Getting started in CALS

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Getting started in CALS tips from theResearch
Division

• Carol Hillmer chillmer_at_cals.wisc.edu 5-5495
• October 16, 2007
• www.cals.wisc.edu/research/

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Todays session will cover

• Funding opportunities
• Contacts
• Tips for successful submissions
• Helpful information
• Post-award issues

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Funding opportunities

• Many tools available
• www.cals.wisc.edu/research/
• Funding opportunities
• This Week in eCALS
• eCALS biweekly newsletter
• Distributed electronically
• Grants.gov www.grants.gov
• Find grant opportunities subscribe to email
  notices

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• Campus (RSP) subscribes to the following
• www.rsp.wisc.edu/preaward/index.html
• Illinois Researcher Information Service (IRIS)
• www.library.uiuc.edu/iris
• Sponsored Programs Information Network (SPIN)
• http//spin2000.infoed.org/new_spin/spin.asp
• Community of Science Community of Scholars
  (COS)
• www.cos.com
• GrantsNet
• sciencecareers.sciencemag.org/funding?CFID196744
  0CFTOKEN80635511

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• NIH grants.nih.gov/grants/guide/index.html
• NSF www.nsf.gov/funding/
• USDA www.usda.gov/
• Choose agency/office of interest
• USDA/CSREES www.csrees.usda.gov/
• The Graduate School
• programs with submission limitations
• info.gradsch.wisc.edu/research/institutionalnom.h
  tml

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Contacts

• CALS Research Division
• www.cals.wisc.edu/research/
• Directory
  see handouts www.cals.wisc.edu/research
  /General/directory/directory.html
• Research and Sponsored Programs
• www.rsp.wisc.edu/

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• Roles/responsibilities
• Research and Sponsored Programs (RSP) promotes
  and facilitates research, education, and outreach
  missions of the University of Wisconsin-Madison
  by supporting and administering extramurally
  sponsored programs.
• CALS Research Division responsible for
  oversight, guidance, review, and interpretation
  of all College proposals, agreements, contracts,
  awards, etc.

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• RSP is delegated signature authority (authorized
  official) by the Board of Regents for proposals,
  agreements, contracts, etc. related to extramural
  support activities. Principle Investigators
  (PIs) may not sign on behalf of the Board of
  Regents.
• All proposals (pre- and full), agreements,
  contracts, letters of intent, obligations, etc.
  must route from PI to Department/Center to
  College to RSP for full review and approval
  before submission.
• PIs are responsible and accountable to the
  grantee for the proper conduct of the project or
  activity.

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Tips for a successful submission

• Start in advance see Lead Time policy
  handout
• Notify CALS Research Division of plans to submit
• Work closely with CALS Pre-award staff
• Meredith Luschen mluschen_at_cals.wisc.edu 1-1500
• Becky Bound rbound_at_cals.wisc.edu 5-8443
• Angela Seitler aseitler_at_cals.wisc.edu 1-1432
• Casey Hillmer clhillmer_at_cals.wisc.edu 2-2397
• Gail Stirr gstirr_at_cals.wisc.edu 2-2536

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• Submit paperwork for initial review at least a
  week in advance of the submission deadline
• Keep CALS Research Division informed
• Dont hesitate to ask questions
• Dont hesitate to let us know how we can help

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• Forms of submission
• Grants.gov www.grants.gov
• Grants.gov via Cayuse www.rsp.wisc.edu/preaward/gr
  antsgov.html
• Email
• Fax
• Sponsor electronic systems
• Personal delivery
• Hardcopy / mail / express
• Email and Hardcopy
• Internal routing

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• Note
• Submission cannot proceed without full review
  and approval.
• see handout regarding CALS policy on
• applications submitted outside
• CALS/UW channels

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• What paperwork generally needs to be submitted
  for initial College/RSP review and approval?
• Transmittal Form www.rsp.wisc.edu/forms/tform.
  pdf
• campus electronic system WISPER Feb. 2008
• Opportunity/Solicitation info/Guidelines
• Face page/Application page/Cover page
• Scope of work/Abstract
• PI/CoPI/Key Personnel effort commitments and
  related documentation
• campus eCRT system Nov. 2007

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• Science
• Budgets (individual cumulative)
• Budget narrative/justification
• Subcontractor budgets (individual cumulative)
• Subcontractor narrative/justification
• Facilities/Equipment/Resources
• Checklist (as applicable)
• Matching contributions when required
• Letters of support/commitment
• Compliance certifications
• Agency/Sponsor specific paperwork

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• Best recommendation
• Schedule a session with Meredith Luschen or Becky
  Bound to talk about procedures, discuss your
  needs, answer your questions, etc.
• Meredith Luschen mluschen_at_cals.wisc.edu 1-1500
• Becky Bound rbound_at_cals.wisc.edu 5-8443

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Helpful information

• RSP forms www.rsp.wisc.edu/forms/index.html
• CALS forms www.cals.wisc.edu/research/index.html
• Both websites offer a variety of forms and
  templates for letters/documents which may be
  required and/or useful as individuals manage
  their sponsored projects.
• Proposal Development
  Routing Approval
• Award Management Agreement
• CALS/WAES Related Agency

