Grants and Contracts Processing
What to Route to the Office of Research Services
For all grant applications (paper and electronic)
All "special conditions" noted in Funding Opportunity Announcements (FOAs), such as limitations on the number of proposals accepted from a single institution, must be presented and discussed with the Office of Research Services prior to application submission.
At least 10 working days in advance of an application deadline, PIs should provide to the Office of Research Services:
- A double-sided yellow routing sheet completely filled out and signed by the PI, Business Manager, and Department Head
- Routing sheets must be printed on yellow paper.
- Routing sheets without keywords will be returned without review.
- Routing sheets must contain information on regulatory (IRB / IACUC/ IBC, etc.) approvals (if applicable).
- If a particular signer is unavailable, signing authority to another party can only be delegated in writing.
- A project abstract
- A draft is acceptable, but the abstract should reflect the entire proposed scope of work.
- A face page (including a signature line for institutional official). If the sponsor's application forms don't include a face page, you can use the NIH's "standard" face page, as linked herein.
- A budget.
- Budgets should include information on how F&A (“indirect”) costs were calculated.
- A budget justification
- Sponsor's official written policy on F&A costs (if sponsor will not pay current federally-negotiated rate)
- A letter or e-mail from the sponsor merely saying that they will not pay full F&A is not sufficient to request a waiver of F&A cost recovery.
- If the sponsor does not have an official written policy on F&A costs, and is not willing to pay the current federally-negotiated rate, you must secure and include in your routed materials a letter from the Associate Vice President for Finance and Administration, approving your request that F&A costs be waived (be aware that the request may or may not be granted).
- Please see Permanent Memorandum 10 (http://www.lsuhsc.edu/administration/pm/pm-10.pdf) for more information on Indirect Cost Allowances on Grants and Contracts.
Letters of Intent to Establish a Consortium Agreement
- These letters are required if a prime/subawardee relationship is proposed (the subawardee should sign first).
- If LSUHSC-NO is the proposed subawardee, investigators are not authorized to release information to prime applicants until materials are reviewed and approved.
- SBIR/STTR letter(s) (if applicable)
All documents necessary to comply with CM-35 (Conflict of Interest Attestation and Significant Financial Interests forms).
- In lieu of COI and SFI forms, institutions wishing to serve as a subawardee to LSUHSC-NO may visit this web site: http://nrc59.nas.edu/pub/fcoi_list.cfm and provide a printout as evidence of compliance with the PHS FCOI policy, or provide an email from the institution’s authorized official stating that they are compliant with the PHS FCOI policy. Institutions or individuals who do not operate under a PHS-compliant FCOI policy must complete the COI and SFI forms.
For electronic grant applications
- At least 5 working days in advance of an application deadline, PIs should transmit to the Office of Research Services a complete electronic (e.g., Grants.gov) submission.
- Email both Ann Clesi and Dr. Jawed Alam when the grant is ready for submission.
- For NIH applications : Once an application has been retrieved by the NIH and is available for viewing by the PI and SO/AOR in Commons, it is the PI’s responsibility to, within two weekdays , send an e-mail to Ann Clesi and Dr. Jawed Alam either requesting that the application be rejected, or agreeing to allow the application to proceed to receipt and referral.
Applications will be reviewed, approved, submitted, and otherwise
handled on a first-come, first-served basis.