Proposal Submission Information
Deadline
It is very helpful to specify an exact deadline when the proposal must be submitted.
You will be assigned a Proposal Development Specialist based on the deadline
you specify and the office workload at that time. Proposal Services requests
that you submit your infosheet a minimum of 10 days before the planned submission
date, although earlier notification is encouraged.
Urgency
Once you have specified a deadline, please let our offices know whether a)
sponsoring agency has set a hard deadline, b) the agency has no specific deadline
or c) this is a soft deadline (there is no specific deadline for this
proposal). This helps Proposal Services prioritize your work and ensures
that even when proposals come down 'to the wire' - that each proposal goes out
the door on time.
Type of Deadline
Because Proposal Services often works under a very tight deadline schedule,
it is often the case that your proposal will be shipped via Fed Ex the day before
it is due. Therefore, it is crucial to know whether the date you have specified
is a Postmark (Date to Send) or an Arrival (Date to be Received) deadline.
Shipping Method
Shipping costs are billed back to your department - so be sure to specify a
means of shipping that your department has available. For example, some departments
on campus do not have accounts with Fed Ex and must use Airborne instead. With
enough prior notice, Proposal Services will ensure the final bundling and shipping
of your proposal. If you plan to use Fed-Ex, please be sure to fill in their
required information including Sponsor Address (No Post Office Boxes) &
Phone Number.
Copying
If you contact Proposal Services by submitting this infosheet
at least 2 weeks prior to the deadline, our offices should be
able to make your final copies for submission to the agency. Once
the proposal has been submitted to the agency, our offices will
distribute copies of the submitted proposal to the P.I., co-PI's
and the Chairs/Deans who signed the routing sheets.
Proposal Detail Information
Title
A preliminary or tentative title can be included on the infosheet, although
the routing paperwork must include your finalized
title. Please remember to notify your Proposal Development Specialist prior
to routing if your title changes.
Keywords
Please select three keywords to identify the concepts or topics in your proposal.
This enhances the future searchability of the database, and will enable faculty
sharing common interests to connect with one another.
Project Period
You must specify the intended start and end date of this proposal. It is understood
that true start and end dates mayvary according to when the proposal is awarded.
However, the planned start and date dictate the appropriate fringe benefit and
facilities/administrative cost rates to be used in the budgeting of your proposal.
An accurate estimate will help ensure that the P.I. has set aside enough funds
for these potential expenses.
Project Type/Agency Award No/Title
Please note whether this is a new (full) proposal, a new (preliminary) proposal,
a supplement to/renewal of an already existing award, or a revision of an already
submitted proposal. These are all handled differently by the University. When
dealing with a new supplement or renewal of an award, please specify the agency
award number and original title in additional comments section.
Personnel Information
Name/PI Type
Every proposal should have at least one Principle Investigator (P.I.). If your
proposal does not fit into the standard categories, please identify PI Type
as other and specify. Please fill out all of the relevant information for each
PI/Co-PI in the proposal. This information is required for the routing/authorization
paperwork.
Percent (%) of Credit:
The percent of credit pertains only to OU faculty on the proposal and when
summed across all personnel, should total to 100%. If there is only 1 P.I. with
no Co-PI's, then the PI credit will be 100%. When a PI has dual appointments,
it is possible to split the % of credit between them. (note: for more than
2, please use the comments box at the bottom of the screen). Percentage
of Credit is NOT the same thing as the percent of time the PI will work on the
project (FTE: full time equivalency). The percent of credit is used by the University's
deans, chairs and other department heads to determine the relative participation
of their faculty in various research endeavors. It can be important for junior,
tenure-track faculty as it may be included in the tenure portfolio. It is also
used by the University to ascertain the research contributions of various departments
and centers on campus.
PI Contact Information
Once the infosheet is submitted - the PI will be assigned a Proposal Development
Specialist (PDS) who will consult with the PI on his/her budget and help assemble
the elements need to route and authorize the proposal. Good communication is
essential to this process, so please provide adequate means of contacting the
P.I. If desired, the PI can designate another person (secretary, grad student,
etc) to be the main point of contact on the proposal. In this case - please
provide a phone number and e-mail address for that person in the comments box
at the bottom of the screen. The PI can also choose to have a copy of the submitted
infosheet form sent to his/her email, along with that of his/her assistant.
