Research Policies and Procedures

Research Policies and Procedures

Updated September 21, 2018

Proposal

Item

Description

Downloads


Early Career Faculty Grant Review policy

Requires Department of Medicine faculty who have not received an NIH R01 or VA Merit Review grant to submit all externally-sponsored, non-industry research proposals on which they are PI to two (2) UofL senior researchers for review.



Authorization for School of Medicine Chairs to Sign for the Dean on PCFs and MIRAs policy

Allows School of Medicine Department Chairs to sign for the Dean on PCFs and MIRAs in all but three (3) circumstances.



Chair/Division Chief PCF/MIRA Signatures for Faculty with 0% effort

Faculty with 0% effort (typically mentors or consultants) are not required to have their PCF/MIRA signature pages countersigned by the Department of Medicine Chair or Division Chiefs.



NIH Additional Narrative Justification

NIH modular budgets require an upload of an Additional Narrative Justification. Additional justification should include explanations for any variations in the number of modules requested annually. Also, this section should describe any direct costs that were excluded from the total direct costs (such as equipment, tuition remission)and any work being conducted off-site, especially if it involves a foreign study site or an off-site F&A rate.



NIH Cap on Foreign Institution F&A

The NIH caps the F&A rate at 8% for most foreign institutions.



NIH Salary Cap

The current NIH salary cap is $187,000, effective 1/7/18.



Restrictions on Fellows' Roles on Research Projects

Restricts fellows from serving as PI's or Co-PI's on research projects.



Designation of Chair's Signature Authority on Internal Sponsored Programs, IACUC and Radiation Safety Documents

The Chair authorizes the Department's Research Coordinator to sign internal Sponsored Programs documents (PCFs, MIRAs & IBEDs), IACUC and Radiation Safety documents (initial submission, modifications & renewals) and lists the Departmental Vice Chairs who can also sign.

Item

Description

Downloads


Proposal Clearance Form with one Additional Signatures Page

Pre-filled PCF that includes one Additional Signatures Page as part of the document.



Proposal Clearance Form with Clinical Attachment

Pre-filled PCF that includes one Additional Signatures Page and the Clinical Attachment Form as part of the document.



Adding Additional Signature Pages to a PCF

The two template PCFs only include one Additional Signatures page, so this provides step-by-step procedures on adding more pages to your PCF document.

Item

Description

Downloads


CSD List (College School Division codes)

UofL internal grants and the annual Publications report require the CSD code so this is a list of all codes.



UofL Institutional Information

UofL Institutional information for FEDERAL and PROPOSAL CENTRAL application forms submitted by the Dept. of Medicine.



UofL W-9 and IRS Tax Exempt Letters

If your grant application requires a W-9 form or IRS letter, you can click on these links to download the current version. If there are tax questions, call John Rexroat at 502-852-3337. Payment address is:
University of Louisville Research Foundation, Inc.
520 Stevenson Hall
Louisville, KY 40292

Item

Description

Downloads


VA IPA Form

The most recent VA IPA form, which accompanies the PCF and budget form, signed by employee, SPGA and the VA.


VA Budget Spreadsheet

This budget spreadsheet auto-calculates the salary and fringe for the budget period when the peach colored cells are completed. Use the PCF salary, fringe and total amounts to complete the PCF's budget section.

NIH Budget Forms and PCFs

Name

RFA Name

RFA#

Web

PCF

Budget


Non-Clinical Parent R01

NIH Research Project Grant
(Parent R01 Clinical Trial Not Allowed)

PA-18-484

Link
(revised 3/7/18)


Clinical Parent R01

NIH Research Project Grant
(Parent R01 Clinical Trial Required)

PA-18-345

Link
(revised 3/7/18)


NIH R01 submission dates

TypeCycleSponsored Programs
Due Date
NIH Due DateNIH Award Start Date
New1Monday, January 29Monday, February 5December 1, 2018
2Tuesday, May 29Tuesday, June 5April 1, 2019
3Friday, September 28Friday, October 5July 1, 2019
Renewal
Re-Submission
Revision
1Monday February 26Monday, March 5December 1, 2018
2Wednesday, June 27Thursday, July 5April 1, 2019
3Monday, October 29Monday, November 5July 1, 2019

Name

RFA Name

RFA#

Web

PCF

Budget


Non-Clinical Parent R21

NIH Exploratory/Developmental Research Grant Program
(Parent R21 Clinical Trial Not Allowed)

