INSTRUCTIONS FOR PREPARING AND ROUTING PROPOSALS FOR EXTRAMURAL SUPPORT
The IUSB Office of Research and the Office of the Vice President for Research in Bloomington request at least a two week lead time to put through an external grant proposal. To ensure that federal and state guidelines are met and that the intellectual and academic objectives of the University are maintained, all proposals for external funding must be reviewed at appropriate administrative levels prior to submission. As soon as you starting thinking about applying for a specific grant opportunity you should contact the Office of Research (4181).
The items discussed below cover frequently asked questions regarding the preparation and review of proposals. Help with proposal preparation (organization, complying with agency guidelines, editing, etc.) and with budgets is available by calling 520-4181. Current rate information is available on-line at https://www.iusb.edu/research-off/Budget.php .
Proposal Route Sheet
Route Sheets are currently done electronically using the Kuali Coeus system. The Office of Research will initiate the process but the information needs to come from the PI.
It is important to start this process early! The route sheet and proposal must be received at least 5 working days before the deadline to allow each approving individual to review the proposal, as well as make suggestions and corrections.
PROPOSAL COVER SHEET
Most sponsoring agencies specify the format for the title page. If not create a simple cover. Almost all require a signature of the authorizing university official in addition to the project director's signature. For all IUSB proposals Indiana University is listed as the Institution and fiscal agent. Click here for current institutional information to use in preparing your application, including Authorizing Officials, DNS Numbers, etc.
- Assistance in Budget Preparation
- Budgets must be approved by the IUSB Office of Research Administration and the Office of Research Administration in Bloomington at least one week prior to routing a proposal. Current rate information is available on-line at https://www.iusb.edu/research-off/Budget.php. Call 520-4181 with questions, or to set up an appointment. The office can also be of assistance in responding to technical questions regarding RFP's or contracts.
- Faculty Summer Salary
- Faculty members on academic-year appointments (10 month) may be given summer appointments on external grants or contracts at a weekly rate not to exceed 2.5 percent of the previous academic-year salary (AYS). Ordinarily, summer appointments are for nine weeks (22.5 percent AYS). Some agencies will restrict the amount of summer salary which may be requested. For example NSF limits summer pay to 2/9 of AYS. Appointments may extend to a maximum of eleven weeks (27.5 percent AYS) if permitted by the funding agency.
While appointments to a maximum of thirteen weeks full-time (32.5 percent AYS) may be requested, appointments in excess of eleven weeks, whether wholly or partly supported by grant or contract funds are strongly discouraged. Exceptions to the 27.5 percent limitation will be made only with justification and with approval, in advance, by the Vice Chancellor for Academic Affairs.
- Fringe Benefit Rates
- Fringe benefits are to be included in proposal budgets for all Indiana University personnel.
- Facitlities & Administrative Costs (F&A) formerly Indirect Cost Rates
- The F&A costs represent reimbursement to the University for expenses incurred for such items as lighting, heating, space, payroll, accounting, personnel, administrative support, and building and equipment maintenance (as opposed to the direct costs of salaries, travel, laboratory equipment, etc.). The indirect cost rates are negotiated annually with the Federal Government and apply to all grants and contracts. Different rates are in effect, however, for different kinds of proposals: research, instruction (teaching or training programs), and other sponsored activities.
IUSB currently has in place a Research Incentive Plan (RIP) which allows for the redistribution of recovered F&A costs.
- Travel Reimbursement Rates
- Matching Funds
- Cost Share: The amount that IU or outside agencies will contribute to the project, if funded. This can be a cash amount (i.e. $200 for travel or salary), or an in-kind amount (i.e. $200 in rental fee for outside hall donated to project). Projects which require matching funds from the University must have the amounts and sources identified in the proposals and must have the appropriate approvals on the Route Sheet.
Conflict of Interest Certification
The Contracts & Grants Coordinator will certify that Principal Investigator/Project Director has filed disclosure. The signature on the Route Sheet certifies that information provided in "Conflict of Interest" box is accurate. The Office of Research cannot accept a proposal without this certification.
Principal Investigator/Project Director is responsible for ensuring that all required disclosures were made by others associated with his or her project. The signature on Route Sheet certifies this assurance.
Under federal regulations, all proposals involving the use of human subjects must be reviewed and approved by the IUSB Institutional Review Board. Assurance of approval must be submitted to the agency at the time the proposal is transmitted to the agency or no later than 60 days from the date of transmission. This review requires that an application describing the human subject involvement be completed by the Project Director no later than when the proposal is routed. Guidelines for the use of human subjects and the necessary forms may be obtained here.
Proposals which include a subcontractor/subrecipient in the budget must include the following information provided by the proposed subcontractor:
- work statement
- letter of support signed by the business official of the subcontracting institution
Click here for a sample letter of support.
Projects involving more than one department or campus require all participating units to sign off on the route sheet. Issues such as indirect cost allocation will be determined internally among the units involved. Faxed copies of route sheets are acceptable to assist in obtaining the various approvals.
Most agencies answer this question with a resounding "YES." For many programs, the success rate of first-time applicants is very low, but a significant number of those proposals are funded upon resubmission. Contact the Office of Research to discuss strategies for resubmission.