Project Information
Tulsa Related:
If you have a University appointment that is partially or completely from the
Tulsa campus, then your proposal is Tulsa related.
Submitted by University Service Organization (USO)
USOs represent a strategic investment by the University. They are subject to a formal planning,
approval, and review process, typically on an annual cycle with the proposal due early in the calendar
year. However, under special circumstances, a USO proposal may be submitted off-cycle with permission
from the Norman Campus Vice President for Research. There is a drop down menu on the Infosheet listing
all approved USOs.
Energy Related
Flow Through Money / Flow Through Sponsor
Flow through money is funding that flows indirectly from the 'ultimate' sponsor
to another entity that will make an award to OU. The most typical example of flow-through
is when a federal agency such as HUD distributes money to a state agency, such
as DHHS, who then award it to Universities or other research institutions. Even
when the money comes from a state agency or foundation, whenever there is federal
flow through the University must comply with all federal guidelines pertaining
to research funding.
University Facilities:
Often there will be special equipment, laboratory, office or other space issues
related to a proposal. When a researcher knows that certain changes or procurements
will be necessary to conduct the research, this should be included in the budget
up front. It can be requested either directly from the agency or accounted for
through departmental, college and VPR cost-sharing. However it is ultimately funded,
it is important not to overlook this potential expense when costing/budgeting
your proposal.
Lab/office space available
If you do not have the available office or lab space required for the conduct
of the proposed research, your proposal should contain a request for this funding.
You may plan to request the money externally - from the sponsoring agency, or
in the form of cost-sharing from your Departmental chair, Dean or the Vice President
for Research.
Space Renovation
The cost of any space renovations necessary for the conduct of the proposed
research should be accounted for in your research proposal.
Equipment Availability
It is expected that you either have the required equipment for your proposed
research already available, or that your proposal budget includes provisions
to obtain what will be needed.
Use of Special University Facilities
The accommodations for use of any special University facilities should be obtained
prior to the submission of the proposal. If they are required to conduct the
proposed research, the Office of Research Administration may mandate authorization
from the appropriate officials be in place prior to submission to the sponsoring
agency.
Kessler Atmospheric & Ecological Field Station
Kessler Atmospheric & Ecological Field Station is a unique field laboratory whose formal use requires the permission of the
Kessler Atmospheric & Ecological Field Station Steering Committee. Depending upon your intended use, there could possibly be user
fees or utility charges which could impact your proposal budget. Please contact Meghan Bomgaars, Kessler Atmospheric & Ecological Field Station Acting Director (KAEFS), at 405-325-5202 or mbomgaars@ou.edu to determine
if your use is appropriate, and to have your proposed research reviewed by the Kessler Atmospheric & Ecological Fiels Station User Committee.
Ms. Bomgaars can also indicate whether or not your intended use requires a user fee or advise as to
whether or not there will be utility charges. Any Kessler Atmospheric & Ecological Field Station usage requires Kessler Atmospheric & Ecological Field Station Director signature approval
when your proposal is routed for internal authorization.
New Academic Programs
Any anticipated new academic programs that will be needed for this proposal
should be discussed in advance with the relevant Departmental Chair, Dean, the
Provost and the Vice President for Research.
Conflicts of Interest
The potential for conflicts of interest in this proposal does not necessarily prohibit submission.
With the routing form you will also need to include the completed Conflict of Interest Disclosure
and Review Forms and submit to the proper officials.
Mesonet Data:
The Oklahoma Mesonet is a joint program between OU and OSU that provides 5-min air and 15-min soil observations
from every county of the state (www.mesonet.org). The Mesonet is considered the premier surface weather monitoring
network in the country, and its archive extends back to January 1, 1994. The annual maintenance of the network is
only partially funded by the State of Oklahoma. Should you intend to use Mesonet data/services, please contact the Oklahoma Climatological Survey (OCS) at
325-2541 or ocs@mesonet.org for a cost estimate. The OCS Director will need to sign when your proposal is routed for authorization.