PA-18-489

Link
(revised 3/7/18)


Clinical Parent R21

NIH Exploratory/Developmental Research Grant Program
(Parent R21 Clinical Trial Required)

PA-18-344

Link
(revised 3/7/18)


NIH R21 submission dates

TypeCycleSponsored Programs
Due Date
NIH Due DateNIH Award Start Date
New1Friday, February 9Friday, February 16December 1, 2018
2Monday, June 11Monday, June 18April 1, 2019
3Tuesday, October 9Tuesday, October 16July 1, 2019
Renewal
Re-Submission
Revision
1Friday, March 9Friday, March 16December 1, 2018
2Monday, July 9Monday, July 16April 1, 2019
3Friday, November 8Friday, November 16July 1, 2019

Name

RFA Name

RFA#

Web

PCF

Budget


Parent NCI R21

NCI Clinical and Translational Exploratory/Developmental Studies
(R21 Clinical Trial Optional)

PA-18-020

Link
(revised 3/7/18)


NIH NCI R21 submission dates

TypeCycleSponsored Programs
Due Date
NIH Due DateNIH Award Start Date
New
&
Renewal
Re-Submission
Revision
1Tuesday, February 13Tuesday, February 20December 1, 2018
2Tuesday, June 12Tuesday, June 19April 1, 2019
3Wednesday, October 10Wednesday, October 17July 1, 2019

Name

RFA Name

RFA#

Web

PCF

Budget


Parent R03

NIH Small Research Grant Program
(Parent R03 Clinical Trial Not Allowed)

PA-18-488

Link
(revised 3/7/18)


NIH R03 submission dates

TypeCycleSponsored Programs
Due Date
NIH Due DateNIH Award Start Date
New1Friday, February 9Friday, February 16December 1, 2018
2Monday, June 11Monday, June 18April 1, 2019
3Tuesday, October 9Tuesday, October 15July 1, 2019
Renewal
Re-Submission
Revision
1Friday, March 9Friday, March 16December 1, 2018
2Monday, July 9Monday, July 16April 1, 2019
3Friday, November 8Friday, November 16July 1, 2019

NIH Help

Item

Description

Downloads


eRA Commons IDs

To request a new eRA Commons ID for a faculty or to find out what their current ID is, please e-mail the Grants Administration Service Account at grntmgmt@louisville.edu and address it to Donna Schlaff




ZIP Code, County & Congressional District List for Entire United States

The NIH 424 form includes fields for county and Congressional district for any site, so if you're subcontracting to another site, this list allows you to find both their county and Congressional ZIP code simply by finding their 5-digit ZIP code.




NIH Clinical Trial Definition

Use the following four questions to determine the difference between a clinical study and a clinical trial:

  1. Does the study involve human participants?
  2. Are the participants prospectively assigned to an intervention?
  3. Is the study designed to evaluate the effect of the intervention on the participants?
  4. Is the effect being evaluated a health-related biomedical or behavioral outcome?

Note that If the answers to the 4 questions are yes, your study meets the NIH definition of a clinical trial, even if...

  • You are studying healthy participants.
  • Your study does not have a comparison group (e.g., placebo or control).
  • Your study is only designed to assess the pharmacokinetics, safety, and/or maximum tolerated dose of an investigational drug.
  • Your study is utilizing a behavioral intervention.

Studies intended solely to refine measures are NOT considered clinical trials. Studies that involve secondary research with biological specimens or health information are NOT clinical trials.

Post Award

Item

Description

Downloads


Investigator, Budget, End Date (IBED)

Form required by Industry Contracts to change the budget, end date and PI on a project.

  • IBED
    (updated 2-17-18)



Grant Guarantee/Pre-Award Set-Up

Form required by Sponsored Programs for setting up a grant in advance of the actual chartfield being set up in PeopleSoft. Must be an existing NIH grant or have some confirmation of award and sponsor policy allowing this to be set up in advance.

Item

Description

Downloads


Sponsored Projects Speedtype Closure manual and forms

Provides step-by-step procedures and an abbreviated cheat sheet for closing sponsored projects (all types). The PDF form auto-calculates the Sponsor balance and Cost share balance.



D Account Closure

How to close D accounts within a Division.

If you have any questions about this page or items on it, please contact:

Duane Bolanowski
Research Coordinator

Phone: 502-852-4379
E-mail: duane.bolanowski@louisville.edu