7 SPA Grants TeamReview 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 guidelinesServes as liaison between PI and sponsor on administrative/financial issuesGeneral pre-proposal guidanceRFP guideline interpretationAuthorized signing officials (HOOP 124 )
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/PIEligibility of Principal Investigator (PI)Scientific merit within scope of departmentProposal meets sponsor requirementsWillingness of co-investigators and consultants to participateSubcontract documents from collaboratorsAssurances (Animal, Human, Biological Agents, etc)Compliance (Conflict of Interest & PI Responsibility Training)Financial (Budget development, Cost Sharing, Salary Verification)R&A Form ApprovalsSchoolScientific merit within research and educational objectivesMeets financial interests of schoolAdditional space, renovations, equipment installationsApproval of indirect cost waivers and cost-sharingR&A form approvalsSponsored Projects Administration (SPA)Administrative & Financial (A&F review) for accuracy and compliance to sponsor guidelinesReview for compliance with institution and UT SystemReview assurances & Conflict of Interest FormsSecure institutional approval of cost sharing and indirect cost waiversProvide the Authorized Signing Official Signature (ASO)
11 Life Cycle of a UTHealth Grant Internal Review Process
12 Life Cycle of a UTHealth Grant Pre-AwardPost AwardPI/Dept.FindFundingPI/Dept.Award CloseoutPI/Dept.Proposal DevelopmentProgress Reports (route toSPA for signature)Budget managementContact Department AdministratorDevelop your budgetComplete Internal (A&F) Forms for SPAObtain Dept./School ApprovalsRoute forms to SPA using Cayuse424PI/Dept.Award ManagementPAFSPAInternal ReviewPI/Dept.Proposal Submission(self-submit for Federal)SPAJust-In-Times (send documents to SPA)SPA will review/negotiate the awardAward setup (Final Budget Setup)ProjectSetupPI/Dept.PAF
13 More about the Proposal Development Stage Internal Review Process
14 SPA Internal Deadlines HOOP 64Requires Sponsored Projects Administration review proposals prior to their submission to an agencySPA request that proposals are submitted for Administrative and Financial Review (A&F) review 10 working days prior to submissionProposals 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 submissionProposals will not be signed or submitted without a review by SPA.
15 Locating your Department Admin - Complete Half the Battle Proposal DevelopmentXIdentified Funding SourceNotify your Department AdministratorBuild ApplicationRoute to SPA(Internal Review)Submit ApplicationNotify Department AdministratorFind them by asking Dept. Chair or DMO or Dept. Contact webpage or contact SPA.Dept. Admin may:Provide internal deadlinesComplete 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 BudgetLocating your Department Admin - Complete Half the Battle
16 X X Proposal Development Build Application Identified Funding SourceNotify your Department AdministratorBuild ApplicationRoute to SPA(Internal Review)Submit ApplicationBuild ApplicationReview the FOA instructions – guide for completing agency grant forms.PAComplete administrative section of the grant application.Institutional InformationDraft final budgets (obtaining docs from collaborators, subcontracts, etc.)Budget Development / Simple Detailed Budget Complete internal Review and Approval FormReview & 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 SourceNotify your Department AdministratorBuild ApplicationRoute to SPA(Internal Review)Submit ApplicationRoute Application to SPARoute 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 errorsRouting Proposals for Review and Cayuse424The 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 SourceNotify your Department AdministratorBuild ApplicationRoute to SPA(Internal Review)Submit ApplicationSubmit ApplicationFor 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/OrSubmit 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 SourceNotify your Department AdministratorBuild ApplicationRoute to SPA(Internal Review)Submit ApplicationGrants 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 AdministratorsContact 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/spaJoin the SPA List Serve – “AURA” for research administration updates and information,Contact: