SPO Proposal Review and Timely Submission
Read about proposal submission deadlines for all proposals submitted to the Sponsored Projects Office (SPO).
UC San Diego is one of the top research universities in the country. The campus administration supports our researchers by staying up to date on the requirements of the 1600+ entities from which we receive contracts or grants as well as changing state and federal requirements for these entities. To ensure researchers have the best chance of having their research projects funded, we need to ensure compliance with ever-changing regulations and identify inaccuracies or errors that can be fixed before proposals are reviewed by funding agencies.
The SPO, through their contract and grant officers and analysts, has designated delegated authority to solicit, accept, and execute extramural contracts and grants. The SPO is responsible for reviewing and endorsing extramural proposals, or Institutional Review, on behalf of The Regents of the University of California.
- integrity in research
- appropriateness of the activity to the University’s mission
- protection of human and animal subjects
- use of University facilities and resources
- cost-sharing
- adherence to personnel policies as it relates to sponsored research
- intellectual property
- conflict of interest
- recovery of costs (both direct and indirect/F&A)
- liability, insurance and indemnification, and
- export controls
Institutional Review Criteria
An Institutional Review is a focused review of extramural funding proposals by UC San Diego’s Sponsored Projects Offices (SPO) of key areas of institutional risk that could create financial, audit, and/or policy risks for the University.
Under Institutional Review, Contract and Grant (C&G) Officers do not review the technical or administrative sections of proposals, save for those noted in items 9-11 below. Principal Investigators (PIs) and their submission teams
Through training, outreach, and ongoing collaboration, the Sponsored Projects Offices will work in partnership with researchers and department research administrators to understand sponsor policies and requirements that apply to proposal submission.
SPOs will review for the following elements:
- Review institutional eligibility requirements and ensure all identifying proposal information provided about UC San Diego, the Sponsored Projects Offices, and/or The Regents is required, accurate, and/or correct.
- Review all items that trigger a compliance review such as human subjects, animal subjects, conflict of interest, export control, background IP, exceptional PI status, etc.
- Check to ensure that effort is budgeted for all Single and/or Multiple PD/PIs (for NIH, this also applies to Co-I, Sr/Key Persons). Also for NIH Other Significant Contributors or UCSD consultants who do not have a measurable effort on the application, it should be listed at 0% in PD (for COI purposes). The proposal package and the KR PD record must match.
- Confirm that the appropriate Facilities & Administrative (F&A)/Indirect Cost (IDC) rate and base are applied to the proposal budget.
- Ensure specific University costs are applied as required.
- Review budgeted costs to ensure they are aligned with sponsor policies.
- Verify that there is appropriate documentation of any committed/in-kind University or third-party cost sharing.
- Review the proposal package to see if it is specified that new space is needed to complete the project and if so, ensure the KR PD record question is answered accordingly.
- Ensure all required internal documents have been included in the KR PD record.
- Determine if anything in the sponsor’s guidelines or award terms would prevent submission of the proposal or acceptance of an award if the proposal is funded.
- Review and signature of certifications, assurances, and representations.
- Communicate issues and concerns identified during the Institutional Review.
Institutional Review Timeline
A complete and accurate KR record and final proposal package, with required documents uploaded to both KR and sponsor’s portal (if applicable), will be prioritized by the order routed to an officer stop and reviewed per the Proposal Submission Timeline below (NOTE: For Scripps Institution of Oceanography see the Late Submission Waiver Process)
Institutional Review of KR Record and Proposal |
Institutional Review of KR Record As-Is Submission of the proposal itself |
No Guaranteed Submission |
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5 Business Days before the published deadline date. | Less than 2 Business Days before the published deadline date. | After 8:00 a.m. on the published deadline date. |
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Core KR PD Data Elements
KR PD Record | Data Elements |
Basics: Proposal Details |
Proposal Type (see KB0033180) |
Basics: Proposal Details |
Activity Type (see KB0033180)
For more information see the Agreement Types blink page. |
Basics: Proposal Details |
Project Dates |
Basics: Proposal Details |
Project Title |
Basics: Proposal Details |
Sponsor Codes
For more information visit Solicitation and Sponsor Information. |
Basics: Proposal Details |
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Basics: Proposal Details |
Keywords
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Basics: Delivery Info |
Submitted By
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Basics: Delivery Info |
Submission Description
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Basics: Sponsor and Program Info |
Sponsor Deadline Type
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Basics: Sponsor and Program Info |
Sponsor Deadline |
Basics: Sponsor and Program Info |
Notice of Opportunity For more information visit Solicitation and Sponsor Information. |
Basics: Sponsor and Program Info |
Opportunity ID - if applicable |
Basics: Sponsor and Program Info |
Opportunity Title - if applicable |
