PREPARING YOUR APPLICATION FORM GENERAL INSTRUCTIONS Read and follow the instructions carefully. Failure to follow the application format and length limits, or failure to include every required component of the application, and the Mentor s letter of support, will result in the application being returned to the applicant without review. Prepare the application single-sided and single-spaced (except where indicated), using the form/format pages as provided. The print must be clear and legible. Use 12 pt times new roman font. You may substitute computer-generated facsimiles for the provided forms; however, they must maintain the exact wording and format of the government forms, including all captions and spacing. The Institutional Research Grants & Fellowship application includes Form Pages and Format Pages. The format pages are intended to assist you in the development of specific sections of the application. Format Pages have been left "unprotected" to allow you to format text, insert graphics, diagrams, or tables. Alternatively, you may create a page similar to the format provided and inclusive of requisite information. In preparing the application, use English and avoid jargon. If terms are not universally known; then, spell out the term the first time it is used, with the appropriate abbreviation in parentheses. The abbreviation may be used thereafter. An Office of Sponsored Programs Routing Form must be completed accurately and signed by the applicant and the Applicant s Department Chair, and submitted with the application. Format Specifications Observe type size and format specifications, or the application will be returned without review. The application must be clear, readily legible, and conform to the following four requirements: 1. Use Arial 11pt; 2. Type density, including characters and spaces, no more than 15 characters per inch (cpi); 3. Double-space (margins, in all directions, must be at least ½ inch). Applicants should check the type size using a standard device for measuring type size, rather than relying on the font selected for a particular word processing/printer combination. Figures, charts, tables, figure legends, and footnotes may be smaller in size but must be readily legible. The type size used must conform to all four requirements. Small type size makes it difficult for reviewers to read the application; consequently, the use of small type will be grounds for the IRGF to return the application without peer review. Adherence to type size and line spacing requirements is also necessary so that no applicant will have an unfair advantage, by using small type, or providing more text in their applications. Do not use photo reduction. Prepare all graphs, diagrams, tables, and charts in black ink. The application must contain only material that reproduces well when photocopied in black and white. Glossy photographs or other materials that cannot be photocopied must be submitted in five collated sets as appendices Page Limitations and Content Requirements All applications and proposals for IRGF funding must be self-contained within specified page limitations. Unless otherwise specified, internet Web site addresses (URLs) may not be used to provide information necessary to the review because reviewers are under no obligation to view the Internet sites. Moreover, reviewers are cautioned that they should not directly access an Internet site as it could compromise their anonymity. Observe the page number limitations given in Table 1The page number limitations may also be different for other specialized grant applications. Note: Failure to comply with the formatting and page specifications will be grounds for the IRGF to reject and return the entire application without peer review.
SPECIFIC INSTRUCTIONS Face Page Form Page 1 & 2 Item 1. Title of Project Do not exceed 56 characters, including the spaces between words and punctuation. Choose a title that is specifically descriptive, rather than general. A competing continuation or revised application should ordinarily have the same title as the previous grant or application. If the specific aims of the project have significantly changed, choose a new title. Item 2. Grant Type Check the appropriate box to indicate if the application is being submitted to the James W. McLaughlin Fellowship or is being submitted as an NIH Training Grant. If you wish to apply for the NIH Training Grant please indicate which by checking the appropriate box (es). Item 3. Fellowship Type Please check the box that indicates the appropriate fellowship type. Postdoctoral fellowships are awarded to individuals holding doctoral degrees (i.e., Ph.D. or M.D.) and pursuing additional training in areas directly related to infection and/or immunity. Applicants are ineligible if they have previously held a faculty position or have held postdoctoral positions for five years or more by the time their fellowship will commence. Postdoctoral fellowships are awarded on an employment rate of a forty-hour week (full-time) for a period of one year. Postdoctoral fellowships may not be supplemented in any fashion without prior approval by the McLaughlin Fellowship Committee; nor can faculty appointments be held within a department during their tenure as a McLaughlin Fellow. Fellowships may be renewed with the approval of the McLaughlin Fellowship Committee for one additional year. Predoctoral fellowships are awarded to qualified students who are enrolled in the Graduate School of Biomedical Sciences at UTMB. These fellowships are awarded on an employment rate of a twenty-hour week (half-time) for a period of one year. This twenty-hour week has been established in order to allow predoctoral fellows to complete coursework. Predoctoral fellowships may be renewed with the approval of the McLaughlin Fellowship Fund Committee for two additional years. Item 4. Applicant Information Item 4a. Name of applicant Name the principal investigator responsible to the applicant organization for the scientific and technical direction of the project. Item 4b. Degree(s) Indicate up to three academic and professional degrees or other credentials, such as licenses (e.g., R.N.) Item 4c. Personal Identification Number Indicate the employee/student number assigned to you by UTMB. Item 4d. Position Title Provide the academic or professional title of the applicant. If more than one title, indicate the one most relevant to the proposed project, such as graduate student, Postdoctoral, Research Associate. Item 4e. Mailing Address
