PRESIDENT S RESEARCH FUND (PRF) APPLICATION GUIDELINES

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1 PRESIDENT S RESEARCH FUND (PRF) APPLICATION GUIDELINES Deadline: 5 p.m. Monday, May 2, 2011 The President s Research Fund (PRF) supports promising research projects that have strong potential to attract external grant funding. One million ($1,000,000) dollars per year is available to support research activity. These grants are aimed at assisting in the collection of data that the applicant will use as the basis for an extramural grant or contract application. For the May 2011 competition only: In the spirit of developing multidisciplinary collaborations across the Saint Louis University campus, the Office of the Vice President for Research is issuing a Request for Proposals (RFP) for projects that are cross-disciplinary in nature. Four projects will be selected for funding, at $50,000 each. Eligible projects are those that cross traditional boundaries between academic disciplines. To maximize cross-disciplinary collaborations, applicants must come from different schools/colleges. (Some applications that cross very distinct disciplines within a school/college also may be considered, but only with prior approval from the Vice President for Research.) Successful applications will effectively convey how each particular discipline contributes to the value of the collaborative approach. A multiple-pi approach is required, but the application must indicate which PI will have administrative responsibilities (that include communication with the Division of Research Administration). The non-administrative PI must include a letter of support from his/her respective Dean in the PRF application. GUIDELINES FOR ALL PROPOSALS AMOUNT Requests for funding up to $50,000 will be considered for cross-college collaborations. Otherwise, requests for funding up to $25,000 will be considered. In either case, the budget request must be fully justified. ELIGIBILITY All full-time faculty appointed by the application deadline (tenure and non-tenure track) members from any school or college at Saint Louis University are eligible to apply to the President s Research Fund. President s Research Fund Guidelines, Revised March 2011

2 Researchers in postdoctoral positions are not eligible to apply. Applicants may submit only one application per deadline date. Applicants can resubmit a previously unfunded application no more than two times. ALLOWABLE EXPENSES A. Research Expenses Expenses that are essential to the proposed project are allowed. Materials, supplies, and other expenses requested from the President s Research Fund must directly relate to the proposed project. They may include: materials and supplies necessary for the specific project software not normally provided by the department/university transcription expenses; travel expenses for field work or research (requires prior approval by Vice President for Research) and minor equipment (i.e., tape recorders for interviews) Expenses associated with international collaborations are eligible for approval, but they must be approved by the Vice President for Research prior to the submission of the application. No expenses will be approved if requested for items normally considered to be departmental expenses. For example, local telephone charges, normal photocopying expenses, office supplies, administrative or secretarial assistance, and standard University computers or software, etc. are not eligible expenses. B. Salary and Fringe Benefits Salary is allowed only for non-key personnel, with the following exception: Summer salary is allowed for principal investigators or senior/key project personnel on 9 month contracts. Salary and related fringe benefits are capped at $10,000. Note: Fringe benefits applied to summer salary should be calculated at the rate of 15.75%. C. Equipment The University threshold for capital equipment is $5,000, unless an exception has been approved by the Vice President for Research prior to the application deadline. Capital equipment cannot be purchased through the President s Research Fund. Minor equipment purchases will not be approved if they are considered to be expenses normally covered in departmental budgets (i.e., general use computers). Charges for maintenance and repair of equipment are not eligible expenses and should not be requested from the Fund. NOTE: When purchasing items to be paid by the President s Research Fund, please ensure that the lowest academic discount is obtained from a University-approved vendor. This applies especially to minor equipment, supplies, software, databases, or other items normally discounted for academic use. Items or services must be purchased according to regular University policies and procedures and must have prior approval from the Office of the Vice President for Research. If you have questions regarding this requirement, please call for assistance. PRF Guidelines, Revised March of 8

3 D. Travel Travel is allowed only for 1) presentation of study results, and 2) that which is required for the conduct of the research (e.g., visiting a library or archive, collection of samples, fieldwork). The latter category requires prior approval by the Vice President for Research. Funds to support presentation of results are capped at $1,500/award. E. Consultants Pay to consultants is limited to no more than $3,000 total for all consultants. Applicants must identify the consultants and provide a convincing justification for their inclusion on the project. Payment to a non-u.s. consultant requires prior approval from the Vice President for Research. F. Student Labor There are specific requirements for eligibility of student labor expenses. Salaried positions for undergraduate students are not permitted. Hourly student labor directly associated with the proposed project is allowed. For undergraduates, an hourly wage of $8-10 is recommended; for graduate and professional students, $ Student labor may be performed by either undergraduate or graduate students. If student labor is requested in the proposal, the activities of the student and educational benefits to the student must be described clearly. Graduate students may be paid a stipend of no more than $3,000 per student for the project, in lieu of an hourly wage. Tuition and health insurance for graduate students are not allowable expenses. A student is eligible to work on a PRF-sponsored project, only if ALL of the following conditions are met: The student is enrolled full-time The student is in good academic standing The student does not hold another paid position at the University in any capacity at the time he/she works on a President s Research Fund project NOTE: Students who are also employees of the University (i.e., staff, adjunct faculty) are not eligible to be paid by the President s Research Fund. Any questions regarding student labor or eligibility of a student should be directed to the Office of the Vice President for Research prior to hiring a student to work on a President s Research Fund project. The Office of the Vice President for Research must approve the hiring of students. UNALLOWABLE EXPENSES The following charges are ineligible for support from the PRF and should not be included in proposals to the fund: Salary for principal investigator or other senior/key personnel not on 9 month contracts Salaries to anyone outside of the University, unless approved prior to the application deadline by the Office of the Vice President for Research. Support for students other than hourly wages or graduate student stipend (i.e., tuition, room and board, health insurance) Rental of facilities, furniture, or equipment PRF Guidelines, Revised March of 8

