title for the project no longer than 256 characters with spaces. This title will be used when the project information is entered into Banner, so adhering to the character limit will avoid truncation of the title. Project Short Title: This is the title of the project in no more than 35 characters with spaces. This, too, is needed for Banner entry, so make sure the title is clear and obvious. Award Type: Indicate the funding mechanism that will be used if the project is funded. This information is usually available in the RFP. If the project is a subcontract, be sure to list the prime sponsor. For example, if the project is a subcontract from the University of Florida, but UF is getting the money from the Florida Department of Education, list the latter as the prime sponsor. Proposal Type: Indicate what kind of proposal this is. It is important to list the Banner Index number so that the project can be entered into the system properly. Also, since some programs have limits on the number of times a proposal can be resubmitted, it is important to indicate that it is a resubmission. Project Type: Indicate the classification of the proposal as applied research, basic research, fellowship, instruction, public service, or university support. Applied research refers to scientific study and research that seeks to solve practical problems. Applied research is used to find solutions to everyday problems, cure illness, and develop innovative technologies. Basic research refers to study and research on pure science that is meant to increase our scientific knowledge base. This type of research is often purely theoretical with the intent of increasing understanding of certain phenomena or behavior but does not seek to solve or treat these problems. Project Location: Indicate whether more than 50% of the project will take place away from UNF s campus or on UNF s campus. If it will take place on campus, please indicate the building and room number, if possible. Project Start Date: This should be the earliest anticipated date the project could begin. A good rule of thumb is that date should be no sooner than six months after submission. Project End Date: This is the latest the project can end. Project Abstract: Include a brief narrative description of the project that can be used when information about the project is shared with the media or other sources. It should be concise and clear to the layperson. Investigator Information Name: List first and last name for the PI and all co-pis on the project. 2

3 N#: Include the N# for the PI and each co-pi on the project. This can be found by going to mywings, then the My Applications channel. Click on User Lookup. That will open the ITS Self-Help Web Page. At the bottom left is a search field. Enter the person s last name in the box, and click Lookup. A selection of names will appear for you to choose the person you need. Dept/Center Name: Enter the name of the affiliated department or center for the PI and each co-pi. Org #: Enter the Banner Org number for each department or center affiliated with the PI and co-pis. This information is used when distributing credit and recovered indirect costs back to the departments. The Org # can be found by accessing Internet Native Banner and using FTVORGN. Note: Be sure to use % before and after the department name when you search. Credit: List the amount of credit (i.e., work) that is allotted to the PI and each co-pi. The amount cannot be less than 1% and the total credit for everyone involved must equal 100%. 3

4 Budget Information F&A Rate %: Enter the indirect cost rate as a percentage, i.e then check the appropriate box for the rate that is being used. Note: If the rate used is limited by the sponsor, be sure to attach documentation indicating the limitation. F&A Base: Indicate the base figure upon which the indirect costs are calculated, usually this will be modified total direct costs. CAS Exemption: Indicate if there is a CAS exemption request attached to the proposal. The exemption must be approved before items budgeted can be direct charges against the grant or contract. Tuition: Indicate if tuition waivers for graduate students are included in the budget so this information can be tracked. Equipment: Indicate if the purchase of equipment is included in the budget. Note: If equipment is to be purchased, be sure the cost of shipping and/or installation is included in the budget as well. Cost-sharing/Match: Indicate if the project includes cost sharing or matching funds and what kind. UNF s policy is to avoid cost sharing unless it is required by the sponsor. The definitions of matching are: Mandatory Matching is a required part of the proposal Voluntary Committed Matching is voluntary provided and a definite figure is included in the proposal 4

5 Voluntary Committed Matching is offered voluntarily but no dollar figure is tied to the proposal Direct Costs: List the entire amount of direct costs requested from the sponsor Indirect Costs: List the amount of indirect costs being charged on the direct costs above. Total Costs: This is the total cost of the project to the sponsor, i.e., the sum of the direct and the indirect costs. Total UNF Cost-Sharing: This is the amount of committed cost-sharing/match provided by UNF as listed in the proposal. UNF s portion is almost always in the form of cash match. Indirect costs are only charged on UNF cost sharing, not on in-kind or third party match. Total In-kind Cost-Sharing: In-kind Cost Sharing usually comes from third parties and includes space, supplies, or equipment for which a fee is usually involved but which is waived for the project. Total Third-Party Cost-Sharing: This amount should indicate any contributions given to the project by an individual or group from outside both UNF and the sponsoring agency. These contributions do not include indirect costs unless the contribution is associated with subcontract work performed for the benefiting budget. Salaried Personnel Budget Summary: List each salaried employee included in the budget. Include their name, the academic term during which they will be working on the project, the academic year, the type of commitment they are making to the project (i.e., direct grant pay, reassignment, summer contract or supplemental compensation), the FTE devoted to the project (no less than 1%), and the total amount charged to the grant of both salary and fringe benefits. Compliance Requirements 5

