Extramural Pre-award Administration

Extramural Pre-award Administration

Pre-Proposal and LOIs Development 

  • Principal Investigators (PI) should follow sponsor requirements for pre-proposals or letters of intent (LOI). Site approval is not required for these documents unless the sponsor requires a budget and budget justification. Pre-proposals and LOIs should be shared with Extramural Research Program (ERP) Grants Specialists for planning purposes. 

Proposal and Application Development

A research proposal consists of precise documents that summarize and propose a research project, generally in science at USU. The sponsoring agency typically provides in the funding opportunity announcement the required documents to submit in order to be considered for funding. Below is a list of common requirements: 

  • Biosketch
  • Facilities and Resources
  • Detailed Budget and Budget Justification
  • Specific Aims
  • Background
  • Abstract
  • Methods 

A research application consists of the above documents and required VPR forms. ERP Grants Specialists cannot begin reviewing applications for issuance of a site approval until all required documents listed below are received.

  • USU Form 3208 Assurance Supplement - Completed and signed
  • USUHS FORM 3209 APPLICATION for OFF-SITE INDIRECT COSTS RESEARCH RATE, if applicable
  • PI Eligibility Waiver Request, if applicable   
  • Indirect Cost and USU/HJF Under Recovery Memo, if applicable (under revision)
  • Indirect Cost and USU Cost Share Memo, if applicable (under revision) 
  • Institutional Commitment Letter, if applicable                                                                                                     

Application Deadlines and Submission Requirements

  • Full applications must be submitted at least 7 business days before the sponsor's deadline. PIs who submit applications less than 7 business days before the sponsor's deadline will not be reviewed and may not be submitted to a sponsor without site approval. ERP Grants Specialists cannot accept a signed 3208 as a placeholder. 
  • All non-billeted USU federal employees and contractors who would like to serve as PI on a grant proposal/application must request a waiver of PI eligibility.  All requests for PI eligibility waivers must be received at least 10 business days before the sponsor's deadline. Requests received less than 10 business days may not be reviewed and approved before the sponsor's deadline.  

Application Submission and Review

To facilitate efficient routing of submission documents, the VPR/REA Office of Sponsored Programs (OSP) has adapted a fillable USU Project Intake Form  to alert the Extramural Research Program (ERP) and Intramural Research Program (IRP) Grants Specialists. Submission of this form is required for all initial communication with OSP pertaining to applications, progress reports, reprogramming requests, etc. Once submitted, the appropriate Grants Specialist will contact the form submitter within 2 business days with instructions on how to submit the documents.

Research Applications will be accepted through the USU OSP Research Application Submissions (915.01. Research Protocols and Grants, NI-330-98-3) shared secure google drive. Please work with your ERP Grants Specialist or your Department’s Research Administrators to upload the required forms and documents.  

List of ERP Grants Specialist and their department portfolio

Pre–award Frequently Asked Questions

Does all of my research need to come through the Office of Sponsored Programs?  

Yes, the USUHS Instruction 3200 requires that all research performed by USU faculty, students, or other eligible investigators be submitted to the Office of Sponsored Programs. 

What forms do I need to submit to ERP?  

A typical grant application package will include the following: USUHS Form 3208, the research proposal, budget that includes allowable indirect costs/support cost recovery, budget justification, biosketch, and all other required documents from the sponsor. 

Where are the forms located?

Go to the https://sites.google.com/a/usuhs.edu/vpr/forms-and-templates

When should I send my application through a Non-profit Organization (NPO)?  

Reasons for submitting an application through a NPO are: (1) when there are NPO or other outside contractor employees on the grant; (2) the Sponsor allows the full NPO indirect cost; (3) the Sponsor is a for-profit organization and/or (4) when federal dollars will expire before the research is completed. 

What if the Sponsor does not allow the full indirect cost?  

The PI need to request Under Recovery. For more information, see policy for Under Recovery Program. 

Why do I have to include support cost on my budget?  

Support cost covers the cost of work performed by USU under grants, sub-grants, cost-reimbursement contracts and subcontracts, and special programs authorized by Congress. Support cost calculations are based on such items as utilities, security, maintenance, custodial, payroll, purchasing, accounting personnel, computing and networking support, space for animal research, and many other expenses associated with project administration and implementation. 

What if the Sponsor is a for-profit organization?  

Requests for grant funding to for-profit organizations must go through a non-profit organization. The Joint Office of Technology Transfer at USU can negotiate Cooperative Research and Development Agreements (CRADAs) with companies, which will enable funds to come to USU. 

Do I need something from ERP in order to submit an application?  

Yes, all research applications being submitted to a sponsor for funding requires a site approval. The site approval will signify that your application has been approved and you are free to submit your application to the Sponsor. 

When do I need to come to ERP when I am submitting an application or performing work on a grant?  

To ensure that your proposal and application gets a thorough review, forward to ERP 7 business days before the sponsors deadline, and 10 business days for PI Eligibility waiver. If you want to work on your research plan until the last possible moment, forward all other required documents to ERP in order for the ERP Grants Specialist to start reviewing your application.    

My grant has been approved for funding; what do I do?  

Forward notification documents to ERP.  If you have pending assurance issues, you will be contacted by the ERP Grants Specialist assigned to your department to determine what documents you need to submit, if any. It is important to respond immediately, as funding may be delayed without proper assurance approvals.