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Proposal Development

PROPOSAL PREPARATION AND REVIEW POLICY

The Semel Institute Proposal Preparation and Review Policy details procedural expectations for our investigators and administrators to ensure successful submissions. Defined procedural expectations help to mitigate the challenges of coordinating a proposal. Download and review the Semel Institute Proposal Preparation and Review Policy

Proposal Preparation & Review Policy
REVIEW STEPS AND TIMELINE

In accordance with Policy 909, All UCLA employees who receive any part of their salary through the University, or whose activities use any campus resources or facilities, must submit proposals for extramural support through the authorized University contracts and grants office with resulting awards made to The Regents of the University of California.

Investigators must comply with the established review process and timeline in order to allow Authorized officials sufficient time to verify a proposal’s compliance with UCLA & Sponsor policy and manage unanticipated challenges (ie, technical issues). Non-compliant proposals risk rejection, award processing delays, and non-acceptance.

The submission timeline depends on the sponsor and direct costs. Use the navigation below to see the relevant steps for OCGA and OROS submissions.  Click on the OROS and OCGA tabs below to navigate the instructions based on the mode of submission.

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The Office of Contracts and Grants Administration (OCGA) are the primary submitting department for all UCLA proposals. OCGA is designated to submit all proposals (grants and sub-grants) including contracts. OCGA also handles “non-DRA submissions” (NIH proposals with greater than $500,000 in direct cost for each year). Submission by OCGA generally requires more time so plan accordingly. Steps are as follows:

Work with your assigned Center/Division Administrator to alert the Department of your intent to submit by notifying pre-award via email: [email protected].

Include the following:

  • PI Name(s)
  • Sponsor guidelines/Notice of opportunity (NOFO)
  • Due date
  • Estimated total direct cost (indicate if annual direct costs exceeds $500k)
  • Indicate if there will be outgoing subaward/contracts


Here is an example: Intent to Submit Email Notification

The OROS Pre-Award Team will add your proposal to the calendar and respond to your intent to submit with details on:

  • Timeline for submission
  • Internal due dates
  • UCLA/Semel required documents

Follow the instructions from pre-award and the sponsors guidelines to prepare your application. When ready (no later than 8 business days prior to the sponsor deadline):

  1. Complete and submit the EPASS 
  2. Notify the pre-award team by email to initiate review 

A dedicated pre-award team member will review your application and provide feedback to ensure:

  • The EPASS is completed and in compliance with UCLA/Semel policy
  • The application is completed as outlined by the funding opportunity announcement and sponsor's guide.


The reviewer will provide feedback to the PI and preparer/admin. Make sure to respond to the reviewer's comments in a timely manner.

The OROS team will submit your application (EPASS and corresponding attachments) to OCGA for final review and submission. **OCGA needs to receive your application at least 5 business days before the deadline**
  1. OCGA will assign a PATS record and a dedicated analyst for your application
  2. Expect communication by email from your OCGA analyst

The PATS# will be associated with the proposal through the life cycle of the award.

OCGA provides the final review and submission of the application to the sponsor.

**Applications that are submitted to OCGA with at least 5 business days to the sponsor's deadline will be reviewed. All others are at the discretion of OCGA and your assigned analyst**

  1. OCGA will review your application and provide additional feedback.
  2. Once all requirements are met, OCGA will submit the application to the sponsor. In some instances:
    • Subgrants - OCGA will designate the PI/admin with the authority to submit by email
    • External portals or sponsor submission systems of limited access - OCGA will give the PI the authority to submit upon approval


Expect communication from your OCGA assigned reviewer during this process and respond in a timely manner.

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The Office of Research Opportunity and Strategy (OROS) can only submit NIH proposals with less than or equal to $500,000 in direct cost for each year. Submission by OROS is considered a “DRA Submission” and does not require OCGA review and submission. Steps are as follows:

Work with your assigned Center/Division Administrator to alert the Department of your intent to submit by notifying pre-award via email: [email protected].

Include the following:

  • PI Name(s)
  • Sponsor guidelines/Notice of opportunity (NOFO)
  • Due date
  • Estimated total direct cost (indicate if annual direct costs exceeds $500k)
  • Indicate if there will be outgoing subaward/contracts


Here is an example: Intent to Submit Email Notification

The OROS Pre-Award Team will add your proposal to their expected list and respond to your intent to submit with details on:

  • Timeline for submission
  • Internal due dates
  • UCLA/Semel required documents

Follow the instructions from pre-award and the sponsors guidelines to prepare your application. When ready (no later than 5 business days prior to the sponsor deadline):

  1. Complete and submit the EPASS 
  2. Notify the pre-award team by email to initiate review 

A dedicated pre-award team member will review your application and provide feedback to ensure:

  • The EPASS is completed and in compliance with UCLA/Semel policy
  • The application is completed as outlined by the funding opportunity announcement and sponsor's guide


The reviewer will provide feedback to the PI and preparer. Make sure to respond to the reviewer's comments in a timely manner.

