UC San Diego SearchMenu

OCGA: Proposals

Find information and resources for formal proposals to sponsors.

OCGA submits proposals to a wide variety of sponsors including the federal government, non-profit organizations and foundations, industry partners and state and local governments. OCGA also submits grant and contract proposals to Pass-Through-Entities (PTE) for flow-through funding.

Other Sponsored Projects Offices

Building your EPD Record

The sponsored research activity process begins with an EPD submission to OCGA. The final proposal will either be submitted on behalf of the University by the Authorized Organization Representative (AOR)/ Signing Official (SO) in OCGA. If the sponsor allows direct submission by the Investigator, OCGA review is needed prior to submission.

Common elements of a complete EPD record:

  • Request for Application (RFA) or Funding Opportunity Announcement (FOA)
  • Budget including appropriate indirect costs (IDC) for activity type
  • Statement of Work
  • Compliance Requirements

A complete EPD record will ensure that your proposal is routed to the appropriate office for review.

Expand all

Budgets

  • Budget Forms
  • Direct Costs
    • Salaries
    • Fringe Benefits
    • Tuition Remission for Graduate Student Researchers (GSR)
    • Consultants
    • Equipment
    • Supplies and materials
    • Subawards
    • Other
      • Miscellaneous: travel, etc.
      • Next Generation Network (NGN)
      • Health Sciences Technology Services Charge
      • Patient Care
  • Indirect Costs (IDC)
    • IDC Rates
    • Modified Total Direct Costs (MTDC)
    • On-campus and Off-campus Rates
    • Budget Justification for IDC
  • Cost Sharing
    • Equipment Cost Sharing
    • Expenditure Cost Sharing
    • Non-UCSD Cost Sharing

Compliance

PI Eligibility: Not all employees of the university are eligible to serve as Principal Investigator on contracts and grants. Find out which employee job titles (appointment titles) are automatically eligible and which titles are not eligible for the PI Exception request process.

Institutional Animal Care and Use Committee (IACUC) Office: IACUC oversees the university's animal care and use program and is responsible for reviewing all animal use protocols, ensuring compliance with federal regulations, inspecting animal facilities and laboratories, and overseeing training and educational programs.

Institutional Review Boards (IRBs): IRBs review research protocols involving human subjects, human specimens, and related data and evaluate risk and protection against risk for subjects.

Export Control: Export Control identifies and manages export risks and provides export licenses in support of the research activities of university faculty, staff, and students.

Conflict of Interest (COI): COI ensures campus compliance with UC policy, State law and federal regulations and provides expertise to avoid conflicts of interest so that the best interest of the public and the University are served.

Environment, Health & Safety (EH&S): EH&S provides a number of services including resources for managing Controlled Substances and Research Safety for research and laboratories. 

Post-Submission Revisions / Just-in-Time (JIT)

Before an award is issued, a sponsor may request additional information. Many of these requests require institutional approval or submission.

OCGA works with the department and PI to collect, review and submit required information as needed. The two most common types of post submission requests are the NIH Just-in-Time (JIT) request and a revised budget request from NSF.

NIH JIT Process

The NIH JIT process allows for the submission of additional information after the completion of the peer review, and prior to funding. NIH will request information be uploaded for review prior to the issuance of the Notice of Award:

  • Other Support
  • Budget
  • IACUC
  • IRB, and/or Human Subject Assurances

The JIT documents are compiled and uploaded by the PI in eRA Commons and submitted by OCGA.

NSF Revised Budget Requests

When NSF approves funding for a project as at a lower level then proposed a Revised Budget will be required. The PI/department will revise and submit a budget through FastLane for OCGA review and final submission to NSF. If other Updated Proposal Documents are requested by NSF, the PI will need to work with OCGA to submit the documents.

Successful proposals

Notification of a successful proposal is either sent to a PI or to OCGA directly. If you or your PI is notified of an award, please contact your contract and grant officer as soon as possible. Once notified, OCGA will negotiate the Award, if needed, initiate the Award Setup process, and work with OPAFS to request fund setup.

For more information on what happens after a proposal is awarded, go to the Award Setup page.

Expand all