1. CIRA Proposal Guide A Handy Guide to Submitting Research Proposals By: Your Proposal Coordinator, Laura Leinen Leinen@cira.colostate.edu 970-491-8525 CIRA Room 123

2. An Overview of the Proposal Process  PI alerts coordinator of intent to submit a proposal >>> (the earlier the better).  Coordinator reviews proposal announcement and guidelines if available.  Proposal is entered into the CSU PASS system (https://pass.research.colostate.edu/). The Coordinator will need to know who is the lead PI and who are Co-PIs, and if there are any collaborators.https://pass.research.colostate.edu/  PIs will need an active eID to log into the CSU PASS system and sign the SP1. The SP1 is the internal document that the Office of Sponsored Programs requires be completed before your proposal can be submitted. If you do not have an eID or cannot remember your password, please go to http://eid.colostate.edu/

3. An Overview of the Proposal Process  Proposal SOW (statement of work) is provided by PI and Coordinator submits it to Director for approval. SOW does not have to be in its final form at this time.  A budget is prepared by Coordinator (with input from PI as needed).  A budget justification is prepared by Coordinator and/or PI (with input from PI as needed).  An electronic SP1 is created in PASS by Coordinator.  A CIRA cover page is created (If going to NOAA, Coordinator will need to know if task 1 or 2, which theme applies, and who is agency contact).

4. An Overview of the Proposal Process  Coordinator submits everything to Accounting Manager for review/approval.  Coordinator emails the Budget and justification to OSP for review/approval.  Coordinator gives entire package to Director for signature.  Once signed by Director, Coordinator will send PI(s) an email with instructions to sign the SP1 in PASS. The lead PI must sign the SP1 first in order to open the signature process up to all others.

5. An Overview of the Proposal Process  Once the PI signs the electronic SP1, it will automatically be routed for Dept., College, and OSP signatures.  Coordinator copies the entire proposal and creates a CIRA file before sending to OSP for delivery (or proposal is submitted electronically).  Where applicable, coordinator downloads Grants.gov application package, completes it, and sends to OSP for uploading. Individual PI’s cannot receive Grants.gov logins.

6. An Overview of the Proposal Process  If proposal is to be submitted electronically through Fastlane, NSPIRES, etc. then Coordinator will need to have the PI’s login and password for that site.  Proposal then moves through the system to be reviewed and hopefully awarded by the grantor agency.  Proposal info is entered into CIRA tracking spreadsheets.  PIs should notify Coordinator once informed that proposal was accepted or rejected. GOOD LUCK!!!

7. An Overview of the Proposal Process  NOTE: Expect 10 days for processing through Accounting, Director, and the Office of Sponsored Programs. This may take more or less time depending on absences from the office or during large proposal deadlines. Ideally, your Coordinator would like to have at least 2 weeks advanced notice of intent to submit a proposal. This makes for a happy Coordinator!!

8. What PI Needs to Provide:  Budget Guidance: PI should give the Coordinator details of what to include in the budget. This should include:  The Title, if known, and the project dates. This is very important as salaries and fringe rates will change if the dates shift!  Who will be staffed on the project, how many months of their time, including any students or hourlies (for GRAs you must also include tuition – see http://www.colostate.edu/Depts/Registrar/FA06.tuitiongr aduate.htm for current rates). Coordinator has access to all current CIRA employee salary rates. http://www.colostate.edu/Depts/Registrar/FA06.tuitiongr aduate.htm

9. What PI Needs to Provide:  What travel would you like included? Will they be Domestic trips or International trips? If you know further details such as the purpose of the trip and where the trip will take place, please provide those details. Also give an idea of how many days for each trip and if Registration fees will be incurred.

10. What PI Needs to Provide:  Will any equipment or supplies be required to be purchased specifically for this project? Equipment is defined as a single unit that exceeds $5,000. You cannot bundle together the components that make up a computer as one piece of equipment. Anything under $5,000 falls under Materials and Supplies. Note that Indirect Costs (IDC) will not be charged on any equipment over $5,000. And remember that you will need to provide a detailed justification statement explaining why the equipment is necessary for completion of the project.

11. What PI Needs to Provide:  Computer Infrastructure charges will be calculated by the Coordinator. The PI is responsible for letting the Coordinator know which, if any, users will be using Linux on the project.  Will any Publications occur in any year of the project? Give an estimate of how many pages and whether or not to include color charges.

12. What PI Needs to Provide:  Are there any Subcontracts in the proposal? If so, CIRA will need a separate budget from the sub. A line item will then be added to the CIRA budget for the total amount of the sub per year. Note: Only the first $25,000 of the Subcontracts is charged Indirect Costs (IDC). For Example, if you have a two-year project with a subcontract to another entity for $20,000 per year for $40,000 total, you will pay IDC on the entire $20,000 in year one and on only $5,000 in year two.

13. What PI Needs to Provide:  Is there anything else to be included in the budget? Do NOT include anything labeled “miscellaneous.”  Note: An inflation factor of 5% will be used for multi-year budgets.

14. What PI Needs to Provide:  The Coordinator will need to know which agency you are submitting the proposal to (NOAA, NSF, NASA, etc.) and whether it’s on or off-campus work in order to determine the correct Indirect Cost Rate to apply. The rate is applied to Modified Total Direct Costs (MTDC). MTDC is defined as Total Direct Costs less GRA tuition, equipment, and subcontracts over $25,000.  A project is considered off-campus if the activity is conducted at locations other than University owned and operated facilities and indirect costs associated with physical plant and library are not considered applicable to the project. For projects that include activities conducted both on and off-campus sites, the following criteria will determine costs to be allocated as off-campus: Activity must extend over a period of more than 120 consecutive days (or duration of the project if less than 120 days) at the off-campus site.