Through the Designated Research Administrator (DRA), OROS can submit your application on behalf of OCGA.

  1. OROS will submit your NIH application (Direct cost <$500K/year) to the sponsor.
  2. OROS will then send the submitted application along with internal documents to OCGA for PATS assignment.
  3. OCGA will review and file accordingly


The PATS# will be associated with the proposal through the life cycle of the award.

TOOLS FOR CREATING
COMPLETE AND COMPLIANT PROPOSALS

A complete proposal includes Institutional (UCLA) and Sponsor required components. This website provides helpful hyperlinks, checklists, tip sheets and videos – aka “tools” for creating complete and compliant proposals. Tools are organized below by Institutional vs. Sponsor; sponsor tools are further delineated by sponsor type: Federal, Non-Profit, State or Industry.

Download and review the institutional pre-award matrix to familiarize yourself with the steps and requirements for each proposal type.

OROS Proposal Preparation Matrix
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Institutional Forms

Also known as “internal forms” these UCLA-required documents are completed by the PI and submitted along with the sponsor-required components for review. 

The internal forms are required for all outgoing proposals and should be completed at the onset of your application process.

The EPASS form is an administrative, regulatory and budgetary snapshot of the proposal. PI and Chair sign electronically.

Completed electronically via https://epass.research.ucla.edu/

Department e-EPASS Guide (side by side)

How to Approve an EPASS for PIs

A FCOI refers to any situation in which an Investigator’s financial interest(s) have the potential to bias a research project.

Identify which COI disclosure is required for your proposal. Disclosure format is determined by sponsor (s) type UCLA Conflict of Interest Overview

Obtain signatures or E-certifications from UCLA key personnel named on your proposal (refer to disclosure types A-C)

A. UCLA eDGE Online Certification for Federal PHS and some non-profit sponsors who have adopted PHS disclosure regulations

How to login to the UCLA eDGE system

How to view certification dates in UCLA eDGE

eDGE Investigator Briefing

B) 700U and 700U addendum forms for non-profit & for profit sponsors.

Sponsors exempt from this reporting requirement

Download 700U, 700U addendum (supplement if applicable)

C) 740 form for Federal non-PHS sponsors, CIRM, UC Programs

Download 740 form (supplement if applicable)

Employees with titles that do not meet UCLA Policy 900 eligibility requirements must obtain exceptional approval to serve as PI or Multi-PI.

  1. Does the PI's appointment include Academic Senate Membership (check titles list),
  2. If not on list, prepare a PI Exception Request Form via DocuSign.

UCLA proposals that include subrecipients must obtain a subaward package from each entity.

A Subrecipient Package includes multiple forms and documents.

OCGA Subrecipient Summary

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E-Systems & Access

Proposals are regularly submitted through sponsor web platforms. Request forms and training resources for common e-systems are provided below.

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S2S Grants (Cayuse)

UCLA’s custom portal for Federal Proposals. A Web-based alternative for preparing, validating and submitting proposals via Grants.gov.

Link to request access to Cayuse: S2S Granst (Cayuse) Request Form

Link to Training Resources:

Training Modules: Submitting Proposals to Grants.gov via S2S Grants

Resources

Forms and Tools

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eRA Commons
NIH communication platform with applicants and awardees

Link to request access to eRA Commons: eRA Account Request Form

Link to Training Resources:

eRA Commons User Guides
eRA Commons Video Training
Linking ORCID ID & eRA

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ASSIST
System for submitting NIH Center Grants and Supplements

No Form:
Access to proposals in ASSIST granted within system

Link to Training Resources:

NIH ASSIST User Guide
NIH ASSIST Video Training

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Proposal Central
A web platform used by some non-profits and government entities to accept proposals and track awards

No Form:
Create login directly from Proposal Central website

Link to Training Resources:

UCLA OCGA delegations

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UCLA Other Support Tool
UCLA created an interim tool in the ORA portal to help investigators comply with updated OS formats

No Form: Access is approved by the Chair on a case by case basis.
Email [email protected] to request access

Link to Training Resources: UCLA OS Tool Overview

Approved users may access UCLA OS Tools via the Pre-Award tab of the ORA Portal

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DocuSign for Other Support
UCLA Investigators use DocuSign to certify Other Support and should work with their home department to obtain a DocuSign Account

Form Request:
Submit a DocuSign Access Request Form to Semel IT to obtain a DocuSign Account

Once you have an account, follow these steps to certify your Other Support using DocuSign

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SciENcv
SciENcv is a utility within myNCBI to help researchers assemble professional information for their Biosketch and (soon) Other Support documents

Link to Access Request:
Access SciENcv via the NCBI’s My NCBI portal, or by going to PubMed and selecting the “Sign into NCBI” link at the top right of the screen. Use your eRA Commons credentials to login. If you do not have an eRA Commons account, please request one first by completing an eRA Request Form

Links to Resources:
Create SciENcv Biosketches
Create and manage Delegates
SciENcv FAQs
NCBI SciENcv Video

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