Navigating The Grant Submission Process at UMMC

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Navigating The Grant Submission Process at UMMC
Pam Tazik, Manager Grants and Contracts
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Seminar Series

• JULY
• IRB Basics
• Thursday, July 8 - 9-10 a.m., Room 6A
• Tuesday, July 20 - 130-230 p.m., Room 3A
• Animals, Biosafety, and Radiation Safety
• in Research
• Tuesday, July 13 - 130-3 p.m., Room 3A
• Tuesday, July 27 - 9-1030 a.m., Room 3A

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Seminar Series

• AUGUST
• Post-Award Grant Management
• Thursday, Aug. 5 - 9-10 a.m., Room 6A
• Tuesday, Aug. 10 - 130-230 p.m., TBA
• The Legal Documents in Research
• Dates, Times and Locations TBA
• All presentation materials will be posted on the
  website
• http//research.umc.edu/

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UMMC Sponsored Programs FY03
Federal
Millions of Dollars
Private
State
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Grants at UMMC

• PROPOSALS 376 submitted, 186 funded
• SPONSORS
•  NIH, NSF, DOD, CDC, etc
•  MS Dept of Health
•  Voluntary health organizations (American
  Heart, Cancer, Lung, Diabetes, etc)
•  Private For Profit - Industry
• (pharmaceutical and device)
•  Private Non-Profit - Foundations,
• Professional associations
•  

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Funding Opportunities

• UMMC Office of Research Website
• http//research.umc.edu/
• Community of Science (COS)
• NIH Guide
• Grants Resource Center (GRC)
• Voluntary Health Groups
• Special Notices

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Sponsor Requirements

•     Each sponsor has unique forms/requirements
•      Duration ranges from a few weeks to decades
•      FA (Indirect) ranges from 0 to 48
•      Individual awards range from 1,000 to
  millions
•      Signatures required on application 1 to 5
  PI, Div Director, Dept Chair, Dean of the
  School, Fiscal Officer, Institutional
  Representative,
• Vice Chancellor.

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Transmittal
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UMMC Transmittal Form
   What is it?
   When is it needed?

•        What is the purpose of each section?

       ..Transmittal Instruction
Sheet.. http//research.umc.edu/
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Transmittal Required

• Any sponsored activity that involves funds coming
  to the Institution
• Any agreement, contract, or other document that
  legally binds the Institution (requires
  institutional signature)
• Any sponsored activity that involves Animals,
  Human Subjects, Biohazards, Radiation)

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Transmittal Required

• Examples
• All proposals submitted to outside sponsors for
  funding (research, education, community service,
  etc.)
• Contracts with public, private, non-profit
  entities
• Memorandum of Understanding
• Material Transfer Agreement

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Proposal Information

• Proposal Information/Contact Person
• Type of Proposal
• Budget Section
• Dates
• Costs Direct, F A (Indirect), Total
• Matching funds ? Required vs. Voluntary
• In-kind vs. Real Dollar
• Subcontracts involved?

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Assurances

• Animals
• Human Subjects
• Biohazards
• Radioisotopes
• Billing Hospital Services
• Conflict of Interest

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Location of Activities

• Building(s), Room(s)
• Type of space Research, Administrative, Service
  (Patient Care), Education, Other
• Time of Project Of all activities conducted in
  that location, what portion will be devoted to
  the needs of the proposed study
• Off Campus locations, VA

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Signatures

• Signatures needed before transmittal comes to the
  Office of Research
• Principal Investigator
• Department Chair
• Dean
• Signatures secured by Office of Research
• Hospital Director
• Legal
• Associate VC for Research
• VC for Health Affairs

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Budget Checklist
Face Page Budget Page(s) Sponsor
Guidelines Cost Categories Items not normally
included Budget Justification FA Rates, Type
Modular Budgets - Calculators

•     

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Special Forms/Signatures

• Conflicts of Interest - MSDH
• Representations and Certifications
• Assurances
• Fiscal Practices/Audit Requirements
• UMC Information Sheet
• http//research.umc.edu/
• In doubt? Call us 5-5000

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Grant Preparation.

• So, your grant application packet is complete..
• Transmittal Completed (with 2 signatures)
• Application forms (cover page, budget, etc.)
• Budget as per sponsor instructions
• Technical proposal (format specified by sponsor)
• Ancillary documents (letters of support, etc.)

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• So
• How long does it take to process your grant
  application ????
• . 3 to 5 Business Days .

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Depending on..

• Type/Format of Proposal
• Application information complete?
• Transmittal completed? Info attached?
• Number of Assurances
• Number of Signatures
• Availability of signing officials

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Processing Complete

• Pickup signed grant proposal from Office of
  Research
• Investigator finalizes proposal and submits to
  sponsor
• Copy of grant proposal returned to the Office of
  Research

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Upon Award..

• Office of Research pulls proposal file and
  reviews assurances
• When assurances are complete and current
• - file forwarded to Grants Accounting
• - Susan Shands Jones if a contract or
  subcontract is needed
• Suzy Campbell establishes the account and
  notifies the PI. Primary contact is Grants
  Accounting for post-award activities.

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Industry-Sponsored Clinical Trials

• Confidentiality Agreement
• Regulatory Documents
• Contact Information Form
• Clinical Trial Agreement/Budget
• IRB submission
• .Guide to Clinical Trial Agreements.
• http//research.umc.edu/

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UMMC Office of Research Website
http//research.umc.edu/

• o Funding Opportunities - COS, NIH Guide, GRC
• o Transmittal form and instructions
• o  Face pages for PHS 398 and 2590
• o  UMMC facts and information
• o  Budget review checklist

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Research Website CONTINUED
http//research.umc.edu/
o    Modular budget calculators o Federal
rate agreement o  Clinical trial guide and
forms o  Information on all assurances
(humans, animals, biohazards,
radiation, hospital services)
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Information Sources

• Animals Susan Warren, PhD 4-1671
• Jean Garrett 5-5006
• Humans Nancy Olson 4-2815
• Biohazards Steve Case, PhD 4-1518
• Angie Klein 5-5004
• Radioisotopes Vicky Tygart 4-1078
• Angie Klein 5-5004

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Questions??
Pam Tazik, Manager Grants and Contracts http//res
earch.umc.edu/
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Is there a storm of paper on your head?