Grant Guide
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Grant Application Requirements and Submission Deadlines
SIBCR is available to assist Principal Investigators and their staff with the process of submitting grant proposals. Proposals with 50% or more of the research being conducted at the VA Puget Sound Health Care System (VAPSHCS) space must be submitted through SIBCR. SIBCR has developed the following guidelines to assure submissions are complete and go through the review process in a timely manner.
A. Overview
Applicant Organization
Seattle Institute for Biomedical and Clinical Research
1660 So. Columbian Way, S-151F
Seattle, WA 98108
See below for phone listings
Fax: 206-764-2742
Eileen Lennon, PhD, Executive Director
eileen@sibcr.org
Contact Information
Danielle Belisle, Senior Grants and Contracts Manager
206-277-3971
danielle@sibcr.org
Kenji Schwarz, Grants and Contracts Manager
206-764-2731
kenji@sibcr.org
Alka Goyal, Grants Specialist
206-277-6588
alka@sibcr.org
Assurances
Human Subjects Assurance No.: FWA 00000925
Animal Welfare Assurance No.: A 3832-01
Other Information
Entity Identification No.: 91-1452438
DUNS No.: 928 47 0061
7th Congressional District
SIBCR is a 501(c)(3) non-profit corporation. Letters of our exempt status are available upon request.
B. Grant Timeline
Agency Deadlines
For purposes of reference, the following refers to the National Institutes of Health (NIH) grants. Other sponsors may not have all of the components listed. However, the general timeline and guidelines apply to all grants and subcontracts submitted through SIBCR.
| 3 weeks prior to due date | Administrative portion of application to the appropriate grant administrator for review, which includes the following:
|
| 1 week prior to agency deadline |
|
Please note that SIBCR will still need to review detailed budgets for all proposals, even those NIH grant applications which are being submitted with modular budget requests of $250,000 per year or less.
C. Personnel
If a grant lists personnel from other employing institutions, then the following rules apply.
I. University of Washington (UW) Faculty/Staff Named on Proposal
| UW faculty (except PI) | Salary only | Provide to SIBCR prior to submission:
UW sign-off is required prior to submission to sponsor. Upon Award: |
| UW staff based at the VA | Salary only | Submission Requirements: Upon Award: |
| UW faculty/staff, effort based at the UW | Salary and other expenses requested | Submission Requirements Upon Award: |
*Personnel Agreements with the University of Washington
A Joint Personnel Agreement (JPA) will be initiated at the time of award.
UW staff based at the VA (funding at SIBCR): A 10% charge per individual agreement up to $5,000 per year will be paid to the UW.
SIBCR staff based at the VA (funding at UW): A 10% charge per individual agreement up to $5,000 per year will be paid to SIBCR.
This fee will be waived only if the sponsor does not provide indirect costs.
II. VAPSHCS Investigators/Staff Named on Proposal
| VAPSHCS investigators named on proposal | Federal Awards: If effort is requested, a letter from the investigator’s service chief is required, acknowledging this effort as part of his or her VAPSHCS appointment. SIBCR can provide a sample of this letter. Non-Federal Awards: |
| VAPSHCS staff named on proposal | Federal Awards: “This individual is a VAPSHCS employee. The VA will be reimbursed for the effort of this employee and there will be no dual compensation or conflict of interest for this work.” Non-Federal Awards: |
III. Other Institutions Named on SIBCR Proposal
| XYZ Institution faculty/staff | Salary only or salary and other expenses | Submission Requirements: |
IV. SIBCR Named on XYZ Institution Proposal
| SIBCR/VAPSHCS Investigators/staff | Salary only or salary and other expenses | Submission Requirements: |
D. Subawards
1) The following information is required from subrecipients for the proposal:
- Proposal face page
- Budget
- Budget justification
- Scope of Work or Specific Aims and Background (each sub site must have individual scope of work)
- Biosketch(es)
- Resources
- Checklist
A draft of a subaward budget is required at least three weeks prior to the grant due date and the final signed documents are due fourteen days before the due date.
2) The Just-In-Time stage of the subaward
NIH and most other sponsors use Just-In-Time (JIT) procedures. This allows an applicant to defer certification of institutional approvals (e.g., Human Subjects and IACUC) and required training until after award notification, but prior to funding. This procedure applies to the prime awardee and subrecipients in most cases.
If the grant is going to be awarded, the subrecipient submits the following in the JIT stage:
a) Subrecipients most recent A-133 audit
b) F&A rate agreementc) Regulatory committee approvals including human subject and/or animal approvals, biohazards, rDNA, tissue banking, etc.
d) Proof of required human subject training for personnel responsible for the design and conduct of projects involving human subjects.
3) Amendments and close-out
a) An amendment is required if there is a significant change to the subaward. A significant change can include, but is not limited to the following: a change in key personnel or a change in the effort of key personnel equal to or greater than 25%; an increase in the total award amount requested; and/or major re-budgeting greater than 25% of the total award amount.
b) Carry-over on subawards may not be automatic. Specific requirements will be determined consonant with grant funding.
c) Progress and final reports will be required of subrecipients. The terms and conditions will be defined in the subaward agreement.
E. Additional Information
Equipment
SIBCR equipment threshold is $5,000. Indirect costs are not calculated on equipment at $5,000 or more.