Provide complete information (including room number, building, and street address) necessary for postal delivery. All written communications with the principal investigator will use this address. For electronic mail, enter the appropriate e-mail address, street address, building and room number. Item 4f. Department, Service, Laboratory, or Equivalent Indicate your organizational affiliation, such as department of medicine, materials research laboratory, or social sciences institute. Item 4g. Sex/Gender Item 4h. Citizenship Please indicate the citizenship that you currently hold. Item 4i. Visa Status If you hold a citizenship other than that from the Unites States, please indicate you current visa status. Item 4j. Telephone and Fax Numbers Provide a daytime telephone number and, if available, a fax number. Item 5. Human Subjects No Human Subjects Check "No" if activities involving human subjects are not planned at any time during the proposed budget period. The remaining parts of Item 4 are then not applicable. If activities involving human subjects, whether or not exempt from the Federal regulations for the protection of human subjects, are planned at any time during the budget period, check "Yes." If the activities are designated to be exempt from the regulations, insert the exemption number(s) corresponding to one or more of the six exemption categories listed in the NIH Grants Policy Statement. The remaining parts of Item 4 are then not applicable. Inappropriate designations of the noninvolvement of human subjects or of exempt categories of research may result in delays in an award. In doubtful cases, consult with the UTMB Institutional Review Board (IRB). Human Subjects Involved IRGF policy requires the submission of Institutional Review Board (IRB) approval when human subject studies are involved. Should application be funded a copy of the Mentor s IRB approval memo must be submitted to the office of IRGF, and the Fellow must be actively approved by the IRB for their protocol Check "Yes" if activities involving human subjects are planned at any time during the proposed project period. "Yes" should be checked even if the research is exempt from regulations for the protection of human subjects. If you check Yes, include the mentor s IRB approval date in Item 9. Policy on research involving human subjects can be found by contacting the UTMB Institutional Review Board. Item 6. Vertebrate Animals IRGF policy requires the submission of Institutional Animal Care and Use Committee (IACUC) approval when animal studies are involved. Should application be funded a copy of the Mentor s IACUC approval memo must be submitted to the office of IRGF, and the Fellow must be actively approved by the IACUC for their protocol Policy on research activities involving vertebrate animals can be found in IACUC. If activities involving vertebrate animals are not planned at any time during the proposed budget period, check "No." The remaining parts of Item 5 are then not applicable.
Check "Yes" if activities involving vertebrate animals are planned at any time during the budget period. If you check Yes, include the mentor s IACUC approval date in Item 10. Check "No" if activities involving vertebrate animals are not planned at any time during the proposed project period. Item 7. Hazardous Chemical Agents Check "No" if activities involving Hazardous Chemical Agents re not planned at any time during the proposed project period. Check "Yes" if activities involving Hazardous Chemical Agents are planned at any time during the proposed project period. Item 8. Hazardous Biological Agents Check "No" if activities involving Hazardous Biological Agents re not planned at any time during the proposed project period. Check "Yes" if activities involving Hazardous Biological Agents s are planned at any time during the proposed project period. Item 9. IRB Approval Date IRGF policy requires the submission of Institutional Review Board (IRB) approval when human subject studies are involved. Enter the date of mentor s approval by the IRB in the space provided. Item 10. IACUC Certification IRGF policy requires the submission of Institutional Animal Care and Use Committee (IACUC) approval when animal studies are involved. Enter the date of mentor s approval by the IACUC in the space provided. Item 11. Dates of Proposed Period of Support Select appropriate beginning date for a new application. The appropriate date should be September 1, the start of UTMB fiscal year. Postdoctoral fellowships are awarded on an employment rate of a forty-hour week (full-time) for a period of one year. Fellowships may be renewed with the approval of the McLaughlin Fellowship Committee for one additional year. Predoctoral fellowships are awarded on an employment rate of a twenty-hour week (half-time) for a period of one year. Predoctoral fellowships may be renewed with the approval of the McLaughlin Fellowship Fund Committee for two additional years. Item 12 Grant Subtype: Please indicate the appropriate Grant subtype by checking either clinical or basic Item13 Primary Faculty Sponsor Item 13a. Name of Primary Faculty Sponsor Name the one faculty mentor that will act as the Primary Faculty Sponsor (mentor). Item 13b. Degree(s) Indicate up to three academic and professional degrees or other credentials, such as licenses (e.g., R.N.)