4 Capital equipment Professional dues, membership fees, periodicals, or subscriptions Travel solely for the purpose of attending a conference or professional meeting (unless presenting results related to the awarded project) Ordinary maintenance of equipment Maintenance contracts or agreements of any kind Tuition or fees Expenses considered to be normal departmental responsibilities Honoraria Facilities & Administrative Costs (i.e., indirect costs/f&a) PRF awardees are expected to use funds according to the budgets submitted with their original proposals. The Vice President for Research or the Associate Vice President must approve deviations from proposed budgets. Preparing the Budget Justification: To hasten fund creation, please use only these Banner Account Codes and include when itemizing budget items in the Budget Justification: FT Faculty Summer Session FT Staff Hourly FT Staff Salaried PT Staff Hourly PT Staff Salaries Student Labor General Stipends Grad Student/Research Fringe Benefit Allocation Dues & Memberships Books, Subscriptions Subscription Services Subscription to Database Domestic Travel Foreign Travel Professional Service Consultants Subject Payments Participant Fees Teaching & Research Supplies Other Supplies Minor Research Equipment Minor Computer Software Comparative medicine Microbiology Services Application deadlines: Application deadlines are November 1 and May 1, annually. If these dates fall on a weekend or University holiday, applications will be due on the next business day. Applications must be submitted to ers by 5 PM, and must be electronically signed by both the Principal Investigator and the department chairperson. Late applications will not be considered. For the May 2011 competition, the deadline is MONDAY, May 2, 2011, UPLOADED TO ers BY 5 P.M., using the Internal Proposal Function. Applicants are strongly encouraged to submit their applications early, as heavy volume in the ers system can delay on-time submission. Term: The maximum term of support for a PRF grant is one year. For the November competition, the earliest start date is March 1; for the May deadline, August 1. A one-page technical report to the Vice President for Research is required at the end of one year, along with a summary of expenditures. In addition, recipients of PRF support are required to complete annual reports that document any external funding, publications, or presentations directly related to this support for three (3) years following grant closure. PRF Guidelines, Revised March of 8

5 Administration: Each award will be placed in a designated fund in the PI s name. No overexpenditures are allowed. The PI s department will be responsible for any over-expenditures that do occur. PIs are required to oversee and approve all expenditures according to the approved PRF budget. If the PI has questions about whether selected costs are allowable, those questions should be directed to the Office of the Vice President for Research. All budget revisions must be processed through the Office of Sponsored Programs. Funds that are not expended by the end of the project year must be returned to the Division of Research Administration, unless an extension for the project has been granted by the Vice President for Research. No-Cost Extensions: Extensions of funding into a second year of funding is possible in exceptional cases. Extensions rarely will exceed six (6) months from the original end date. Criteria for an extension should include evidence of productivity as well as data that support the likelihood of extramural funding once the project is brought to completion. Requests for no-cost extensions must be made in writing to the Office of the Vice President for Research. PREPARING AN APPLICATION Download the Application Package from the ORS web site: Applicants will download and complete (via direct entry or copy/paste methods) a pre-formatted application package, allowing for single-spaced, 11 point Arial font with ½ inch margins. Captions for figures/graphs can be in 10 point, Arial font. APPLICANTS MUST USE WORD The application package consists of the following sections: 1. Lay Abstract (350 word limit, written for a general audience) 2. Introduction/Response to Reviewers (FOR RESUBMISSIONS ONLY) - Summarize the substantial additions, deletions, and changes to the application. The Introduction must also include a response to the issues and criticism raised in the reviewers comments (1 page limit). 3. Research Proposal - 3 page limit; please use specific headings to delineate sections. 1. Specific aims and Research Plan 2. Significance and Impact of Research 3. Up to 5 graphs/figures, included in 3 page limit 4. External Funding Plan - Detail plans for external funding, and how the requested PRF funding will enhance the likelihood of external funding (1 page limit). 5. Budget and Budget Justification - Enter total funds requested in each budget category provided in Section VI of the application package. In the Budget Justification, itemize individual expenses for each category and include the appropriate Banner Account Code for each, as listed on Page 4 of the guidelines. Provide a description of how funds in each category were calculated. 1 page limit for the Justification. 6. Reference List - (no page limit) PRF Guidelines, Revised March of 8

