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Investigator Resources

Office of Research 

When do I notify the CHS Office of Research of my intent to submit a grant?

We would like to know of your intentions to submit as early as possible and at least 30 days prior to the sponsor’s deadline.

What if I decide to submit a proposal but the deadline is less than 30 days away?

We understand tight turn-around times and will work with you to meet the external deadlines. The more lead time we have, however, the more we can help.

Do I have to schedule a meeting with the CHS Office of Research?

We recommend a brief meeting with the Director of Extramural Support to discuss the submission requirements, roles and responsibilities, and to establish a timeline. This is also a great time to start discussing the project’s budget.

How do I develop an accurate budget for my proposal?

We encourage investigators to work with the College Grants Officer (CGO) to develop a detailed budget for the project. The CGO will ensure adequacy of requested resources and compliance with sponsor and university regulations.

Is institutional approval required before I submit my proposal?

UK requires program directors/principal investigators (PD/PI) to provide a project title and drafts of the project budget, budget justification, and abstract for review and approval prior to proposal submission. These documents are attached to the electronic Internal Approval Form (eIAF).

Who has to approve the eIAF?

eIAFs must be approved by the PD/PI, co-investigators, and other faculty who are named as Senior Key Personnel, regardless of their role on the project. Additionally, the eIAF must be approved (certified) by the Chairs, College Grant Officers, and ADRs of each represented faculty member.

When does the eIAF have to be completed?

The Office of Sponsored Projects Administration (OSPA) requires the eIAF to be fully executed at least three (3) business days prior to the sponsor’s published deadline.

Do I have to complete my own eIAF?

No. In the College of Health Sciences, the College Grant Officer will route the eIAF on your behalf as soon as s/he has the required documents. To ensure timely completion, we request all eIAF documents at least 10 days prior to the sponsor’s deadline. If you have multiple investigators from multiple departments, we strongly encourage you to submit eIAF documents as early as possible.

Do I have to let the Office of Research and Scholarship know when I intend to submit a proposal to an internal grant opportunity?

Yes. ORS should work with you on internal grant submissions to ensure you have requested adequate resources and obtained the necessary departmental approvals. Every grant proposal represents a commitment of resources. As such, the appropriate college administrators (Chairs, Associate Deans, etc.) need to be given the opportunity to review and approve commitments before they are made. Additionally, ORS values all grant proposal activity – intramural and extramural – that occurs within the College, and we track and report on all faculty proposal activity.

Can I submit a grant proposal directly to the sponsor without institutional approval?

No. Most grants are made to the institution and not to individual investigators. As such, the institution has a responsibility to review and approve any commitment of resources (effort, lab space, cost sharing, etc.), ensure alignment with the institution’s missions and values, and capture all of the sponsor-required investigator certifications.

What will happen if I submit a proposal outside of the established process and it is awarded?

We hope this doesn’t happen. If it does, we may decline the award if it is not in the best interest of the institution. If the award is accepted, the institution may negotiate significant changes to the budget and/or the terms of the project. This can cause a significant delay in account set-up.

Can I submit a pre-application or letter of intent to a sponsor without notifying anyone?

No. Investigators should notify ORS when they intend to submit a pre-application or letter of intent. We report on all proposal activity and would like to reflect your efforts on the reports. Furthermore, OSPA requires an eIAF for pre-applications that require a budget or a budget amount. ORS can help you navigate internal and external requirements for these pre-submissions.

Do I need to submit my final grant proposal to the Office of Research?

Yes. The Office of Research prefers to work with investigators as they prepare their grant proposals. While the Research Strategy is the investigator’s responsibility, we can often contribute to some of the required attendant pieces of the proposal, such as facilities & resources. We will complete all of the required forms and ensure they are accurate and sponsor-compliant. Once we receive all of the documents from the investigator, we will complete the proposal package, review it with the investigator, and submit the final proposal to OSPA for final submission to the sponsor.

Do I need to submit my grant documents to the Office of Research before the sponsor’s deadline?

Yes. We require all documents be submitted at least 5 full business days before the deadline. Of course, the earlier you submit your documents the more time we will have to review. The Office of Research experiences times of high volume, especially around NIH’s standard due dates. To adequately manage the volume of work, we may ask for some documents earlier.

What internal deadlines are placed on investigators?

A complete and final proposal, accompanied by a fully routed Internal Approval Form (IAF), must be received by the Research Administrator (RA) in OSPA at least three business days prior to the sponsor’s deadline. To meet our internal deadline, ORS establishes a series of deadlines for investigators. When these deadlines are missed, it can cause negative impacts to ORS personnel and other investigators who are also submitting proposals. ORS may, on occasion, decide not to submit a proposal if the investigator has either not given sufficient lead time or has consistently missed internal deadlines. ORS does expect students to meet all internal deadlines.

Will the Office of Research submit a proposal that is received at the last minute?

It depends. If we don’t have enough time to do due diligence, we won’t be able to submit the proposal.

Is cost sharing allowed on grant proposals?

Sometimes it is necessary for us to assume some of the costs of the project. However, the College tries to minimize cost share commitments as much as possible, and the University has specific cost share policies. Before you may add cost share to a proposal budget, it must be approved in advance by the appropriate Program Director, Chair and the Associate Dean of Research prior to proposal submission. When necessary, it may have to be approved by the Office of Sponsored Projects Administration.

Can the Office of Research help me with my proposal narrative?

We are happy to not only copy edit your proposal, but we can review it for consistency, completeness and compliance. If such a review is desired, you’ll need to provide the documents at least 10 days prior to the deadline. Additionally, the UK Proposal Development Office offers comprehensive proposal preparation services.

If my proposal is declined funding, should I tell anyone?

Yes. The Office of Research tracks proposal (pre-application, letter of intent, etc.) submissions throughout their life cycle, and the final funding decision is critical to successful tracking. We provide funding decisions to OSPA so the institutional record is complete as well. Finally, and perhaps most importantly, we can work with you to determine a resubmission strategy when appropriate.

University of Kentucky