Item 13c. Personal Identification Number Indicate the mentor s UTMB employee number. Item 13d. Position Title Provide the academic or professional title of the faculty sponsor/mentor. If more than one title, indicate the one most relevant to the proposed project, such as Professor of Biochemistry, Chief of Surgical Service, or Group Leader. Item 13e. Mailing Address Provide complete information (including room number, building, and street address) necessary for postal delivery. All written communications with the sponsor will use this address. For electronic mail, enter the appropriate e-mail address. Item 13f. Department, Service, Laboratory, or Equivalent Indicate the mentor s organizational affiliation, such as department of medicine, materials research laboratory, or social sciences institute. Item 13g. Telephone and Fax Numbers Provide a daytime telephone number and, if available, a fax number for the sponsor. Item 14 Co-Sponsor (if appropriate) Item 14a. Name of Co-Sponsor Name the one that will act as the Primary Faculty Sponsor Item 14b. Degree(s) Indicate up to three academic and professional degrees or other credentials, such as licenses (e.g., R.N.) Item 14c. Personal Identification Number Indicate the co-sponsor s UTMB employee number. Item 14d. Position Title Provide the academic or professional title of the co-sponsor. If more than one title, indicate the one most relevant to the proposed project, such as Professor of Biochemistry, Chief of Surgical Service, or Group Leader. Item 14e. Mailing Address Provide complete information (including room number, building, and street address) necessary for postal delivery. All written communications with the co-sponsor will use this address. For electronic mail, enter the appropriate e- mail address. Item 14f. Department, Service, Laboratory, or Equivalent Indicate your organizational affiliation, such as department of medicine, materials research laboratory, or social sciences institute. Item 14g. Telephone and Fax Numbers
Provide a daytime telephone number and, if available, a fax number for the co-sponsor. Item 15. Undergraduate and graduate education Please list all institutions that you have attended. Give the dates that you were present at said institution. List all degrees that you were awarded during the stated time period, and include current GPA for Pre-doc applications. Please indicate the field of study while attending the institution. Item 16. Postgraduate (i.e. Post PhD or MD) training received, academic and/or clinical Please list all institutions from where training has been received. Give the dates that you were present at said institution. List all degrees that you were awarded during the stated time period. Please indicate the field of study while attending the institution. Item 17. Are you licensed to practice medicine Please check box marked no, if you are not licensed to practice medicine. Please check box marked yes, if you do have a license to practice medicine. Item 17a. Where If you checked the box marked yes for Item 17, please indicate where it is that you are licensed to practice medicine. Item 18. List all positions held since your baccalaureate degree other than postgraduate training. Please list all institutions/place where you have held a position since the award of your baccalaureate degree. This should exclude postgraduate training. Give the dates that you were present at said institution/place. List all degree that you were awarded during the stated time period. Please indicate the field of study while attending the institution. Item 19. List permanent/temporary positions held prior to baccalaureate degree that involved research or teaching. Please list all positions held prior to award of baccalaureate degree. Give the dates that you were present at said institution. List all degree that you were awarded during the stated time period. Please indicate the field of study while attending the institution. Item 20. Give a description of your research experience, scientific meetings attended, abstracts, publications, etc and explain their relevance to your application. Item 21. List any awards you have received and their relevance to your application. Also, graduate students should list any lab rotations, and give the name of your Mentor and duration of time spent with him/her and any achievements received under their direction. Item 22. Resubmission Please indicate if this application is a resubmission. Check box marked no, if this application is not a resubmission. Check box marked yes, if this is a resubmission. Item 22a. Title If you checked Yes in item 22, please provide the title of you original application. If you checked No in item 22, this is not applicable. Item 22b. Date If you checked Yes in item 22 please provide the date of your original submission. If you checked No in item 22 this is not applicable
