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Proposal Preparation and Submission
SERVICES PROVIDED
Welcome to Prairie View A&M Research Foundation (PVAMRF) Preaward Services. Our goal is to assist Principal Investigators and their staff with the preparation of research proposals and to inform them of current policies and procedures regarding sponsored projects. Preaward provides assistance in budget and proposal preparation, coordinates the routing of proposals for internal signature, and copies, binds, mails or otherwise submits proposals to sponsors in a timely and efficient manner. Please call us with any questions, suggestions or comments. Our Preaward telephone lines are answered from 8:00 a.m. to 5:00 p.m. Monday through Friday. If you wish to call, the numbers are: (936) 261-1641 and (936) 261-1642.
PREAWARD CONTACT INFORMATION
The Proposal Administrator for the PVAMRF is Vicki Hegemeyer. Her telephone number is (936) 261-1642.
If you are unable to reach the PVAMRF Proposal Administrator listed above or are uncertain whom to call, please contact Bob Effinger at (936) 261-1641.
BEGIN A PROPOSAL
Prairie View Administrative Procedures requires that proposal processing be started a minimum of 5 business days prior to the due date. This will allow time to process the budget and prepare the proposal for routing.
When you notify PVAMRF of your intention to submit a proposal, you will be asked a series of standard questions pertinent to that proposal. These questions allow us to create a new proposal in the FAMIS system and start working on it while you continue to work on the scientific text. If you would like to begin a proposal via e-mail, click here for a PI Contact Information Sheet to begin the proposal process.
Send the Contact Information sheet to Vicki Hegemeyer at vhegemeyer@rf-mail.tamu.edu. The following information will be needed, whether you choose to start a proposal by e-mail or by telephone:
- Sponsor and program name
- Due date at agency
- Program guidelines, if applicable
- Names of Co-Principal Investigators
- Title of proposed project and preliminary budget information including start and end dates
- Preliminary budget information including project dates, information on any subcontract agreements that will be budgeted (including contact information)
- Routing (draft) text
- Protocol for special considerations (lab animal, human subjects, or rDNA)
- Whom to contact if you will be absent during the proposal preparation
A PVAMRF number will be assigned to your proposal for monitoring and follow-up. Preaward is able to submit NSF proposals via FastLane, NSF's web-based proposal submission module. Please advise your Proposal Administrator if you intend to submit a proposal via FastLane.
ASSURANCES
Assurances are required for each proposal and must be returned to your Proposal Administrator before the proposal can be submitted. You will be asked if you will have any Significant Financial Interest in the planned project. You will also be asked to check compliance items such as human subjects, lab animals, rDNA, and infectious biohazards on your Intent to Submit form.
BUDGET PREPARATION AND ROUTING
Since budget numbers must be finalized before the internal routing process can begin; the budget is usually the first step in the proposal process. Your Proposal Administrator will:
- Review the program guidelines
- Calculate the budget to conform to the sponsor's and PVAMU's requirements (using the preliminary information that you provide such as funds for travel, materials and supplies, etc.)
- Contact the Principal Investigator for approval and/or feedback
- Prepare the required budget forms
After the budget has been approved and draft text is provided, a routing package will be circulated by PVAMRF staff to the Principal Investigator, Co-Principal Investigator (if applicable) Department Head(s), Dean(s), VPRS, Academic Affairs office, Fiscal Affairs office, and Business Affairs office for approval. A minimum of three days is needed for routing process. Completed routing is required before any proposal can be submitted. If the minimum time is not allowed for proposal processing, the PI will be requested to assist with the routing and mailing process of the proposal.
FINAL TEXT PREPARATION AND MAILING
The final text must be forwarded to the Proposal Administrator at least twenty-four (24) hours prior to the mail or submission deadline. Final text and other related forms can be accepted in electronic version (e-mail attachment or flash/USB drive). When the final text is received, a Proposal Administrator will:
- Review the final text for compliance with the sponsor's guidelines
- Assemble the proposal into the specified format
- Reproduce the proposal according to Sponsor requirements
- Check copy quality
- Submit proposal via appropriate carrier
Note: Grants.gov proposals are submitted one week early in order to avoid last minute submission problems. While this is not a mandatory deadline, last minute submissions are prone to error and Grants.gov’s busy web servers sometimes have trouble handling high volumes of proposals on busy deadline days. Last minute submissions will be handled on a case by case basis, to the best of our ability.
