Grants, Contracts & Research Support
Sponsored Research is broadly defined as any funded grant, contract, instruction, or other activity type funded outside of the University. The Research Support Team (RST) provides assistance to PIs at every phase of their research projects, from proposal to closeout. COE PIs are encouraged to use the RST, regardless of project size, sponsor, dollar amount, or whether it is a primary or subcontracted project. The RST supports proposals and projects routed through Sponsored Projects Services (SPS) and the University of Arzona Foundation (UAF).
The RST includes:
We differentiate between Pre-Award and Post-Award activities, including who handles which type. Pre-Award applies to all activities up to submission of proposal; Courtney is the point person. Post-Award activities includes grant management, including financial and progress reporting and close-out; Margo is the point person.
All proposals must be reviewed and approved by the Dean's office and appropriate university office(s) prior to submission.
1. Proposal Discovery - Contact Sara
In her capacity as Assistant Dean for Research Development and Outreach, Sara will work with you to identify research themes and goals and connect with PIs across campus to develop and submit proposals of all sizes and types. For foundation funding, please contact Victoria Klocko to access FoundationSearch.
2. Proposal Development Meeting - Contact Courtney
Notify Courtney of your intent to apply and be sure to provide link to the RFP or solicitation. She will schedule a proposal development meeting with the RST.
3. Complete the Checklist. Courtney will email a Proposal Development Checklist to you. Send the completed checklist to Courtney before the Proposal Development meeting. If possible, decide on any Credit and F & A splits between you and your Co-PI(s) before this meeting.
4. Budget Building - Contact Margo
Margo will work with you to build your budget using her knowledge of federal, sponsor, and UA budgeting policies and allowable costs. Please note that Margo does not create subcontract budgets. The subcontract PI provides his/her own budget, justification, and scope of work, which must be routed with the COE PI's budget, justification and abstract, and any other documents requiring SPS review and signature.
Cost sharing is a departmental and college commitment, consequently, your department head and the dean must approve it before the proposal can be submitted. Some sponsors, such as NSF, prohibit voluntary cost sharing. SPS cannot prohibit voluntary cost sharing, but they do discourage it due to the substantial administrative, financial, and reporting responsibilities associated with it.
5. Proposal Preparation
Required for SPS routing, it need not be the official summary abstract you will submit to the sponsor. At minimum, it should include the working title, a statement of the purpose of the research problem, the scope of work, and the list of PIs and their roles.
The justification is the narrative version of the budget and allows you to explain requested budget items. The level of detail to include depends on sponsor requirements.
Routing to Sponsored Project Services
All routing is electronic, through UAccess Research (UAR). The UAR Doc consists of the budget, justification, abstract, and any applicable documents or stipulations. Courtney will prepare and submit the UAR Doc for routing at least 10 business days before the sponsor deadline. PIs, dept heads, and deans will receive a notification to login to UAR to approve, which automatically routes it to the next level and then finally to SPS for approval.
For UA Foundation proposals, contact Rick Zurow before beginning work on the proposal to ascertain whether special conditions or requirements exist. The Research Support Team will also assist with these proposals.
6. Application Form and Final Narrative
Courtney will complete any required application forms on your behalf. Send her documents (narrative, other required documents) well in advance so that she has time to review before uploading to the application. You may give her the final narrative as late as 1 day before SPS deadline.
'The final grant application must be sent to SPS at least 3 working days before the sponsor deadline. SPS submits all grant proposals to sponsors as the University's authorized representative.
After submitting the grant application to SPS, the PI must be available in the event that SPS has questions. SPS will inform CoE and the PI once the application has been received by the sponsor.
1. Post-Award Meeting - contact Margo
Once you have been notified of your award by the sponsor (or prime recipient if you are the subawardee), Margo will schedule a post award meeting with you, the department head, the department administrative assistant who will provide support, and the RST to discuss changes in the budget or any other terms of the award and clarify who will be responsible for the various administrative functions required to support it. If SPS appears not to have been notified, please forward your award notice to them at email@example.com.
2. Account Set-up
Sponsored Projects sets up the account after receipt of a notice of award and funding (or funding authority) from the sponsor. Project spending and hiring cannot begin notice that the account is funded is sent by SPS.
On occasion, pre-account set-up funding must be established if you need to buy equipment, hire personnel, etc., on the account before it is funded. Backstop approval from the Dean's office is required. Once the account is set up, your department is responsible for moving those expenditures to your project account.
3. Grant Management
Hiring and Expense Management
Your project admin will prepare all hiring and expenditure-related forms to be reviewed and approved by Margo.
Incoming awards are set up by SPS. Outgoing subcontracts are more complicated and take several weeks to process. To initiate or extend an outgoing subcontract, contact Courtney. For assistance with existing subcontracts, contact Margo.
You must comply with the sponsor’s financial and progress reporting requirements. You will likely receive reminders from your sponsor as reporting deadlines approach. Margo will work with you on the financial piece. Courtney will assist with navigating the website, completing the narrative components and report submission.
If your project is not finished by the end of the award period, you may request a No-Cost Extension (NCE) from the sponsor. Usually, this requires an email request to SPS, who then forwards it to the sponsor, preferably at least 30 calendar days before the end date. The sponsor will notify you and SPS that the extension request has been granted. Note: NCEs are solely for the completion of the project. Expenses cannot be used to spend down the award balance! Expenses may even trigger an audit.
Your sponsor will require a final report. Margo and the SPS fund accountant will perform an account audit to ensure all expenditures and balances are accounted for and will sign off per the sponsor’s requirement. Goals and outcomes must also be reported to the sponsor in order to successfully end the project. Margo will assist with the budget reporting and Courtney will assist with the submission.