An Overview of the Pre- Award Grant Process

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1 An Overview of the Pre- Award Grant Process Tiffany Sagers Institutional Wide Grant II Direct: Main:

2 Sponsored Projects Administration (SPA) Supports UTHealth faculty, staff, and students in the acquisition and administration of programs funded from sources outside the University. SPA is the central point of coordination and tracking for sponsored projects and is UTHealth s authorized representative for grants, contracts, and other agreements from government agencies, private industry, and non-profit foundations.

3 Sponsored Projects Administration Kathleen Kreidler Associate Vice President Post Award Systems and Reporting Clinical Research Finance Preaward Ronnie Perez Director, Post Award Finance Amaris Ogu, Assistant Director Systems & Reporting Kristin Parks, Director Clinical Research Finance Carmen Martinez Director, Grants Vacant Director, Contracts Victoria Briscoe Asst Director, Post Award Finance Keith Kaptchinskie Inst. Wide Sr. Karla Lewis Inst. Wide Sr. Mary Shepherd Inst. Wide Sr. Dimetra Wise Inst. Wide Sr. Troy Roberson Sr. Specialist Systems & Reporting Arinola Alabi Specialist Systems &Reporting John Valenta Sr. Clinical Research Angelia Cain Sr. Clinical Research Billing Analyst Kyle Jernigan Clinical Research Demi Anderson Spon. Proj. Assistant Tiffany Sagers Inst. Wide Grants II Myrna Breeding Inst. Wide Grants I Kelly Moreno Inst. Wide Grants John Nelson Inst. Wide Contracts I Daniel DeLeon Inst. Wide Contracts I Adam Kapasi Inst. Wide Contracts Santos Perez Inst. Wide Sr. Dean Sampson Inst. Wide Sr. Paul Keith Comfort Inst. Wide Financial Analyst John West Inst. Wide Sr. Vacant Clinical Research Analyst Nicholas Bisase Inst. Wide Grants Kenya Irving Inst. Wide Grants Adriana Smith Inst. Wide Contracts Alexandra Grosman Inst. Wide Contracts Loren Turner Inst. Wide Financial Analyst Mun Annie Lam Inst. Wide Financial Analyst Bushra Sheikh Inst. Wide Grants Valerie Bomben* Contract/Tech Transfer Quashanique Mitchell Inst. Wide Grants November 2017 Authorized Signing Official (ASO) a.k.a. Business Official a.k.a. Authorized Organizational Official (AOR)

4 SPA Grants Team Review and approve administrative components of a proposal (i.e. not science) for Grants, Cooperative Agreements, & Subcontract Proposals (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 )

5 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.

6 Who is Responsible? 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)

7 SPA Internal Deadlines HOOP 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.

8 Proposal Development Identified Funding Source Notify your Department Administrator Build Route to SPA (Internal Review) Submit Notify Department Administrator Find them by asking Dept. Chair or DMO or Dept. Contact webpage or contact SPA. Locating your Department Admin - Complete Half the Battle

9 Proposal Development Identified Funding Source Notify your Department Administrator Build Route to SPA (Internal Review) Submit Build 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

10 Proposal Development Identified Funding Source Notify your Department Administrator Build Route to SPA (Internal Review) Submit Route 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 Admin pages, etc. SPA give the approval to submit once the internal review is complete.

11 Proposal Development Identified Funding Source Notify your Department Administrator Build Route to SPA (Internal Review) Submit Submit 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.

12 Before I Go Remember Start early SPA Internal Deadline (HOOP 64) Notify Departmental Research Administrators Contact Me

13 More Information Contact SPA with any questions during the preaward process: (713) Visit SPA Website for Additional Resources: go.uth.edu/spa Join the SPA List Serve AURA for research administration updates and information, Contact:

14 Thanks!

An Overview of the Pre- Award Grant Process

An Overview of the Pre- Award Grant Process An Overview of the Pre- Award Grant Process Tiffany Sagers Institutional Wide Grant II Direct: 713-500-3492 Main: 713-500-3999 Email: Tiffany.Sagers@uth.tmc.edu Sponsored Projects Administration (SPA)

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