6 This is the only section, apart from the signatures, that must be completed by the PI. Human Subjects: If human subjects are involved in the project, check yes and indicate the status of the IRB application. If the proposal is awarded, the proposal and award will be sent to the Research Integrity area for review and approval. If the project has already been approved by the IRB, list the protocol title and number. The project budget will not be set up until the Human Subjects Committee has approved the protocol associated with the project. Vertebrate Animals: If animals are involved in the project, check yes and enter the protocol s status. If it has already been approved by the IACUC, list the protocol title and number. If the proposal is awarded, the proposal and award will be sent to Research Integrity for review and approval. The project budget will not be set up until GAFM has received notice of approval from IACUC. DNA/RNA Use: If DNA/RNA use is involved in the project, check yes. The office of Environmental Safety and Health (EHS) provides specific guidance. If the proposal is awarded, the proposal and award will be sent to the EHS Office for their information as well as to Research Integrity. The project budget will not be set up until GAFM has received notice of approval from EHS. Radioactive Materials: If radioactive materials will be used in the project, check yes. The office of Environmental Safety and Health website provides specific guidance. If the proposal is awarded, the proposal and award will be sent to the EHS Office for their information as well as to Research Integrity. The project budget will not be set up until GAFM has received notice of approval from EHS.. Potential Conflict of Interest: Conflicts of Interest exist when an individual s personal financial relationships could influence the execution of his/her University responsibilities. Conflicts of Commitment exist when an individual s outside activities could interfere with the execution of his/her University responsibilities. Conflicts are not unethical or evidence of misconduct; rather, conflicts are situations that must be identified and managed to prevent damage to the individual, the research, and the institution. Potential Technology: Indicate whether the possibility exists that the project could result in a new invention, copyright, or trademark. More information can be found on the ORSP web site. US Export Control Laws: Indicate whether the project will be subject to export control laws. This information is usually found in the RFP or ORSP can help determine it. IT Resources: The following questions should be used to determine if the project involves IT resources: Does the grant proposal/contract include the acquisition and/or development of IT hardware and/or software? Does the grant proposal/contract require IT-related resources (e.g., large amounts of disk storage, increased network bandwidth, dedicated IT personnel, etc.)? Does the proposal include the collection and retention of sensitive data (e.g. personally identifiable health information)? If the answer to any of these questions is yes, then significant IT resources may be required and should be detailed on this form. The information will then be sent to ITS for their information and preparation should the proposal be awarded. Subcontracts: Check yes, if subcontracts and/or consultants are included in the proposal. Be sure to list the subcontractors by name. If the proposal is awarded, a Request for Subcontract form must be submitted to ORSP. 6

7 Contracts: Indicate whether ORSP will need to develop personnel contracts to hire faculty, A&P, USPS, or OPS positions if the proposal is funded. If yes, list the positions for which contracts will be needed. Additional Space: If additional space is needed to conduct the project, the Principal Investigator must make arrangements for the additional space prior to routing the proposal. If the answer is yes to this question, the appropriate dean will need to indicate approval of the allocation of space. If the dean or other administrator does not agree, the PI will need to make arrangements to lease space and build that cost into the proposal. A copy of the proposal will be sent to Facilities Planning to alert that office to the need for additional space should the proposal be funded. Certifications The PI/Co-PI Signature: The PI has a great deal of responsibility for the project on behalf of the University of North Florida. The PI is charged with the primary responsibility of the project. The PI is certifying that the application is accurate and factual. The PI is to be certain that all personnel working on the project are free of suspension and/or debarment. All human subjects, animal subjects, DNA, and radiation protocols must be approved before work is started on the project. The PI will operate the project in accordance with Federal law, State law, University policy and the terms and conditions of the sponsoring agency. 7

8 Chair Signature: The Chair/Department Head certifies by signing the proposal that the PI is competent and capable of completing the proposed project. Also, the Chairad certifies that the space and resources are available to carry out the project and if the project is consistent with the mission of the department. The signature of the Chair also indicates approval of any cost sharing or matching involved in the project, and also certifies that the budget accurately reflects the Principal Investigators effort and institutional salary. The Chair may designate signature on the form. Dean Signature: The Dean or Director of the college certifies the space and resources are available for the project, and that the department is capable of completing the aims of the project. The Dean is also approving any cost sharing or matching involved in the project, and the distribution of F&A listed on the Proposal Routing Sheet. The Dean or Director of the college may delegate signature authority to the department head or to a designee. Assistant Vice President for Research Signature: The AVP is delegated authority as final signatory on any proposal up to $500,000. Proposals cannot be submitted without his or her signature. This signature will be obtained by ORSP. Provost Signature: The Provost s signature is required on all proposals requesting more than $500,000. His or her signature will be obtained by ORSP and is must be obtained before the proposal can be submitted. President Signature: The Provost s signature is required on all proposals requesting more than $1,000,000. His or her signature will be obtained by ORSP and is must be obtained before the proposal can be submitted. 8

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