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• Templates Forms
• Account number in advance (88-1)
• Cost sharing information (80-2)
• Gift acknowledgment letter
• Gift in-kind transmittal (84-1)
• Human subjects training certification letter
• Intent to establish consortium
• Intellectual property agreement for project
  participants
• Internal transfer for proposals/grants
• Invention disclosure
• Justification for use of off-campus FA rate
• Letter of commitment
• Letter of intent
• Match form

• No-cost extension request
• Non-salary cost transfer
• PI change request
• Provisional request for time extension
• Researcher compliance agreement
• Rebudgeting request
• Residual balance moving to unrestricted
  accounts
• Request for limited PI status
• Salary transfer
• Sub-account request
• Tax exempt letter
• Transmittal form (UW2006-5)
• Transmittal form for 0 appointees
• WSMB-MOU request for changes

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• Budget building information
• www.cals.wisc.edu/research/ProposalDev/budget.htm
  l
• Fringe benefit rate information
• Salary rates
• Person-month conversion tool
• Indirect cost rates www.rsp.wisc.edu/rates/inde
  x.html
• RSPs Budget Tools www.rsp.wisc.edu/forms/bud
  gettools.html
• Standard budget spreadsheet www.rsp.wisc.edu/for
  ms/standbudget.html
• NIH budget spreadsheet http//www.rsp.wisc.ed
  u/forms/nihbudget.html
• Database queries www.rsp.wisc.edu/queries.html
• PALS www.rsp.wisc.edu/services/admin/pals/c_sl
  ookup.cfm

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• Agreement templates
• Amendment template
• Clinical trial agreement, standard
• Confidential protocols
• Equipment loan/product evaluation
• Facilities use agreement
• Material transfer agreement
• Standard research agreement
• Shared grants with UW System entities
• Training agreement
• USDA-ARS specific cooperative agreement
• Wisconsin Soybean Board agreement
• Wisconsin Milk Marketing Board agreement

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• Other items of interest
• Confidentiality agreements
• Consultants/collaborators/key personnel
• Cooperative agreements
• Effort reporting/cost sharing
• Fee for service/Purchase of services contracts
• Indefinite quantity contracts
• Memorandums of agreement/understanding
• Requests for costing or pricing data
• Subcontractors/Subcontracting
• Tuition remission
• Unrestricted gifts

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• Reference materials
• CALS research related policies procedures
• www.cals.wisc.edu/research/Policies/
• RSP extramural support policies procedures
• www.rsp.wisc.edu/policies/index.html
• Official RSP notices
• www.rsp.wisc.edu/policies/notices.html
• Graduate School policies procedures
• info.gradsch.wisc.edu/research/compliance/index.ht
  ml
• Research Policy Advisory Council (RPAC)
• info.gradsch.wisc.edu/research/compliance/rpac/ind
  ex.html

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• Financial administrative policies
• www.uwsa.edu/fadmin/fap.htm
• UW System Fiscal and Accounting General Records
  Schedule
• www.uwsa.edu/fadmin/records.htm
• Federal agency regulations
• www.rsp.wisc.edu/federal.htmlAgencyRegulations
• OBM circulars www.whitehouse.gov/omb/circulars/
  
• A-21 Cost principles for educational
  institutions
• A-110 Uniform administrative requirements for
  grants and agreements with institutions of higher
  education, hospitals and other non-profit
  organizations
• A-133 Audits of States, Local Governments, and
  Non-Profit Organizations

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• RSP workshops, training, educational resources
• www.rsp.wisc.edu/training/index.html
• Graduate School seminar series
• fpm-www3.fpm.wisc.edu/ohrd/coursecreation/
• CALS training, workshops, educational resources
• www.cals.wisc.edu/research/General/profdev/trainin
  g.html

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Post-award issues

• As soon as you hear you will be receiving an
  award, contact the Research Division
• Awards are accepted by the UW-Madison and
  assigned to a PI
• Awards must be fully accepted prior to work
  beginning
• Protocol approvals must be approved and in place
  prior to an award number being assigned
• All matching and effort commitments must be in
  place prior to an award number being assigned

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• Account number in advance option
• 90 day pre-spending is not allowed by all
  agencies/sponsors
• Some awards are effective upon date of last
  signature
• PI changes
• Rebudgeting requests
• No-cost extensions
• Transfers
• Disallowances are the responsibility of
  Departments/Centers and ultimately PIs

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• Cost principles and cost accounting standards
  OBM A-21, A-110
• Appropriate application of costs to projects
• Necessary to perform the project
• Reasonable (prudent person would incur cost)
• Allocable (provides measurable benefit to project
  that may be assigned proportionately or
  reasonably)
• Allowable (under Section J of cost principles)
• Consistent (treated as direct or FA and
  similarly for all sponsored projects)
• Permissible (under the law or sponsored agreement
  terms)

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• Post-award questions
• Work with Department/Center Administrators and
  Financial Staff
• CALS Research Division contact
• Sandy Fowler sfowler_at_cals.wisc.edu 2-3947
• RSP Post-award contacts
• www.rsp.wisc.edu/directory.html
• CALS Business Services contacts
• www.cals.wisc.edu/bussvc/contacts/index.html