Common Sponsored Research Forms
Find links to forms used in sponsored research.
General Proposal Forms
| Form: | Description: | Formats: |
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PI Exception |
Used when a proposal is being submitted by an individual whose title is not eligible. A complete description of eligibility criteria. |
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Equipment Matching |
When equipment is used as cost share on a proposal. |
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Subrecipient Commitment Form |
Completed by subrecipient as part of their proposal to UC San Diego. Department fund managers, in lieu of sending potential subrecipients/consortium members requests to complete subrecipient commitment form, check the FDP Clearinghouse for the institutional profile, download and provide to the SPO |
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Letters of Intent |
A letter of intent (LOI) (sometimes also called a white paper, letter proposal, pre-proposal, or concept paper) is a short description of the proposed project. The purpose of an LOI is to introduce the proposed project to the potential sponsor and to elicit feedback that will hopefully lead to an invitation to submit a full proposal application Due to increased complexity of pre-proposals and letters of intent, they must be submitted through Kuali Research utilizing the pre-proposal function. If there is no budget or financial component to the pre-proposal item, then a budget is not required to be completed in KR. Letters of Intent are often confused with Letters of Commitment or Letters of Support, which are not stand-alone items, but should be submitted as part of an entire proposal package. If you are unsure if your request should be submitted via Kuali Research form, please reach out researchadmin@ucsd.edu. |
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MCA Commitment Form |
Completed by another UC campus as part of their proposal to UC San Diego. |
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Proposal Cover Letter |
Completed by Research Administrators to send to officers for their signature. This is for all proposals that are emailed to the sponsor. |
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Use of Vessels or Boats in Research |
form for use of vessels or boats in research projects |
Budget Forms
| Form: | Description: | Formats: |
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UCSD Proposal Budget |
General budget development template for proposals. Used when there is no specific agency budget form. |
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Effort Percent/Person-Months Conversion Tables |
Used to convert between effort percent and person-months |
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UCSD Clinical Trial Proposal Budget - fully loaded |
Used to develop budgets for PI Initiated, Industry sponsored clinical trial proposals. The clinical trial IDC rate (30% TDC) is automatically calculated and added to each line item |
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NIH Modular Budget Worksheet |
Used to calculate NIH Modular budget amounts from a full budget. |
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NIH Contract Budget Worksheet |
Used to prepare a cost proposal for NIH contracts. |
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VMRF PA Budget Projection Worksheet |
Used to calculate salary and benefits for VMRF Personnel Agreements. |
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UCSD Predoctoral Fellowship Budget Worksheet |
Used for NIH individual predoctoral fellowship proposals. |
eRA Commons Account Request Form
eRA Commons is an NIH online interface where grant applicants, grantees, and federal staff at NIH and grantor agencies can access and share administrative information relating to research grants. You will use eRA commons throughout the lifecycle of a grant - from application submission to grant closeout.
Only individuals with legal signing authority, called the "Signing Official (SO)", can register new account users. The SPO manages eRA accounts for departments.
Visit eRA Commons Frequently Asked Questions (era.nih.gov) for more information.
| Form | Description | Formats |
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ERA Commons Account Request Form (General Campus) |
Request a new eRA Commons account, or submit a request for the following:
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NIH Forms
| Form Name | Description | Link |
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NIH Fellowship Assurance |
Required for all Fellows submitting proposals to the NIH Ruth L. Kirschstein Individual Fellowships. |
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PHS 398 - Grant Application (Revised 01/2018) |
Application for a Public Health Service Grant |
PHS 398 (nih.gov) |
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PHS 2590 - Progress Report for a Public Health Service Grant (Revised 03/2016) |
NIH use of the PHS 2590 is restricted to progress reports for administrative extensions (Type 4s; e.g., SBIR/STTR Fast-Track Phase II application). NIH requires use of the Research Performance Progress Report (RPPR) for ALL Type 5 (non-competing continuation) annual progress reports. |
PHS 2590 (nih.gov) |
NIH Templates & Boilerplates page provides PHS Face Pages prepopulated for School of Medicine and SKAGGS.