CAMPUS COPIES
Copies of the submitted proposal are prepared and distributed to researchers within approximately one week after submission to the sponsor. Copies are maintained in the PVAMRF Office. Other signatories will receive a copy of the budget and executive summary. If full copies of proposals are required by other signatories prior to a proposed project being funded, the expressed written permission of the researcher is required.
SPECIAL CONSIDERATION
Research involving the use of lab animals, human subjects, rDNA, or infectious biohazards must be registered and approved by committees within Prairie View A&M University. The University has guidelines for these special considerations, which must be followed in order to comply with university and federal regulations.
The University Office of Regulatory Compliance maintains records on human subjects, lab animals, and rDNA. Call (936)261-1588 for additional information.
All PIs with human subjects on NIH projects must complete the NIH on-line certification for use of human subjects. The certification course can be found at www.nihtraining.com
EXECUTIVE ORDER 12372
Some funding requests may be included in the Executive Order 12372 which requires review by the State before funding is released. Determination of requirement is based on the CFDA Code that the program falls under. If the funding requires State review, the Proposal Administrator will notify the Single Point of Contact (SPOC) of intent to submit proposal. At this time the SPOC can issue a State Agency Identifier (SAI). At the time the final proposal is submitted to the sponsoring agency, a copy will need to be forwarded to the SPOC for review. The SAI will need to be referenced on the application as well as all correspondence to the State. For more information regarding Executive Order 12372, click on the provided links for the Texas Review and Comment System (TRACS) http://www.governor.state.tx.us/divisions/tracs/
Frequently Asked Questions
- Where can I find proposal forms?
We have proposal forms for many agencies on our web site at http://pvosp.tamu.edu/forms/index.html.
- How do I arrange for a Facilities and Administrative Cost (indirect cost) reduction or waiver?
The Office of the Vice President for Research maintains the policy regarding such reductions or waivers.
Exceptions require a statement of explanation indicating the benefits to the University and the State of Texas that justify the different rate.
Exceptions might include:
-Project supports the academic mission of the department/college
-Support of graduate students
-Only source of funding in an area of significance
The approval process is as follows:
Exceptions require an Indirect Cost Waiver Request form to be completed and signed by the Principal Investigator and must be approved by:
-Department Head
-Dean
-Vice President for Research
-Vice President for Finance and Administration
- What are the rates for fringe benefits and health insurance?
PVAMU Fringe Rate
9.6% of Salaries and Wages - Undergraduate Students
9.6% of Wages plus Insurance - Graduate Students at 50% time or greater
17.1% of Salaries plus Insurance - All Others
Plus, institutional medical insurance benefits on the following monthly premiums for Fiscal Year : 2011
Employee Only $412/month
Employee/Children $534/month
Employee/Spouse $606/month
Employee/Family $704/month
- What are the rates for Facilities and Administrative Costs?
Negotiated rate with DHHS(agreement dated 10/2009)
Predetermined Rate Valid 09/01/2009 through 08/31/2012
45.5% MTDC (Modified Total Direct Costs) for Research and Instruction
26% - MTDC (Modified Total Direct Costs) Public Service, Academic Support, Student Services, Scholarships and Fellowships
***Items currently exempt from the MTDC base:
Equipment (over $5000), Capital Expenditures, Charges for Patient Care, Tuition Remission, Scholarships, Fellowships, and Subcontracts (anything over the first $25,000 per subcontract)
- What is Cost Sharing?
Cost sharing is defined in the federal regulations as project costs not borne by the sponsor. Any cost sharing on a project must be documented at the proposal stage. Therefore, when preparing the budget, if you do not request funds from the sponsor to cover your time, time for any other personnel, or other expenses, please discuss this with your Proposal Administrator. Some projects require “matching” funds. These too, must be documented at the proposal stage.
- What are the travel policies and per diem rates?
Please see the web site section titled "Travel." It has comprehensive information regarding travel on sponsored projects.
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