1. Sponsored Projects Administration
Jodi S. Ogden, MBA, CRA
Associate Vice President
Direct:
Main:

2. An Overview of the Pre-Award Grant Process
Krystal Toups, CRA
Director, Grants

3. Objectives About Us Role of the Grants Team
The internal review process
Discuss the responsibilities of Department, PI and Schools
Life Cycle of a UTHealth Grant
Proposal Development Details

4. 1 2 3 Pre-Award 4 5 Authorized Signing Official (ASO)
a.k.a Business Official
a.k.a Authorized Organizational Official (AOR)

5. The Role of the Grants Team
Internal Review Process

7. SPA Grants Team
Review and approve administrative components of a proposal (i.e. not science) for Grants, Cooperative Agreements, & Subcontracts (HOOP 64)
Ensures grants meet sponsor, UT System and institutional guidelines
Serves as liaison between PI and sponsor on administrative/financial issues
General pre-proposal guidance
RFP guideline interpretation
Authorized signing officials (HOOP 124 )

8. Internal Review Process

9. Purpose of the Institutional Review
Grants and contracts are made to the institution. The institution is legally and financially responsible for committing facilities and managing awarded funds.

10. Sponsored Projects Administration (SPA)
Who is Responsible?
Department/PI
Eligibility of Principal Investigator (PI)
Scientific merit within scope of department
Proposal meets sponsor requirements
Willingness of co-investigators and consultants to participate
Subcontract documents from collaborators
Assurances (Animal, Human, Biological Agents, etc)
Compliance (Conflict of Interest & PI Responsibility Training)
Financial (Budget development, Cost Sharing, Salary Verification)
R&A Form Approvals
School
Scientific merit within research and educational objectives
Meets financial interests of school
Additional space, renovations, equipment installations
Approval of indirect cost waivers and cost-sharing
R&A form approvals
Sponsored Projects Administration (SPA)
Administrative & Financial (A&F review) for accuracy and compliance to sponsor guidelines
Review for compliance with institution and UT System
Review assurances & Conflict of Interest Forms
Secure institutional approval of cost sharing and indirect cost waivers
Provide the Authorized Signing Official Signature (ASO)

11. Life Cycle of a UTHealth Grant
Internal Review Process

12. Life Cycle of a UTHealth Grant
Pre-Award
Post Award
PI/
Dept.
Find
Funding
PI/
Dept.
Award Closeout
PI/
Dept.
Proposal Development
Progress Reports (route to
SPA for signature)
Budget management
Contact Department Administrator
Develop your budget
Complete Internal (A&F) Forms for SPA
Obtain Dept./School Approvals
Route forms to SPA using Cayuse424
PI/
Dept.
Award Management
PAF
SPA
Internal Review
PI/
Dept.
Proposal Submission
(self-submit for Federal)
SPA
Just-In-Times (send documents to SPA)
SPA will review/negotiate the award
Award setup (Final Budget Setup)
Project
Setup
PI/
Dept.
PAF

13. More about the Proposal Development Stage
Internal Review Process

14. SPA Internal Deadlines
HOOP 64
Requires Sponsored Projects Administration review proposals prior to their submission to an agency
SPA request that proposals are submitted for Administrative and Financial Review (A&F) review 10 working days prior to submission
Proposals meeting the published 10 business day deadline will be given priority as proposals are reviewed in order received.
Proposals received within 3 business days (or less) of the sponsor deadline are not guaranteed to be reviewed in time for submission
Proposals will not be signed or submitted without a review by SPA.

15. Locating your Department Admin - Complete Half the Battle
Proposal Development X
Identified Funding Source
Notify your Department Administrator
Build Application
Route to SPA
(Internal Review)
Submit Application
Notify Department Administrator
Find them by asking Dept. Chair or DMO or Dept. Contact webpage or contact SPA.
Dept. Admin may:
Provide internal deadlines
Complete and route the internal documents to SPA to obtain the university approval.
Navigate Cayuse424 and complete the administrative sections of your grant application.
Assist you with building the Grant Budget
Locating your Department Admin - Complete Half the Battle

16. X X Proposal Development Build Application
Identified Funding Source
Notify your Department Administrator
Build Application
Route to SPA
(Internal Review)
Submit Application
Build Application
Review the FOA instructions – guide for completing agency grant forms. PA
Complete administrative section of the grant application.
Institutional Information
Draft final budgets (obtaining docs from collaborators, subcontracts, etc.)
Budget Development / Simple Detailed Budget 
Complete internal Review and Approval Form
Review & Approval Form 
Obtain depts. /schools approval via signature on the R&A form

17. X X X Proposal Development Route Application to SPA
Identified Funding Source
Notify your Department Administrator
Build Application
Route to SPA
(Internal Review)
Submit Application
Route Application to SPA
Route Administrative and Financial (A&F) Packet to SPA 10 Business days prior to the deadline. (Note A&F excludes the science).
Route the A&F packet using Cayuse424.
System to System (S2S) software used to submit electronic proposals to federal agencies (NIH, DoD, HRSA, CDC – grants.gov)
SF424 forms based, auto fills, stores information, tracks errors
Routing Proposals for Review and Cayuse424
The Grants Team will review the grant application.
Assigned Grants Team SPS will check:
Budget, Budget Justification, Grant Application Admin pages, etc.
SPA give the approval to submit once the internal review is complete.

18. X X X X Proposal Development Submit Application
Identified Funding Source
Notify your Department Administrator
Build Application
Route to SPA
(Internal Review)
Submit Application
Submit Application
For Federal applications – PI/Dept. uploads the completed science and will submit the Cayuse424 application via the Self-Submit Process.
For non-Federal applications – Grants Team SPS will:
Provide signatures from an Authorized Signing Official.
And/Or
Submit all non-Cayuse424 electronic submissions (Fastlane, CPRIT, EHB, Komen, CDMRP, AHA, THECB); the department is responsible for hard copy submissions.

19. X X X X X After Submission Grants Team will:
Identified Funding Source
Notify your Department Administrator
Build Application
Route to SPA
(Internal Review)
Submit Application
Grants Team will:
Review and submit supplemental information.
Obtain Just-In-Time (JIT) information from the PI/Dept., review and submit any information needed by the sponsor (i.e. budgets, IRB & IACUC approvals, other support information).
If an award is made, the sponsor sends SPA the notice of grant award (NOGA or NOA) document. If the PI receives the NOGA, it should be sent to SPA. 
Grants Team will obtain the information (i.e. setup budget) from PI/Dept.
Review progress reports.
Visit our Website

20. Before I Go…Remember Start early SPA Internal Deadline (HOOP 64)
Notify Departmental Research Administrators
Contact Me

21. Contact: William.H.Mitchell@uth.tmc.edu
More Questions?
Contact SPA with any questions during the pre-award process:
(713)
Visit SPA Website for Additional Resources:
go.uth.edu/spa
Join the SPA List Serve – “AURA” for research administration updates and information,
Contact:

22. Contact Information
Krystal Toups, CRA Sponsored Projects Administration Director, Grants 7000 Fannin, UCT Houston, TX (713)

23. Thanks!
Any Questions?