15. What PI Needs to Provide: Current Indirect Cost Rates: On-CampusOff-Campus NOAA Research (1/1/05-6/30/10) 30% 26% Other Research (7/1/07-6/30/10) 47% Other Research (7/1/04-6/30/10) 26%

16. What PI Needs to Provide:  Budget Justification: The Coordinator can give you a template to get started. The Justification should explain the numbers in the budget. This is to ensure that your costs are allowable, reasonable and in the proper budget categories. The Budget Justification is almost always an agency requirement. This is the place to explain the need for equipment purchases, travel, publications, cost shares, etc. You must justify why the travel, etc. is directly relevant to the successful completion of the project. Do not just say “to attend national conference.” Note: General terms like “office supplies” will not be allowed.

17. What PI Needs to Provide:  Subcontract Paperwork: If you are subcontracting a portion of your research to another entity, CIRA will need: –A letter of commitment from the entity (on letterhead) signed by its Authorized Official. –Work statement. –Detailed budget. –Budget justification. –Copy of the other entity’s Indirect Cost Rate Agreement or the basis for the rate charged. –If required by the agency, Current and Pending and CV for other entity’s PI. –The above items will become an attachment to CIRA’s proposal package.

18. What PI Needs to Provide:  Current and Pending Support: If required by the agency, the Coordinator can help you prepare your Current and Pending Support statement.  Curriculum Vitae: If required by the agency, the PI should provide a copy of his/her CV (revised according to agency standards).  Statement of Work (SOW): This is to be compiled by the PI and other staff on the project, according to agency standards (please read and follow the guidelines). The Coordinator will review the SOW to ensure it conforms to the rules of the agency (page limits, etc.) The scientific content will not be reviewed by Coordinator.

19. What PI Needs to Provide:  Abstracts: Summaries or Abstracts, if required, should be prepared to agency standards (follow word limit).  Cover Page: The Cooperative Institute (CI) Cover Page has taken the place of the signature page for all NOAA proposals which must now be submitted electronically on Grants.gov. The Coordinator will prepare the CI Cover Page. For submissions to agencies other than NOAA, cover pages should follow the agency standards.

20. Helpful Hints  For NSF Fastlane proposals, collaborators MUST link proposals together before they are submitted.  Make sure any equipment, participant support, consultants, and subcontracts meet the definition of each item.  Have all required paperwork for subcontracts included with your proposal: letter of commitment on the subcontractor’s letterhead (signed by Authorized Official), statement of work, budget and justification.

21. Helpful Hints  Have adequate budget justification for all budget lines. Be specific and as clear as possible. This will speed up the funding process and decrease the chances of the proposal being held up in review.  Make sure budget justification follows agency guidelines, such as NOAA’s.  Be careful not to have any wording that could be considered cost share (i.e. “…at no cost to the proposal) or which suggests a contract (i.e. “we will provide X deliverables to the sponsor”).

22. Helpful Hints  Please number the pages of your proposal. This helps everyone who handles it.  Have other colleagues proofread your proposal work statement.  Allow more time for processing if you have unusual items, a complex budget, subcontracts, or during large proposal deadlines.  Allow enough time to collect signatures, especially on proposals that collaborate with other universities.  Ask your Coordinator if you have ANY questions! And please have patience.

23. Helpful Hints  Always remain optimistic!

24. NOAA Tips  NOAA proposals have additional requirements that must be followed or proposals may be returned without review. Budgets should be calculated to the dollar and rounding errors avoided. Budget Justifications must conform to the NOAA Grants Management Division’s Review Checklist (ask your Coordinator for a copy). Please pay special attention to these areas which receive the most scruitiny:  Travel: Detail all trips including destination, number of travelers, method of travel and cost, mileage and cost per mile, lodging, per diem, registration fees, etc. You must justify why travel is directly relevant to the successful completion on the project.  Equipment: Give details, description and usage for each piece of equipment budgeted. Demonstrating a lease versus purchase analysis is also recommended.  Supplies: A high level of detail and itemization must be included for all categories over $5,000. Give sufficient detail for all else.

25. Transfer of Grant or Change of PI  When a PI of a federally funded grant changes institutions, a decision is made about whether the grant stays at the current institution or is transferred to the new institution. Because awards are made to the institution and not to the PI, there must be agreement with appropriate individuals as to where the grant will ultimately reside.  If the decision is to change the grantee organization to the new home of the PI, the request must be made prior to the anticipated start date at the new organization, preferably several months in advance.  If the decision is to leave the grant award at the current organization, the sponsoring agency must be notified immediately with a request for change in responsible PI. OSP can initiate this request.

26. Commonly Requested Info  DUNS#: 78-597-9618  Tax ID/EIN#: 84-6000545  Congressional District: 4  Cage Code: 4B575  Address (for all official correspondence): Sponsored Programs Colorado State University 2002 Campus Delivery Fort Collins, CO 80523 970-491-6355 sp@research.colostate.edu

27. Useful Websites Colorado State University http://welcome.colostate.edu/ CIRA http://www.cira.colostate.edu/ Ram Point http://rampoint.colostate.edu/cp/home/loginf Grants.gov http://www.grants.gov/ NSF Fastlane https://www.fastlane.nsf.gov/fastlane.jsp NASA NSPIRES http://nspires.nasaprs.com/external/