Basics: Sponsor and Program Info |
Sponsor Proposal ID
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Basics: Sponsor and Program Info |
Subawards Checkbox
For more information visit Other Agreements and Outgoing Subawards. |
Basics: Sponsor and Program Info |
Anticipated Agreement Type
For more information see the Agreement Types blink page. |
Key Personnel |
Key Personnel
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Questionnaire |
All questions must be answered |
Compliance |
Compliance
For more information visit Compliance. |
Attachments: Internal |
Upload Attachments as applicable
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Budget |
Direct Cost, F&A, Total, Start, End, and Cost Share, other UCSD required fees For more information visit Developing Budgets. |
Supplemental Info |
COA/Financial Unit (this impacts routing) |
Requirements for when UC San Diego is the Applicant
NIH or AHRQ (UC San Diego is the lead) |
New, Resubmission, Renewal, or Supplement |
Progress Report (RPPR) |
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PD Record | ||
Basics: Proposals Details | If applicable, indicate the IP # here at Institutional Proposal ID. | If applicable, indicate the IP # here at Institutional Proposal ID. |
Basics: Delivery Info | Indicate the ASSIST # at Submission Description. | Indicate the RPPR is in eRA Commons at Submission Description. |
Basics: Sponsor & Program Information | Indicate the FOA # at Opportunity ID. Indicate the FOA title at Opportunity Title. If applicable, indicate the NIH Grant # at Sponsor Proposal ID. | Indicate the NIH Grant # at Sponsor Proposal ID. |
Compliance | For Supplements, indicate the IACUC and/or IRB protocol # for congruency review. | Indicate the IACUC and/or IRB protocol # for congruency review. |
Attachments: Internal | Internal Budget (Excel)
If applicable:
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Internal Budget (Excel)
If applicable:
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Proposal | When the application is ready to submit, change the status in ASSIST to "Ready for Submission" and notify your HS SPPO Analyst via email. | Route your RPPR in eRA Commons to your HS SPPO Analyst and notify your HS SPPO Analyst via email. |
Requirements for when UC San Diego is the Sub
UC San Diego is the Sub on a Subaward or Internal Proposal | New, Resubmission, Renewal, or Supplement | Progress Report (RPPR) |
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PD Record | | |
Basics: Proposals Details | If applicable, indicate the IP # here at Institutional Proposal ID. | If applicable, indicate the IP # here at Institutional Proposal ID. |
Basics: Delivery Info | Indicate special instructions or requests by Sponsor. | Indicate special instructions or requests by Sponsor. |
Basics: Sponsor & Program Information | Indicate the FOA # at Opportunity ID. Indicate the FOA title at Opportunity Title. If applicable, indicate the NIH Grant # at Sponsor Proposal ID. | Indicate the NIH Grant # at Sponsor Proposal ID. |
Compliance | For Supplements, indicate the IACUC and/or IRB protocol # for congruency review. | Indicate the IACUC and/or IRB protocol # for congruency review. |
Attachments: Internal | Internal Budget (Excel)
Application Package
If applicable:
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Internal Budget (Excel)
Progress Report Package
If applicable:
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Proposal | Option 1:
Option 2:
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Option 1:
Option 2
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Requirements for Grant Transfers
NIH or AHRQ | Change of Recipient Organization (Grant Transfer) |
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PD Record | |
Basics: Proposals Details | Indicate the proposal type as a Revision. |
Basics: Delivery Info | Indicate the ASSIST # at Submission Description. |
Basics: Sponsor & Program Information | Indicate the FOA # at Opportunity ID. Indicate the FOA title at Opportunity Title. Indicate the NIH Grant # at Sponsor Proposal ID. |
Compliance | Indicate the IACUC and/or IRB protocol # for congruency review. |
Attachments: Internal | Internal Budget (Excel) Copy of Awarded Application Copy of the Most Recent NoA Relinquishing Statement If applicable:
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Proposal | When the application is ready to submit, change the status in ASSIST to "Ready for Submission" and notify your HS SPPO Analyst via email. |
Requirements for NRSA F30 & F32 Fellowship Applications
NIH NRSA Fellowship | New or Resubmission | Progress Report (RPPR) |
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Letter of Intent to apply to your HS SPPO Analyst | ||
PD Record* | | |
Basics: Proposals Details | If applicable, indicate the IP # here at Institutional Proposal ID. | If applicable, indicate the IP # here at Institutional Proposal ID. |
Basics: Delivery Info | Indicate the ASSIST # at Submission Description | Indicate the RPPR is in eRA Commons at Submission Description |
Basics: Sponsor & Program Information | Indicate the FOA # at Opportunity ID. Indicate the FOA title at Opportunity Title. If applicable, indicate the NIH Grant # at Sponsor Proposal ID. | Indicate the NIH Grant # at Sponsor Proposal ID. |
Compliance | N/A | Indicate the IACUC and/or IRB protocol # for congruency review. |
Attachments: Internal |
NIH NRSA Budget Workbook (Excel) |
NIH NRSA Budget Workbook (Excel) |
Proposal | Change the status in ASSIST to "Ready for Submission" and notify your HS SPPO Analyst | Route your RPPR in eRA Commons to your HS SPPO Analyst |
Fellowship Assurance Form | Work with your Fund Manager to initiate, complete, and route for approvals in OnBase. | |
*Fellowship NIH Individual NRSA RPPRs are NOT entered into PD, though reviewed and submitted by HS SPPO.
For more information or questions email researchadmin@ucsd.edu.