6 7. List of Reviewers - Provide the names and addresses of at least five (5) individuals who have the expertise to provide a quality review of the proposal. To avoid conflicts of interest, please do not include the name of the applicant s department chair, or anyone who is currently serving as a co-investigator on the applicant s current active award(s). The biosketch and summary statements (if applicable) will be separate from the application package. 8. Biosketch - Biosketches (2 page limit) are required for PI(s) listed on an application. Coinvestigators that are not PIs should not provide a biosketch, but must provide a letter of support (not to exceed one page). Provide information on positions and honors, research support for the last three years, and a list of no more than 15 publications relevant to the proposed research project. 9. Summary Statement (if applicable) - If an extramural grant application relevant to the PRF application has already been reviewed and not funded, then the Summary Statements (critiques) of the grant application and the applicant s response to these critiques must be included in the PRF Grant Application. The applicant is advised to address issues raised in the critiques in the PRF application-- Introduction Section-- with a specific statement as to how the proposed study is responsive to those critiques. SUBMISSION INSTRUCTIONS 1. Assemble the completed application package, biosketch, and Summary Statement, if applicable, into a single PDF file. Applications that are not in this format will be returned without review. The PDF file should be named as follows: PI Last Name_PIFirstName_DeadlineMonthYear (e.g., Lischwe_Sheila_May2011). 2. Log into ers and Create a New Internal Proposal. ( 3. Upload completed application package to completed Internal Proposal Transmittal Form on ers. 4. Sign and submit for approval by Department Chairperson and the Office of Research Services. REVIEW PROCESS Applications will undergo peer review, either through a Life Sciences Study Section, Basic Science Study Section, or a Behavioral and Social Science Study Section. Applications are scored on a scale of 1 to 9 (1 being exceptional), for one review criterion: the project s impact (i.e., the likely contribution that the project would make to the chosen field of study). Study section reviews will be forwarded to the University Funding Council. That Council will make final recommendations regarding the applications to be funded. If the Council cannot reach a clear determination on a grant application, the final decision rests with the Vice President for Research. PRF Guidelines, Revised March of 8

7 Scoring System and Procedure General Scoring Summary The PRF Review Process uses a 9-point rating for the impact/priority score with 1 = Exceptional and 9 = Poor (similar to the current NIH scoring system). Assigned reviewers use the same 9-point scale for each review criterion (Significance, Investigator, Innovation, Approach). Criterion ratings should be considered in determining the overall impact/priority score, but reviewers should balance the relative importance of each criterion for the work being proposed. The priority/impact score will be considered by the Funding Council in determining which applications will be funded. Each application that is discussed in a review section will receive an impact/priority score from each eligible reviewer (i.e., those not recused from the discussion). The average scores will be reviewed by the Funding Council when deciding which applications to fund. Impact Score Descriptor Additional Guidance on Strengths/Weaknesses High Medium Low 1 Exceptional Exceptionally strong with essentially no weaknesses 2 Outstanding Extremely strong with negligible weaknesses 3 Excellent Very strong with only some minor weaknesses 4 Very Good Strong but with numerous minor weaknesses 5 Good Strong but with at least one moderate weakness 6 Satisfactory Some strengths but also some moderate weaknesses 7 Fair Some strengths but with a least one major weakness 8 Marginal A few strengths and a few major weaknesses 9 Poor Very few strengths and numerous major weaknesses Minor Weakness: An easily addressable weakness that does not substantially lessen impact Moderate Weakness: A weakness that lessens impact Major Weakness: A weakness that severely limits impact TERMS AND CONDITIONS OF AWARDS All awardees of PRF funds must agree to serve as a reviewer on a PRF study section for the next three years. PRF Guidelines, Revised March of 8

8 FREQUENTLY ASKED QUESTIONS 1. I currently am PI on an ongoing President s Research Fund award. Can I apply for a second PRF award before the current project is completed? No. You can apply for a second award only after the project has been completed and a progress report on the completed project has been submitted and accepted. 2. If I am PI on an application, can I submit more than one application as a PI? No. You may submit only one application as a PI per submission period. 3. If I am a co-investigator on another application, may I also submit an application as PI? Yes, but it must be for a completely different project. 4. Are no-cost extensions allowable? Yes, with appropriate justification. Requests for no-cost extensions must be made in writing to the Office of the Vice President for Research. 5. If I am not funded, how many times may I resubmit the same application for reconsideration? After the original submission, applicants may submit a revised application two additional times. PRF Guidelines, Revised March of 8

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