demystifying “ready to submit”: process and system info for the research community
DESCRIPTION
Demystifying “Ready To Submit”: Process and System Info for the Research Community. Office of Sponsored Programs Carol Rhodes, Interim Director. Office of Research Information Services Ciara Nic Mhathuna , Business Analyst. BEFORE eGC1 Routing. Find funding opportunity - PowerPoint PPT PresentationTRANSCRIPT
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Demystifying “Ready To Submit”:Process and System Info for the
Research Community
Office of Sponsored ProgramsCarol Rhodes, Interim Director
Office of Research Information ServicesCiara Nic Mhathuna, Business Analyst
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BEFORE eGC1 Routing
• Find funding opportunity • Review sponsor requirements• Put together a plan & calendar• Build the application• Begin preparing the eGC1 in SAGE
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eGC1/Proposal Routing
Mystery: I am not sure when I should route the eGC1 for review. Should I wait until the proposal is considered final and Ready To Submit (RTS)?
Answer: Departments manage their proposals differently. There are two options:- Route with draft science but final administrative/ business
portions 7 business days prior to sponsor deadline.- Route the eGC1 with final proposal, Ready to Submit,
7 business days prior to sponsor deadline.
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Researchers & Dept Prepare Proposal
Begin Routing Final Business & Draft SOW/Research
RTS = NO
Application Arrives In OSP
OSP Reviews & Sends Comments
PI & Dept Respond to Comments &
Attach Final DocumentsRTS = YES
OSP Does Final Review & Submits
to Sponsor
eGC1 Routing ProcessOption 1
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Researchers & Dept Prepare Proposal
Begin Routing Final Business & Final SOW/Research
RTS = YES
OSP Reviews (sends comments
if needed)
OSP Submits to Sponsor
eGC1 Routing ProcessOption 2
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Routing 7 Days Prior to Sponsor Deadline
- Completed SF424 Form (if applicable)
- Institutional information- Budget and justification- CVs
- Current/pending support (if applicable)
- Proposed subrecipient documents - Letters of support- Abstract- Compliance assurances (approvals,
if required)- Appendices required (non-
programmatic) such as the F&A rate agreement, tax letter, annual fiscal report
Mystery: GIM 19 says “Include the business and administrative portions of the application in final form” when routing 7 days ahead of sponsor deadline. What exactly must be included?
Answer: Include everything required by the sponsor but for the final science, so a meaningful review can be carried out:
*DO include DRAFT science if you are marking “no” to RTS*DO include letter of support placeholders, if a mentor/collaborator is unavailable to provide by eGC1 routing
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SPAERC Tasklist displays all applications in SAGE (except Composing)OSP Filters by “In OSP” status and Sorts by “OSP Received Date”
Remember: The OSP Received Date refreshes every time it is withdrawn by the Dept!
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Recommendations
• Do route the eGC1 when the proposal is ready for a meaningful review. – eGC1s routed without a proposal or with an
incomplete proposal (e.g. administrative/business portion incomplete) will be returned by OSP without review.
• Do make iterative changes to the proposal (science) “locally”. Once reviewer comments received, then update on eGC1 all at once.
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Changes to Routing FunctionalityAs of Mid-November
*All eGC1s will include the question “Is the Application Ready To Submit” with a “yes” or “no” option.
*eGC1 owners will not be able to withdraw an eGC1 marked “yes” to Ready To Submit, once it is IN OSP status.
Screenshots
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SAGE routing functionality to support GIM 19 timeline
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eGC1 cannot be withdrawn when status is In OSP and RTS = Yes
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Help! I marked RTS=Yes, but I notice a problem.
• Call your OSP Reviewer.• Ask them to return the eGC1 and why.• If before the GIM 19 deadline, OSP can return the eGC1 (if
proposal has not yet been submitted*).• If after the GIM 19 deadline, you may need a waiver.– If a missing letter, that is one thing,– If whole sections to be swapped out or added, that is
another.*Remember: “RTS” is communication to eGC1 reviewers (including OSP) that the proposal is final and ready
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RTS Campus Training Sessions
• Update on GIM 19 and What is “Ready to Submit”?
• Two 1-hour sessions• November 7 and November 13• Live webcast option will be available for one of
these• Archive webcast will be posted to the OSP
website
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Business Sections• Face Page/ SF424 Form• List of Personnel• Biosketches• Budget & Justification• Subcontract Budget & Justification• Narrative & Checklist• Needed Compliance Approvals • Required Additional Information
Scope of Work• Description of the Project• (The Science)
Final Version by Day – 7
Draft Version by Day – 7
Final Version by Day - 3
GIM
19