ARRC Facilities:
The main goal of the ARRC Facilities is to provide a platform for innovative engineering and meteorological
projects for University of Oklahoma researchers, students, and educators. Further, these unique facilities will be used as
mechanisms to increase collaboration within the University and with both government and private sector partners. Should you
intend to use the ARRC Facilities, please contact the ARRC Executive Director, Dr. Robert Palmer, at rpalmer@ou.edu
for a cost estimate. Dr. Palmer will need to sign when your proposal is routed for authorization.
Intellectual Property Information
The Office of Technology Development (OTD)
is your resource for all issues pertaining to the potential Intellectual Property
(IP) of your research. If you believe that you have IP-related issues in your
proposal then you will need to work with OTD prior to the submission of your
proposal. Please contact OTD with any questions by calling 325-3800 or visit OTD
on the web at: http://www.otd.ou.edu.
Patent:
A patent is a grant issued by a granting authority, such as the U. S. Patent and Trademark Office (PTO), that provides the assignee of
the patent the right to prevent others from making, using, selling, or importing the patented invention in that country. Patents are issued for inventions
that meet the statutory requirements for novelty, nonobviousness, utility, sufficient description, and eligibility of subject matter. Requirements for
patentability vary from country to country. An invention which has already been publicly disclosed may still be patent-eligible in the U.S. for up to
one year after publication. However, patents rights in most foreign countries are lost if a patent application is not filed prior to public disclosure
of the invention.
Copyright:
Copyright is a form of legal protection available for works of creativity, including but not limited to original
works of art and/or authorship that are fixed in a tangible form. Examples of copyrightable material include books,
journal publications, and software. Under University policy, scholarly works are the property of the author, while
copyrightable works of a commercial nature inure to the benefit of the University.
Compliance Information
The University has strict policies dealing with a variety of
compliance issues. Specific OU
Research Policies are detailed below. You must signify your
recognition that such approvals are required, and notify our offices
as to the current status of your institutional approval.
Human Subjects:
Approval from the Institutional Review Board (IRB) must be obtained prior
to project initiation. For more information on human subjects research go to: http://www.ouhsc.edu/irb-norman//default.asp
Animal Use:
Approval from the Institutional Animal Care and Use Committee
(IACUC) must be obtained prior to project initiation. For more
on animal subject research go to the VPR web site at: Animal Care & Use in Research
Recombinant DNA:
Approval from the Recombinant DNA Committee must be obtained prior to the initiation
of a project using Recombinant DNA. For more on Recombinant DNA go to: Recombinant DNA/Biohazards Use in Research
Biohazards:
Approval from the Recombinant DNA/Biohazardous Use Committee
must be obtained prior to the initiation of a project including
Biohazardous Materials. For more on Biohazards go to: Recombinant DNA/Biohazards Use in Research
Radioisotopes:
Approval from the OU Radiation Safety Office must be obtained
prior to project initiation. For more on Radiosotope usage go
to the VPR web site at: Radioisotope Usage And Biohazardous Waste
Subcontract Information
If you have subcontracts on this proposal, please provide us with a copy of
the subcontactor's approval letter, budget, budget justification, and statement
of work and other requirements needed by the agency and send to Proposal Services.
This documentation is required for authorization and therefore must be submitted
prior to routing.
Budget Information:
Maximum Request
If the sponsoring agency limits the total amount the PI may request, please
note this amount.
Cost Sharing
Cost-sharing occurs when the PI obtains commitments for additional funds, time,
equipment, etc. outside of that which is being requested from the agency. All
expected cost-sharing must be documented before the proposal can be put into
routing/authorization. PI's are expected to obtain their own cost-sharing from
a variety of sources and make the requisite documentation available to their
Proposal Development Specialist (PDS). The commitments will be detailed on the
routing sheet and must be initialed by the respective Chair, Dean, or Vice President
(VPR Commitment) making the committment.
Facilities & Administrative (Formerly
IDC) Costs
Another form of cost-sharing may be unrecoverable IDC (Indirect
Costs). There are occasionally programs which do not permit recovery
of F&A to be included in the budget. In those cases where
documentation is available from the agency, the Office of the
Vice President for Research (OVPR) will commit these funds. Please
specify a special F&A rate when needed. The F & A rates
are set by fiscal year and change each year. You can obtain Current
OU Rates from the Office of Research Services.
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