Contact the Dean's office for proposal support and consultation. It's best to start well in advance of the due date because proposals need to be routed for signature and approval by each listed department, college, and OSRAA before submission. In most cases, OSRAA submits your proposal to the agency.
NIH has some resources, such as sample grant applications, summary statements and more. Check them out here:
This can take a week or more and OSRAA requires three days to review your proposals. Please reach out to the COS proposal support unit (128H Kidder) for assistance. You can also find information on preparing your proposal from the Tools page.
If you need to register with research.gov to submit proposals as a PI/ Co-PI, then you'll need to register at research.gov. You won't be able to submit proposals until OSU affiliates you with OSU. You can follow the steps below to register with NSF. Once you register, OSRAA will get an email requesting to add you to their affiliation.
You can only have one NSF ID and that ID must be affiliated with your current organization. More information is here:
If you do not have an NSF ID, then you’ll need to follow this guidance to create one as PI/coPI
You will need OSU’s DUNS number. All information on OSU can be found here:
OSU’s DUNs number is 053599908
If you are applying for a grant with a new agency, you might need some University information such as the congressional district, DUNS, etc. That information can be found on OSRAA's Cover Page/Application site. http://research.oregonstate.edu/osraa/proposal-preparation/proposal-cover-page-application-information
Ask your departmental chair about tuition support in this case. For more information, see this link
Consultants/Fees: "These costs are for professional fees, e.g., consulting and legal fees, services rendered by commercial firms; service charges by institutional service departments; and fees assessed by other state agencies. Generally, all services must be performed within the award period. Consulting costs are normally identified separately in the budget and may also be called Personal Services Contracts (PSC). OSU employees and graduate students may not be listed as consultants on OSU budgets."
Subawards: "The subaward process is used when OSU passes through a portion of the sponsored award to another entity for the purpose of programmatic effort on the project or when OSU receives a portion of a sponsored award from another organization. All the terms and conditions that are part of the primary award must be included in the subaward document. Signature of acceptance of these terms by the receiving entity is required."
For more information on determing if you need to set up a consultant or a subaward, please visit, "Is this a subaward or a procurement" at the Research Office.
Other Sponsored Activity
No. Anything regarding contracts or legal documents go through Procurement and Contract Services (PaCS). You can start with your business center contact and ask them to forward the contract to PaCS for you.
When a grant is transferred from one institution to another, there are several general steps to the process. Please see the Research Office's guidelines on transferring grants. They also have a PI Checklist for Transfer of a Grant to Oregon State University.
Funding agencies defer to university policy as long as they comply with the uniform guidance
OSRAA's policy on Participant Support Costs
Participant support costs refer to costs paid to or on behalf of participants or trainees attending conferences, meetings, symposia, training activities and workshops. A participant must be an individual who is attending in the context of a "trainee."
For more information see NSF's Participant Support Guidelines
OSU’s off-campus rate is applicable to sponsored projects performed in facilities which are not owned or leased by OSU, or when there is an activity of 90 or more consecutive days away from the on-campus facilities.
NIH put together this biosketch guidance document, which is reprinted here:
The biosketch provides an opportunity for each senior/key person listed in an NIH grant application to describe why they are well-suited for their role(s) in the project. Among other things, it allows the senior/key person to:
If you have never written a biosketch for an NIH grant application, carefully read the instructions about what to include. Note that there are separate instructions for fellowship and non-fellowshipbiosketches.
Find FAQs, sample biosketches, and more on our webpage for Biosketch Format Pages, Instructions and Samples.
You only need to go through Cayuse if OSU will handle the award. If the award will come directly to you, then you do not need to set up a Cayuse Record.
Some undergraduates who come to campus for a summer research program would like to use Dixon Rec Center and/or may need access to computers. We've put a handy guide together to answer these questions: https://proposals.science.oregonstate.edu/articles/REUs
A graduate student who is appointed as a Graduate Assistant (GRA/GTA) in summer term must enroll in a minimum of 3 credits, per the minimum enrollment policy.
However, there may be income tax on salary for graduate students appointed as Graduate Assistants in summer term who are enrolled in less than 5 credits. Contact Payroll or your tax professional with any questions about potential tax implications. Most faculty use 5 credits in budget estimates.
International students can register for 3 credits if it is not their first term of enrollment, and they are eligible for a vacation term. If summer is their first term, or if they are not eligible for a vacation term, they must be registered for 9 credits.
If you have questions, please contact the Graduate School.
Do you provide incentives to participants on your grants? Do you provide gift cards? If so, how do you know how many to purchase without ending up with leftover gift cards after the grant ends?
If gift cards are purchased on a department account up front, and then the grant reimburses as they are given out to participants, you don't have this issue. Any remaining gift cards then belong to the department. They can then use them for another project as needed.
Same for petty cash. The department sets up the petty cash on a department index. Then as the funds are used, the petty cash fund is reimbursed by the grant. Once the grant closes, the petty cash is closed and the amount reimbursed to the department. Departments should be able to have some flexible funds to do this. This way, the federal funds only pay for the actual participant costs.
Use a system in which you only upload money onto a gift card immediately before distribution
Cash Incentives? We have a policy for that too!
Fiscal Policy Miscellaneous: 03-140-513
Units who perform testing of products often advertise that they will give anyone who takes the test an incentive, for example $5.00. The unit will pay out the testing incentives and document how much was given, and to whom. A Departmental Advance is required to receive the funds to distribute. The advance will be “cleared” by the appropriate Business Center through the process identified in FIS 407-07 Departmental Advances (Non-Travel).
NIH eSubmission advice from the NIH Communications office. Resubmission or renewal? How many times can you resubmit?
E&G funds are funds received by the University directly from the legislature and from student tuition. The funds are subject to expenditure limitations, and are allocated to colleges and departments through the budget process.
% Effort = Total Person months / Total Project time.
So, if you request 1 person month (P.M.) salary every year for 3 years that would be either
(1/12)*100 = 8.33% OR (3/36)*100 = 8.33%
The latter calculation is useful if you are requesting different P.M. per year.
In this case, for example:
P.M. Y1 = 1, Y2 = 2, Y3 = 0.5.
Total P.M. = 3.5
You'd use: 3.5 / 36 * 100 = 9.72%
The do’s and don’ts of hyperlinks in grant applications are simple:
It would be hard to read more than a couple paragraphs on the internet these days without encountering a hyperlink to a definition or additional clarifying information. Hyperlinks are everywhere. So, why does NIH limit the use of hyperlinks in grant applications?
At the end of the day, risk avoidance may be the most convincing reason to avoid unrequested hyperlinks. NIH may withdraw your application from consideration if you include them. Don’t risk it. Write a compelling, self-contained grant application and let it speak for itself.