National Science Foundation & NASA Forms
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Certification for a Safe and Inclusive Research Workplace in NSF Off-campus and Off-Site Research Settings |
When there is applicable off-campus and off-site research in an NSF proposal, complete this certification. The C&G Officer will need this certification in order to submit your proposal. |
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NASA PI Form |
Questionnaire for NASA Assistance Awards |
Award Forms
| Form: | Description: | Formats: |
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Advance Spending Request |
Request to officially incur expenses on a project in advance of the award document being received by the university. More... |
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Advance Spending Request (Scripps Institution of Oceanography) |
Request to officially incur expenses on a project in advance of the award document being received by the university. More... |
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FDP/No Cost Extension |
Request additional time to complete the project, utilizing existing funds available on a grant award issued by a federal granting agency participating in the Federal Demonstration Partnership (FDP). For NSF awards, use Fastlane only. |
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FDP Subaward Attachment 3B Template |
Please find attached a prefilled version of Attachment 3B, which includes all relevant UCSD information. To complete the document, kindly add the Principal Investigator's (PI's) information before submission. |
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NEW!Direct Federal Grants Prior Approval |
Request a prior approval action on a funded federal grant or cooperative agreement. |
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NEW!Direct Federal Grants NCE Request Form
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This is an alternative to emailing the FDP/No Cost Extension PDF form for Direct Federal Grants only. |
AddGene MTAs
Addgene is a global, nonprofit repository that was created to help scientists share plasmids. To initiate a material transfer to receive plasmids from Addgene, follow the below steps.
- Place Addgene order. For more information go to Addgene Ordering Instructions.
- Addgene sends the standard material transfer agreement to the MTA team automatically.
- Submit a request to the SPO using the Addgene Request Form
- The SPO will process your request in the order received.
For depositing plasmids into Addgene, contact OIC at mta@ucsd.edu. For other Addgene questions, contact MTAhelpdesk@ucsd.edu.
Subaward Forms
| Form: | Description: | Formats: |
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Subrecipient Commitment Form 2022 |
Completed by subrecipient as part of their proposal to UC San Diego |
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Sample Statement of Work (SOW) Template |
General description of work performed for a subaward. |
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Sample Budget Template |
Budget for a subaward. |
Multi-Campus Award (MCA) Forms
| Form: | Description: | Formats: |
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MCA Commitment Form |
Completed by another UC campus as part of their proposal to UC San Diego. |
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MCA Agreement |
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Outgoing MCA Request Form |
Request an Outgoing MCA, where UC San Diego is sending funds for a portion of research to another UC campus. |
For additional information, see the Multi-Campus Awards page.
Incoming Service Agreements (VCAA) Forms
| Form: | Description: | Links (Formats): |
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Incoming Service Agreement Requests for VCAA Departments |
Kuali Research Proposal Development record to be completed by the department to request a new Incoming Service Agreement or an amendment to an existing agreement. |
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Incoming Service Agreement Template |
Standard template for a new Incoming Service Agreement. |
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Amendment Template |
Standard template for an amendment to an existing Incoming Service Agreement. |
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Conflict of Interest: Statement of Economic Interests for Principal Investigators |
Conflict of Interest disclosures are to be completed by the PI in Kuali Research. |
Kuali COI |
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PO for Services Checklist (Scripps Institution of Oceanography) |
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For additional information, see the Incoming Service Agreements page.
Unfunded Agreement Forms
| Form: | Description: | Formats: |
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Unfunded Agreement Requests are in Kuali Research (KR) |
A KR Proposal Development (PD) record must be completed by the department to request an unfunded agreement (e.g. CDA/NDA, DUA, MOU, UCA, etc.) |
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Confidentiality Agreement (CDA) (Scripps Institution of Oceanography) |
for research collaboration discussions - please contact Procurement for NDA requests dealing solely with purchases |
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Equipment Loan Agreement (Scripps Institution of Oceanography) |
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Unfunded Collaboration Agreement (Scripps Institution of Oceanography) |
binding, and lab-, PI-, and/or project-specific | |
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Memorandum of Understanding (MOU) Template (Scripps Institution of Oceanography) |
non-binding institutional agreement |
Conflict of Interest (COI) Disclosure
- Federal Public Health Services (PHS), Department of Energy and Non-Profit that follow PHS FCOI
- Federal Non-PHS (NSF, CIRM and UC Programs)
- 700-U (Non-Federal)