Item 23. Principal Investigator Assurance An original signature, in ink, is required. "Per" signatures are not acceptable. Date of signature must be included. Deliberate withholding, falsification, or misrepresentation of information could result in administrative actions, such as withdrawal of an application, suspension and/or termination of an award, debarment of individuals, as well as possible criminal penalties. The signer further certifies that the department will be accountable both for the appropriate use of any funds awarded and for the performance of the grant supported project or activities resulting from this application. Item 24. Mentor s Assurance An original signature, in ink, is required. "Per" or "For" signatures are not acceptable. Date of signature must be included. Deliberate withholding, falsification, or misrepresentation of information could result in administrative actions, such as withdrawal of an application, suspension and/or termination of an award, debarment of individuals, as well as possible criminal penalties. The signer further certifies that he/she will be accountable both for the appropriate use of any funds awarded and for the performance of the grant supported project or activities resulting from this application. Academic activities/interests/goals Form Pages 3 & 4 Instructions for this section are on Form Pages 3 & 4. Abstract Form Page 5 Note: 300-word limit. Do not use additional pages (see Instructions on Form page 5). Table of Contents Form page 6 Follow the outline provided on Form page 6. Suggested Reviewers Form page 7 Postdoctoral applicants need to provide 5 scientists qualified to review your proposal, which do not hold a position in the applicant s department. Inclusion of former colleagues, mentors, those with whom you have published in the last 5 years or others for whom reviewing would represent a conflict of interest is inappropriate. Please include 2 suggested internal reviewers and 3 suggested external reviewers. Optional: List potential reviewers that you DO NOT want to read your grant application. Introduction for Re-submission Form page 8 List the main critiques from the previous reviewers comments and give your point-by-point response to these critiques. Do not exceed 2 pages. Research Plan The Research Plan should include sufficient information needed for evaluation of the project, independent of any other document. Be specific and informative, and avoid redundancies. Organize Items a-d of the Research Plan to answer these questions: 1. What do you intend to do? 2. Why is the work important? 3. What has already been done? 4. How are you going to do the work? a. Specific Aims Form Page 9
State concisely and realistically what the research described in this application is intended to accomplish and/or what hypothesis is to be tested. List the broad, long-term objectives and what the specific research proposed in this application is intended to accomplish, e.g., to test a stated hypothesis, create a novel design, solve a specific problem, or develop new technology. Do not exceed 1 page. b. Significance Form Page10 Briefly sketch the background leading to the present application, critically evaluate existing knowledge, and specifically identify the gaps that the project is intended to fill. State concisely the importance and health relevance of the research described in this application by relating the specific aims to the broad, long-term objectives. Clearly identify the relevance of the research to infection and/or immunity. Do not exceed 1 page. c. Preliminary Studies Form Page 11 Use this section to provide an account of preliminary studies pertinent to the application information and/or any other information that will help establish the experience and competence of the applicant to pursue the proposed project. The titles and complete references to appropriate publication and completed manuscripts should be listed. Do not exceed 5 pages; including text, figures, and tables. Indicate the applicant s role in these studies. d. Experimental Design Form Page 12 Discuss concisely the experimental design to be used to accomplish the specific aims of the project; however, remember that reviewers may have no expertise in your particular areas. Prove a tentative sequence or timetable for the investigation. Include how the data will be collected, analyzed, and interpreted as well as the data-sharing plan as appropriate. Discuss the potential difficulties and limitations of the proposed procedures and alternative approaches to achieve the aims. Point out any procedures, situations, or materials that may be hazardous to personnel and the precautions to be exercised. Details regarding methods should be described in section e. Do not exceed 5 pages. e. Methods Form Page 13 Describe the procedure to be used to accomplish the aims of the project. Although no page limitations if offered here, please be succinct. Point out any procedures, situations, or materials that may be hazardous to personnel and the precautions to be exercised. f. Literature Cited Form Page 14 List all references. Each reference must include the title, names of all authors, book or journal, volume number, page numbers, and year of publication. The reference should be limited to relevant and current literature. While there is not a page limitation, it is important to be concise and to select only those literature references pertinent to the proposed research. g. Consultant/ Co-Sponsors/ Collaborators Form Page 15 Attach appropriate letters here from all individuals confirming their roles in the project. Do not place these letters in the Appendix. Consultants should also provide an electronic version said letter. Applicant may provide this in word format via disk or via email to mives@utmb.edu. h. Human Subjects Form Page 15 Describe the IRB approved human subjects research. i. Personal Data Form page 16 Appendix Supplementary background information referred to in the preliminary studies section of the research plan. Include only color graphs, tables, charts, and diagrams that are not suitable for the Preliminary Studies section. Manuscripts (up to three) by applicant or sponsor relevant to the research plan.
GRE Scores Predoctoral applicants only. Transcripts Predoctoral applicants. Applicants CV