Research Policies and Procedures
The Department of Medicine research office's primary role is to provide support for submitting grant proposals. This includes searching for relevant announcements to apply to, budget preparation, editing, application completion, and policy and document guidance.
Additional support includes post-award management assistance, clarifying policies and grant setup, expense allowability, and progress report submissions.
If you have any questions about this page or items on it, please contact:
Research Program Manager
Phone: 502-852-4379
E-mail: duane.bolanowski@louisville.edu
Research Coordinator
Phone: 502-852-7555
E-mail: jason.fell@louisville.edu
Updated October 2024
Proposal
PoliciesItem
Description
Downloads
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.
Policy
(updated 3/20/24)
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.
Policy
(updated 3/20/24)
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.
Policy
(revised 2/13/15)
NIH Cap on Foreign Institution F&A
The NIH caps the F&A rate at 8% for most foreign institutions.
Restrictions on Fellows' Roles on Research Projects
Restricts fellows from serving as PI's or Co-PI's on research projects.
Policy
(revised 9/15/11)
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.
Internal Sponsored Programs Documents Authorization Memo
(updated 1/14/20)Radiation Safety Authorization Memo
(updated 1/14/20)
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
(revised 2-21-22)PCF/MIRA Additional Signature Page
(added 2-21-22)
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.
Proposal Clearance Form with Clinical Attachment
(revised 3-11-24)
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.
CSD Codes
(updated 2-21-22)
UofL Institutional Information
UofL Institutional information for FEDERAL and PROPOSAL CENTRAL application forms submitted by the Dept. of Medicine.
Proposal Institutional Info
(updated 2-21-22)
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 Jon 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 IPA Form (.pdf)
(updated 2/23/22)
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.
Spreadsheet
(updated 2/21/22)
NIH Budget Forms and PCFs
► Parent Announcements (For Unsolicited or Investigator-Initiated Applications)
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 Donnia 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.
ZIP County Congress District Spreadsheet
(updated 2-21-22)
NIH Clinical Trial Definition
Use the following four questions to determine the difference between a clinical study and a clinical trial:
- Does the study involve human participants?
- Are the participants prospectively assigned to an intervention?
- Is the study designed to evaluate the effect of the intervention on the participants?
- 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
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.
Guarantee Pre-Award Request Form
(updated 2-21-22)
